How to integrate Google Sheets with SendGrid to automatically send emails when the status is updated

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

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 will introduce a system that automatically sends emails when the status in a Google Spreadsheet changes by integrating Google Spreadsheet with SendGrid.
This automation can reduce manual work, improve efficiency, and decrease human errors. We will also introduce a no-code tool for setting up the integration without programming. Please use this as a reference.

Recommended for

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

Benefits and Examples of Integrating Google Spreadsheet with SendGrid

Benefit 1: Quick Response

By automatically sending emails quickly when the status changes in Google Spreadsheet, 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 can reduce manual verification work and prevent missing status changes, thereby improving customer satisfaction.

Benefit 2: Reduction of Human Errors

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

Benefit 3: Workflow Efficiency

Integrating Google Spreadsheet with SendGrid can streamline email distribution to customers.
For example, when a customer's event participation status is updated in Google Spreadsheet, a reminder email can be automatically sent to participants.
This automation can reduce the effort of manually creating and sending emails by the person in charge, and prevent missed or delayed sending.
Providing information at the right time can also improve customer satisfaction.

From here, we will set up using Yoom's template 【Send an email with SendGrid when the status is updated in Google Spreadsheet】 integration flow.

[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 the trigger activation

Pre-configuration

1) First, please access the official Yoom website and create an account.
Yoom Account Issuance Page
2) An access token is required for SendGrid app registration.
Log in to SendGrid in advance and proceed to Settings > API Keys > Create API Key.
Enter a name like "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 can select Google Sheets, log in with your Google account.

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

3) Once registered, 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 on the "Try this template" icon.

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

If it is displayed as below, the copy is successful.

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 on "App Trigger - When a row is updated".

Step 4: Set the 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.
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 connected, you can select the Spreadsheet ID from the options.

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

Step 5: Set the SendGrid Action

1) Return to the flow and click on 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 connected, you can use the output information from Google Sheets to input data.

Select the address and content as needed from the options, and once the input is complete, click "Save".

With this, the flow of 【Sending an email with SendGrid when the status is updated in Google Sheets】 is complete.

Step 6: Test and Verify

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

‍

Here is the template used this time

Other Automation Examples Using Google Sheets and SendGrid

Here are some other automation templates using Google Sheets that Yoom offers.
Utilize these templates based on the tasks you want to automate and the apps you are currently using.

1. Add a row in Google Sheets and automatically add it to a SendGrid contact list
This template allows you to automatically add data to a 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 client'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 information of clients registered in kintone through an event participation application form to SendGrid, enabling the sending of event invitation emails.
This eliminates the need for manual input, allowing for accurate and prompt email distribution.

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 tasks and prevent communication errors or delays when data changes.
In particular, automatic email sending upon status updates greatly contributes to quick responses and reduces human errors, thereby improving 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!