Two Essential Automations I Use to Streamline My Business Operations - Zapier Easy Tutorial
Let's build with Zapier and AI (100+ videos)📅 2023-12-14
Transcript
[00:00] let's learn of the importance of the zap your family when it comes to automations so one of the tools I'm going to show you how I leverage personally in my own business is going to be that digest tool in the specific context of handling multiple emails for me this would be part of my software company and also the index of AI businesses company welcome back to coron AI y'all today I'm going to show you some zaps I actually use internally within this business I run the purpose of these zaps is to handle like a ton of emails right so I get a ton of emails from you know the software company and I get a ton of emails from
[00:30] AI Nexus so I have separate Google workspace accounts in order to handle this but on top of that I need some extra filtration system in order to see the actual pertinent emails that I need to respond to and have basically you know really organized compartmentalized ways of internalizing that many emails therefore that's where digest comes into play that being said though I want youall to check out a video that I made a couple weeks back that is pretty important in the context of this zap your toolbox I believe it's called build any zap I'm going to go and Link it up
[01:00] there this is pretty pertinent y'all I basically go over why the most important skill you can have when it comes to building automations specifically with zappier is understanding the toolbox that they give you all of these apps I can guarantee you should be used in your Automation in some way or another it just basically allows you to do code like actions with no code Solutions EG the filter you can basically stop a flow and incur less cost if you put up a filter block correctly
[01:32] and you know how to leverage it correctly that being said though check out that video so this video though specifically is we're going to look at two automations that I currently use within my company and kind of dive into a to one that has artificial intelligence in it and one that doesn't and the reasons why okay so looking at our first automation here it's going to be the AI Nexus digest so the purpose of this automation is if I come over to our website here and I go all the way down to the footer and I hit contact the way I receive a contact email and the way I receive a submit your AI business email
[02:03] has different implications for me when responding ageg submitting a business it's going to probably go through a different process than when someone just simply contacts me so in order for me to kind of digest this or you know quite literally use the word of the tool I set up a flow for this so the flow I set up was this when I receive a new email to this specific email so that context that's contact webcafe ai.com we're going to go ahead this so this first version is going to be the one with artificial intelligence I'm going
[02:33] to go Ahad and edit it so we have like a better view here so I'm going to say replace and kind of proceed from here so when this email receives an email or yeah when this email receives an email we're going to go ahead and use a gbt block here so the purpose of this gbt block for me personally is I use it in order to basically analyze what type of email am I dealing with here so the ways that email the way that the email body comes in is very structured uh let me go ahead and see if I can just show you real quick so I went ahead and just sent me a fake piece of data here as you see
[03:04] above me this is how the email comes in I'll go and zoom in for yall basically it will have form so this is using web flows back in it'll have form the site and then the submitted data EG the name the email and the message so knowing that that's how every single piece of data is sent for this specific email I can come back to my automation here and identify this so I know within the body plane basically the contents of the email you just saw there I'm either going to see a couple things I'm either going to see contact page form new new newsletter CTA form post promotion
[03:36] business post a business all of these forms have different context EG if it's a newsletter CTA form I don't need a respond to it that just means that they subscribed an email to a newsletter although if it's a contact page form that is more pertinent so what I do in this context is I say if form name not found put na I basically just don't want to continue this flow here because it's a different type of email and then the format output just the form name no text before and after so then coming over to the digest this is where the magic
[04:07] happens so the way digest works is when data is sent so when I get a new email this is going to be sent to my digest and I've actually made a whole video on that on on digest as well so you want to check that up up there as well I'm going to continue here purpose of this one is that it is a daily frequency so at 9:00 A.M I'm going to see all the emails I received on this specific email yesterday so basically once 9 a 9:00 am pass if I receive an email at 10:00 a.m. and this gets triggered is going to be
[04:38] added as an entry so what I have and the way I structured my entries is that I'll do email subject so I'll grab the specific subject line found within that email and then I'll give the reply of that form found so what that does for me is that if I receive so let's say after 9:00 am I received five different emails before this gets sent out as an email to myself I know I'm saying email a lot point being is this though at 9:00 a.m. I'll receive this email to my main corporate account that email will
[05:10] basically outline a couple of things so let's say I had five emails sent to me after 9 a.m. each one will be its own separate entry so it's going to be one two three four five you'll see five lines basically then when 9:00 a when it sends that at 9:00 am. it's going to reset EG if the following day no email is sent I don't I'm not going to receive an email using this action right here so let's go and look at this action real quick so I'm sending it to myself because the purpose of this is just to organize data
[05:41] coming in for a separate email and if I come down here as you see I've done a couple things first thing I did here is I added an account so what is the account account is how much new so in this context how many emails did I receive that day but in the context of just overall what digest means it is basically how many times or how many entries of new data points you know the email subject and the specific form found that is what count means in this context so the way I like structuring it is I like giving my subject line giving
[06:12] me basically you know an idea of how many emails did I receive yesterday so if discount says 10 that means I received 10 if it says five it means I received five next because I don't really care what it looks like UI wise I just use body plane and I leave the emo count in there again and then the current digest is going to be every single one of those emails with the subject line and the form associated with it to give me context on the type of emails that were sent to me so if I receive four emails like one is a contact page but the other three are
[06:42] just random newsletter things for maybe MailChimp I know that basically okay I only have to responded one email today that's kind of how I proceeded in this context so knowing that I went ahead and created a version that doesn't use artificial intelligence and we just call it tube stand digest purpose is because in reality if you're contacting me through this contact email there isn't a lot of different avenues that can be taken it's very much so that I'm just receiving an email to the contact at tub.com email and the only context I really need is that I got an email what
[07:12] I do in this context same deal put the email count in the subject line so it gives me like idea of how many I got to deal with in the body and then also just what however many lines of emails I got received for that specific account that all being said if you're interested in learning more about digest I encourage you to check out video right there also if you're interest interested in understanding these tools I really encourage you to check out that one build any zap this is one of the most important tools and one of the most important skills anyone that wants to leverage automation needs to learn this
[07:42] is what gives you the ability to create complex flows because now your toolkit isn't just well I don't really know how to add logic in the sense of if there was less than 50 uh employees in that business that they submitted on the form I don't know how to add logic so the answer to that would be paths this is where it's very important to understand how to use AI toolbox but for now that can completes today's video I just want to show you this real quick as a very Niche example but a real example that I use within my business myself so if you like this kind of video let me know in the comments down below make sure to leave a like for the value I'm going to
[08:13] leave a playlist at the end here basically approaching zapier you know 5,000 apps when it comes to AI you can go and check out other specific use cases that you may care about when it comes to automation without further Ado y'all I'll see you in the next video thanks for tuning in and yes surprise I'm I'm an AI Avatar make sure to explore more here at Corbin AI where we demystify AI for your personal and business life until next time