How to automatically send emails upon status updates by integrating Google Sheets with SendGrid

Have you ever felt that it is challenging to inform stakeholders about data updates in your daily tasks?
Especially when data changes frequently, manually sending emails can be time-consuming and labor-intensive, with a risk of errors.
In this article, we introduce a system that automatically sends emails when the status in a Google Spreadsheet changes by integrating Google Sheets with SendGrid.
This automation can reduce manual work, improve operational efficiency, and minimize human errors. Additionally, we will introduce integration settings using no-code tools that do not require programming.
Please use this as a reference.

Recommended for

・Those aiming to speed up customer response by utilizing Google Sheets and SendGrid
・Those who want to streamline project management by integrating Google Sheets and SendGrid
・Those who want to prevent human errors and improve operational accuracy through the integration of Google Sheets and SendGrid

Benefits and Examples of Integrating Google Sheets and SendGrid

Benefit 1: Quick Response

By automatically sending emails quickly when the status changes in Google Sheets, a speedy response can be expected.
For example, when an order from a customer is processed or the shipping status of a product is updated, an automatic email is sent to stakeholders.
This reduces the need for manual verification and prevents overlooking status changes, which can lead to improved customer satisfaction.

Benefit 2: Reduction of Human Errors

Manually sending emails each time can lead to human errors, such as sending incorrect information or forgetting to send emails.
However, by integrating Google Sheets with SendGrid, emails are automatically sent when the status is updated, reducing the likelihood of human errors.
Preventing human mistakes can improve operational accuracy and enhance reliability.

Benefit 3: Workflow Efficiency

Integrating Google Sheets with SendGrid can streamline email distribution to customers.
For example, when a customer's event participation status is updated in Google Sheets, a reminder email can be automatically sent to participants.
This automation reduces the effort of manually creating and sending emails, and prevents missed sends or delays in timing.
Providing information at the right time can also improve customer satisfaction.

From here, we will proceed with the setup using Yoom's template [Send an email with SendGrid when the status is updated in Google Sheets].

[What is Yoom]

The steps for this integration flow are broadly as follows:

・Integrate Google Sheets and SendGrid with My Apps
・Copy the template
・Set triggers and actions
・Finally, confirm that the trigger is activated

Pre-configuration

1) First, please access the official Yoom website and create an account.
Yoom Account Issuance Page
2) An access token is required to register the SendGrid app.
Log in to SendGrid in advance and proceed to Settings > API Keys > Create API Key.
Enter a name of your choice, such as "Yoom," in the API Key Name, and specify the permission scope in API Key Permissions.

How to Create a Google Sheets and SendGrid Integration Flow

Step 1: Integrate Google Sheets and SendGrid with My Apps

1) After logging into your Yoom account, register the apps you will use.
Click "My Apps" and select "New Connection."

2) A list of apps that can be connected with Yoom will be displayed. Search for the two apps you will use this time, "Google Sheets" and "SendGrid," one by one from the search box at the top.

Once you have selected Google Sheets, log in with your Google account.

For SendGrid, enter the account name and the access token obtained during the preparation, and click "Add."

3) Once registration is complete, an icon will be displayed in My Apps.
Check if the icon of the registered app is displayed.

Step 2: Copy the Template

Click this banner.

1) Click the "Try this template" icon.

2) A display like the one below will appear, so click "OK".

If it is displayed as shown below, the copy has been made.

The title and details can be edited by clicking, so please change them as needed.
Click the icons with "!" displayed on the right in order from the top to set the operations.
Note that the template is saved in My Projects.
Therefore, the copied template can also be opened from My Projects.

Step 3: Set the Trigger‍

Click "App Trigger When a row is updated".

Step 4: Set Google Sheets Action

1) Select the action "When a row is updated" and click "Next".

2) Enter the required fields.
The trigger activation interval varies depending on the subscription plan.
Please refer to this for details on each plan.
List of feature restrictions and usage limits for each plan | Yoom Help Center (intercom.help)

If the app is linked, you can select the spreadsheet ID from the suggestions.

Once the input is complete, click "Test", and after a successful test, click "Save".

Step 5: Set SendGrid Action

1) Return to the flow and click the "Integrate with app Send email" icon.

2) Select the action "Send email" and click "Next".

3) Enter the required fields.

If the app is linked, you can use the output information from Google Sheets to input.

Select from the suggestions for addresses and content as needed, and once the input is complete, click "Save".

This completes the flow of 【Sending an email with SendGrid when the status is updated in Google Sheets】.

Step 6: Test and Verify

Once the setup is complete, a display like the one below will appear, so click "Turn on Trigger".
Start the flow bot and verify that it works correctly.

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Here is the template used this time:

Other Automation Examples Using Google Sheets and SendGrid

Yoom also offers templates for automation using Google Sheets, which we would like to introduce.
Utilize these templates according to the tasks you want to automate and the applications you are currently using.

1. Add a Row in Google Sheets and Automatically Add to SendGrid Contact List
This template allows you to automatically add data to the SendGrid contact list when a new row is added to Google Sheets.
For example, when new customer information is entered into a Google Sheet managed by the marketing department, it is quickly reflected in the email list, improving the efficiency of marketing campaign preparation.
This helps eliminate manual work, prevent errors, and ensure smooth data management.

2. Add the sender of the received email to the SendGrid contact list and send Gmail
This template allows you to add the sender of the received email to the SendGrid contact list and send Gmail.
For example, after receiving an inquiry email from a new customer's representative in the sales department, you can register the sender's email address in SendGrid and send a follow-up reply via Gmail.
This ensures smooth communication and future email delivery.

3. Add information registered in kintone to SendGrid
This template allows you to automatically link client information registered in kintone to SendGrid and add it to the mailing list.
For example, the General Affairs Department can reflect the contact person information of clients registered in kintone through the event participation application form to SendGrid, enabling the sending of event invitation emails.
This eliminates the need for manual input and ensures accurate and prompt email delivery.

Summary

In this article, we explained how to integrate Google Sheets with SendGrid to automatically send emails when the status is updated. By integrating Google Sheets with SendGrid, you can reduce manual work and prevent communication errors or delays when data changes. In particular, automatic email sending upon status updates greatly contributes to quick responses and the reduction of human errors, which can improve the accuracy of operations. Furthermore, by utilizing no-code tools like Yoom, even beginners can easily set it up, making it possible to implement without technical knowledge. Additionally, Yoom allows for easy integration of multiple tools, which can be applied not only to email sending but also to the automation of other processes, making it useful for a wide range of operations. Take this opportunity to advance the automation of your operations!