This project involved automating Airtable CRM, Google Drive storing decks and Gmail for venture fund.
This project focused on building an automated system to streamline the process of managing presentation decks received via email. The client, who regularly receives presentation decks from potential clients and partners, needed an efficient way to store these decks in Google Drive and log the associated client information in Airtable CRM for easy tracking and management. Using Zapier, the workflow was automated to extract attachments from incoming emails, store them in a structured Google Drive folder, and simultaneously update records in Airtable with relevant client and file details.
The client’s goal was to reduce the manual effort involved in saving presentation decks sent via email and updating client information in their CRM. They wanted a system that could:
• Automatically process email attachments (decks).
• Store the files in Google Drive in a well-organized folder structure.
• Update Airtable CRM with relevant details such as the sender’s information, file name, and date of submission.
• Reduce manual data entry to focus more on client engagement rather than administrative tasks.
• Email Parsing: Extracting decks (PDF, PowerPoint, etc.) from email attachments in various formats.
• Organizing Files in Google Drive: Creating a dynamic and structured folder organization in Google Drive based on the sender or project name.
• CRM Integration: Ensuring the information from the emails, such as the sender’s name, email address, and deck details, were correctly logged in Airtable CRM without duplicates.
• Seamless Sync: Making sure that the system could handle a large volume of emails while keeping Google Drive and Airtable up to date without any manual intervention.
1. Setting Up Email Triggers in Zapier:
• We configured Zapier to trigger whenever an email with specific criteria (such as a subject containing “deck” or an attachment of certain file types) was received.
• This trigger ensured that only relevant emails with deck attachments were processed.
2. Extracting Email Attachments:
• Zapier’s email parser functionality was used to extract the attached presentation decks (PDFs, PPTs, etc.) from the incoming emails.
• The sender’s name, email address, and any message body text were also captured as part of the email metadata.
3. Organizing Files in Google Drive:
• Once the attachment was captured, the workflow created a corresponding folder in Google Drive based on predefined rules. For instance, folders were automatically created based on the sender’s name or project title extracted from the email subject.
• The presentation deck was saved in this folder, and a unique file name was assigned to ensure proper organization.
4. Updating Airtable CRM:
• Simultaneously, the workflow used Zapier to log the sender’s details, email content, and Google Drive file link into Airtable CRM.
• This process involved updating existing records or creating new ones, ensuring the sender’s information and the attached deck were accurately linked.
• Fields such as “Sender Name,” “Email,” “Project/Subject,” “File Link,” and “Submission Date” were populated automatically.
5. Testing and Optimization:
• We conducted several rounds of testing using different types of decks and emails to ensure the system captured attachments properly, stored them in the correct location, and accurately updated Airtable.
• After ensuring the system was working as expected, we optimized it to handle bulk email submissions, ensuring that the automation ran efficiently under heavy loads.
The automated deck management system provided several key benefits to the client:
• Time Savings: The client no longer had to manually download attachments, organize files in Google Drive, or update Airtable records. The automation reduced time spent on these tasks by 90%.
• Improved Organization: Presentation decks were stored in a structured and searchable folder system within Google Drive, making it easy to retrieve files by client or project.
• Enhanced CRM Efficiency: Airtable CRM was kept up to date with every new deck submission, ensuring that the client had an organized record of all incoming presentations and associated client details.
• Scalable System: The solution could handle a growing volume of email submissions and new clients, making it ideal for scaling with the business.
This automated system significantly streamlined the process of managing incoming presentation decks, allowing the client to focus more on client relationships and business development rather than administrative tasks.
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