Email automation based on calendar

Platform discussions
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1

I am looking to create an automation for the following:

  • I have an event intake form that the stakeholder fills out with basic event support information requested
  • I would like to create an email automation that, if the event support they are looking for us to help is within 72 hours of the event, the automation kicks in and sends an auto reply email.
2

Hey! Yes, you can certainly use Make to create this automation. Make is a powerful automation platform that allows you to connect various apps and services to automate workflows.

Here’s how you can set up an automation using Make to send an auto-reply email if the event support request is within 72 hours of the event:

Steps to Create the Automation in Make:

  1. Create a New Scenario:

    • Start by creating a new scenario in Make.

  2. Set Up the Trigger:

    • Add a trigger module for your form tool (e.g., monday forms board, Google Forms,). This will be triggered when a new form submission is received.

  3. Add a Date/Time Module:

    • Use the Date/Time module to calculate the difference between the current date and the event date provided in the form submission.

    • You can use the “Date/Time operations” module to add or subtract time and calculate the difference in days.

  4. Add a Router or Filter:

    • Use a router or filter to check if the difference between the event date and the current date is less than or equal to 3 days (72 hours).

    • Set the filter condition accordingly to ensure the automation only proceeds if the event is within 72 hours.

  5. Send an Email:

    • Add an email module (e.g., Gmail, Outlook) to send an auto-reply email.

    • Configure the email module with the recipient’s email address (from the form submission) and draft the email content to acknowledge their request and mention the 72-hour window.

  6. Test the Scenario:

    • Run the scenario with test data to ensure that the automation behaves as expected and the email is sent only when the condition is met.

  7. Activate the Scenario:

    • Once testing is successful, activate the scenario to start processing new form submissions automatically.

Additional Tips:

  • Error Handling: Consider adding error handling steps to manage any potential errors in the workflow, such as missing data or email sending failures.

  • Logging: You might want to log each processed request to keep track of which requests have triggered the automation.

By following these steps, you can effectively use Make to automate the process of sending an auto-reply email for event support requests that are within 72 hours of the event date! Let me know if you want any more help or DM me if you’re interested in support.