How to Automate Tasks with Google Sheets using Make

Introduction

Automating tasks can save time, reduce human error, and optimize workflows, especially when using tools like Google Sheets in combination with Make (formerly Integromat). In this step-by-step guide, you’ll learn how to automate tasks by transferring data between Google Sheets and other apps. Whether it’s sending Slack notifications or logging Gmail data into Google Sheets, automation is simple and efficient.

What is Make?

Make is an integration platform that enables seamless connections between apps and services. It facilitates data transfer and automates workflows without the need for coding. By connecting Google Sheets with Make, you can create automated workflows triggered by specific events, such as adding a new row to a spreadsheet.

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Setting Up Your First Workflow: Sending Data from Google Sheets to Slack

Step 1: Preparing the Spreadsheet

Start by creating a Google Sheet that includes the data you want to process. For example, let’s create a sheet titled Employee List with columns such as

• Name
• Start Date
• Team

Adding a new row triggers Slack messages from this sheet. Make isn’t just for automating Google Sheets workflows—it can also streamline personalized email campaigns. Learn how to automate personalized emails with Crmble Contacts using Make.

Step 2: Connecting Google Sheets to Make

1. Create a Scenario in Make:
   Log in to Make and create a new scenario. Click on the + icon to add a new module.
2. Set Up a Trigger:
   • Select Google Sheets as your trigger app.
   • Choose the “Watch Rows” option, which monitors changes in the spreadsheet.
   • Connect your Google Sheets account and allow Make access.
3. Select the Spreadsheet:
   • After connecting, select the Employee List spreadsheet.
   • Choose the sheet name (e.g., “Sheet1”).
   • Define the processing limit (e.g., process 10 rows per run).
4. Testing the Trigger:
   Use the “All” option for testing to ensure all rows are processed during the workflow setup.

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Step 3: Adding a Slack Action

Now that you’ve established your Google Sheets trigger, let’s link Slack to send notifications.

1. Add Slack as an Action Module:
   • Choose “Send a Message” from the Slack module options.
   • Connect your Slack account and authorize Make.

2. Define the Message Details:
   • Choose a channel or direct message recipient. For testing, send the message to yourself.

Compose the message using data fields from Google Sheets. For example:

Hi, our new hire [Name] is starting on [Start Date]. Please prepare for their onboarding. 

• The placeholders like [Name] and [Start Date] pull data directly from the spreadsheet.

Step 4: Testing and Activating the Workflow

• Use the “Run Once” option to test the workflow.
• Check for green checkmarks, indicating a successful run.
• Review the Slack message to ensure it contains the correct data.

Once satisfied, activate the scenario and schedule it to run at specific intervals (e.g., daily at 9 AM).

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Setting Up Your Second Workflow: Sending Gmail Data to Google Sheets

In this example, we’ll automate logging expense reports from Gmail into Google Sheets.

Step 1: Configuring the Gmail Module

1. Start a New Scenario:
   Add Gmail as the trigger module in Make.
2. Set Up Email Monitoring:
   • Choose the “Watch Emails” option.
   • Connect your Gmail account and allow access.
   • Use a filter to search for specific emails, such as those containing the subject Expense Report.
3. Define the Processing Rules:
   • Specify the number of emails to process per run.
   • Test the connection to ensure Gmail data is being retrieved correctly.

Step 2: Logging Data into Google Sheets

1. Add Google Sheets as an Action Module:
   • Select the “Add a Row” action.
   • Connect your Google Sheets account if not already done.
2. Map Gmail Data to Google Sheets:
   • Choose the spreadsheet (e.g., Expense Reports).
   • Map fields such as Expense ID and Status to Gmail data elements. For instance:
     • Expense ID: Extracted from the email subject.
     • Status: Manually set to “Approved.”

Step 3: Testing and Scheduling

• Test the scenario using the “Run Once” feature.
• ● Verify that the spreadsheet receives new rows with correct data.
• Activate the scenario and set it to run at intervals, such as every 15 minutes.

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Benefits of Automating with Google Sheets and Make

1. Increased Efficiency:
   Automations handle repetitive tasks, freeing up your time for more strategic work.
2. Reduced Errors:
   By automating data transfers, you eliminate manual entry mistakes.
3. Scalability:
   Make workflows that process vast amounts of data, making them suitable for growing businesses.

Axiabits Services

At Axiabits, we specialize in integrating Google Sheets with tools like Make, allowing you to automate repetitive tasks and streamline your workflows. Whether you need to connect Google Sheets to Slack, Gmail, or other platforms. We can design customized solutions tailored to your business needs. Book now, and let’s get started!

Conclusion

Automating tasks with Google Sheets using Make simplifies workflows and boosts productivity by seamlessly integrating data between apps. From sending Slack messages to storing Gmail data in Google Sheets, Make enables dynamic task management with minimal manual intervention. You can automate repetitive tasks by setting triggers and actions, saving valuable time. With flexible scheduling and user-friendly configurations, it’s a powerful solution for businesses of all sizes. Start exploring Make today to unlock the full potential of task automation!

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