Send email

How to personalize your email message

To personalize the message body, use variables in the email subject or message.

Use common variables to :

• {sheet_name} : the name of the sheet
• {sheet_url} : the link to the sheet
• {row_values} : comma separated values of the triggering row
• {row_number} : the index number of the triggering row

Use column variable to reference the value if the content is part of the triggering row. For example, {column_A} represents the value of column A in the current row.

Use range variable to reference the value if the content is in a certain cell of the sheet. For example {range_A1} represents the value of cell A1. It follows the same format of A1 notation.

A sample email message may look like:

Hi {range_A1},

We have received a request from {column_A}. The contents are {column_B} and {column_C}. 

Please checkout out {sheet_url} for details.

How to format email message with styles

HTML tags are supported in email body to format the message.

To bold the value from column B:

<b> {column_B} </b>

To render the URL from column C as a clickable link:

<a href="{column_C}">Click here to edit</a>

To include an image in email body:

<img src="https://sheetautomation.com/images/rule-view.png" alt="img" >

To show the row data in a table:

<table>
  <tr>
    <td>ID</td>
    <td>{column_A}</td>
  </tr>
  <tr>
    <td>Name</td>
    <td>{column_B}</td>
  </tr>
</table>

How to reference email address from sheet

Sometimes the email addresses of recepients are defined in sheets. Just like email message personalization, you can use variable reference them.

For example, {column_A} will pull the email address from A column of the current row and {range_A1} will pull the email address from cell A1 regardless of the current row.

How to specify multiple recepients

If there are multiple email addresses, separate them with comma.

You can use a combination of email address and variables, for example:

{range_A1},{column_A},hello@sheetautomation.com

If you want to read a list of email addresses, use range variable:

{range_A1:A10}

How to reference data from another sheet

To do this, you can specify the sheet name in range variable.

For example, {range_Sheet2!B1} will reference the value from B1 of Sheet2.

How to send bulk emails to a list of recipients

To send bulk emails, use schedule rule (assuming the email addresses are stored in column A):

1. Create a scheduler trigger, select the sheet and specify Trigger mode as Trigger on every matched row
2. Create a Send Email action with {column_A} as the recipient
3. Save the rule and click “Run” under the 3-dot menu to trigger the automation

Tip: you could turn off the rule by clicking “Rule on/off” under the 3-dot menu, so that it doesn’t run automatically.

How to send notification email on due date

To send email on due date:

1. Choose a Date Has Arrived trigger
2. Configure the sheet and the column with the due date
3. Add Send Email action

How to send reminder emails 3 days before a deadline

To send email 3 days before the deadline:

1. Choose Date has Arrived trigger
2. Enter sheet name and column with deadline date
3. Enter 3 in Before option
4. Create Send Email action with the reminder message

How to send reminder email once a day

To send a reminder email on a daily basis:

1. Create a scheduler trigger and specify target sheet
2. Select “daily” schedule and specify the hour of day when the rule should run
3. Select Trigger mode as Trigger on the frist matched row
4. Create your Send Email action

How to track email sending on each row

If you want to know if email was sent to certain customer, an additional column can be used to track the information.

1. Create your Send Email action
2. Add a Update Row action after the Send Email action
3. Enter the tracking column name in column field and “sent” in value field

How to make sure email is sent once at most on a row

You can use a tracking column, say H, to achieve this.

1. Define a trigger for the automation
2. Add a Column Condition with H in column field and is empty as the condition
3. Add Send Email and Update Row action (similar to the above tracking recipe)

How to export a sheet to PDF and send it as attachment

To send a sheet in email, you can simply use the Attachment option in Send Email action.

If you want to customize the style of the exported pdf, following below steps:

1. Add an Export Sheet action and configure the export options properly
2. Add a Send Email action and specify “Export sheet” in the Attachment option

This way the exported pdf will be attached in the email.

How to export a row and send it as attachment

Similar to Export Sheet, you can use the combination of Export Row and Send Email to achieve this:

1. Add an Export Row action and configure the export options properly
2. Add a Send Email action and specify “Export row” in the Attachment option

By default, Export Row will include the column headers and all values. The content can be customized with custom option in Export Row action.