Automate Rejection Emails with Pabbly Connect and Google Sheets

Learn to send automated rejection emails to applicants using Pabbly Connect with Google Sheets and Gmail integration. Step-by-step tutorial included. Discover hidden automation capabilities within your existing tools. This guide shows you how to connect your essential applications and permanently eliminate redundant manual processes.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Google Sheets and Gmail Integration

To automate rejection emails to applicants, the first step is to access Pabbly Connect. Visit the Pabbly website and sign up for a free account. This platform allows seamless integration between Google Sheets and Gmail.

For optimal performance, it is recommended to use Incognito mode when accessing Pabbly Connect, especially if you have multiple Gmail accounts. This will help prevent authentication issues when setting up the integration.

2. Creating a Workflow in Pabbly Connect

Once you are logged into Pabbly Connect, click on the ‘Create Workflow’ button located at the top right corner. Name your workflow something relevant, like ‘Google Sheets to Gmail’. This will help you identify its purpose later.

• Select Google Sheets as the trigger application.
• Choose the trigger event as ‘New Spreadsheet Row’.
• This setup allows Pabbly Connect to monitor your Google Sheets for new entries.

After setting the trigger, you will see two windows: one for the trigger and another for the action. You are now ready to connect Google Sheets with Pabbly Connect.

3. Setting Up Google Sheets for Integration

In your Google Sheets, create a new sheet with columns for Name, Email, Profile, and Status. The Status column will indicate whether an applicant is rejected or accepted. This setup is crucial for the automation process in Pabbly Connect.

Next, install the Pabbly Connect Webhooks add-on from the Google Workspace Marketplace. After installation, refresh your Google Sheets to ensure all features are active.

• Click on the ‘Add-ons’ menu and find ‘Pabbly Connect Webhooks’.
• Select ‘Initial Setup’ to configure your webhook URL and trigger column.
• Enter the webhook URL provided by Pabbly Connect and set the trigger column to the last entry column.

This setup allows Pabbly Connect to receive data from Google Sheets whenever a new row is added.

4. Configuring the Email Action in Pabbly Connect

After successfully setting up Google Sheets, the next step is to configure the email action in Pabbly Connect. Select Gmail as the action application and choose the ‘Send Email’ event.

Connect your Gmail account to Pabbly Connect, and authorize it to send emails on your behalf. This step ensures that all automated rejection emails will come from your specified Gmail account.

Map the recipient’s name and email from the Google Sheets data. Customize the email subject and body to include relevant information. Use dynamic fields to personalize emails for each applicant.

Once configured, test the email action to ensure that the rejection emails are being sent correctly. This is crucial for confirming the integration works as intended.

5. Finalizing the Integration and Testing

With both Google Sheets and Gmail set up in Pabbly Connect, it’s time to finalize the integration. Ensure that the filter is set so that emails are only sent when the status is marked as ‘rejected’. This step is essential for sending rejection emails accurately.

After setting the filter, conduct a test by adding a new row in Google Sheets with the status set to ‘rejected’. Check your email to confirm that the rejection email is sent successfully. This test validates the entire workflow.

Once confirmed, you can relax as the integration will automatically handle future applicants. Whenever a new row is added with a rejection status, an email will be sent automatically via Gmail, all facilitated through Pabbly Connect.

Conclusion

In this tutorial, we demonstrated how to use Pabbly Connect to automate rejection emails to applicants using Google Sheets and Gmail. This integration streamlines the communication process, ensuring timely notifications for applicants.

By following the outlined steps, you can efficiently manage your applicant communications and improve your workflow with Pabbly Connect.