Regardless of whether you’re in human resources, marketing, or project management, one thing is certain: repetitive paperwork is an unavoidable, time-consuming part of your job. Processing bulk contracts, offers, and filling in standardized documents with relevant information to be emailed can be a tedious, energy-sapping task.
However, with the automation workflow facilitated by AITable.ai and Make.com, this problem can be efficiently solved.
The Sample Scenarios: Streamlining Event Invitations
Imagine being an event organizer who needs to send out mass invitations and emails to participants. With AITable.ai and Make.com, you can streamline this process using an automated workflow. The software tools you’ll need are AITable.ai, Make.com, Google Docs and Gmail.
The primary idea is to utilize participant information from AITable.ai, generate corresponding documents and PDFs based on Google Docs templates, and then automatically dispatch these via Gmail to the participants.
The Guideline: Setting Up Your Automated Workflow
Step in AITable.ai
Firstly, you need to create a datasheet in AITable.ai with the details of the event participants. This sheet should include a select field named ‘status’, which indicates the status of the email sent, with an option ‘Approved’.
Next, set up an automation in AITable.ai that sends a web request, ensuring that the participant information can be received by Make.com. The trigger should be ‘Record Matches Conditions,’ activated when the status changes to ‘sent’.
The action should be ‘send web request’, and in Request method select POST. At this point you need to fill in the Request address, which you need to get in make.com.
Log in to make.com and create a new scenario. apply search and select webhooks, select Custom webhook in TRIGGERS and create a webhook, paste the generated link into AITable.ai.
At this point, go back to AITable.ai, select Jason in Body, and use Jason language to write the information of the fields you want to synchronize in the input box. For details, please refer to How to use variables, then save and click enable to let automation take effect.
Step in Make.com
You can test it by clicking Run Once in make.com, then go back to AITable.ai and change “Status” to “Approved” in a certain line, at this time, make.com’s webhooks will receive the field information of this column, proving the success.
Then, add the next module Google Docs, with the action being ‘Create a Document from a Template’.
At this stage, you should have prepared a document template in Google Docs where the information variables are in the form of {{xxx}}, facilitating Make.com’s reading and replacing process.
In Make.com’s settings panel, match the variable data fetched from AITable.ai to the corresponding document tags.
Run a test on this mod, and if it succeeds, you’ll see a new document appear in your Google Docs containing the information that AITable.ai was crawled.
Then, set up another Google Docs module for generating the document’s PDF.
The final module is Gmail. Connect your Gmail account, set the recipient’s email (if your AITable.ai table includes the email address, you can read the variable and automatically send it to the respective contact), set the email content template, and reference the PDF parameter generated in the previous step in the attachments.
Once the test is successful, you’ve completed the entire workflow.
Unleashing the Power of Automated Workflows
The automation workflow built between AITable.ai and Make.com is just the tip of the iceberg. There are numerous other automated office operations that can significantly boost your work efficiency.
With the rapid advancement in AI technology, routine office tasks no longer need to be a burden. Instead, you can transform them into well-oiled processes that save time, reduce errors, and enable you to focus on tasks that genuinely demand your expertise and creativity.
Embrace the Future of Work
The future of work is here, and it’s automated. With AITable.ai and Make.com, you have the tools at your disposal to revolutionize the way you handle routine paperwork. It’s time to embrace this change, streamline your processes, and propel your productivity to new heights.
The future of data management is not just on the horizon – it’s within your grasp today.