Automatically Create Tasks to Buy Expired Items from Inventory Using Pabbly Connect

Learn how to automate task creation for expired items in inventory using Pabbly Connect. This tutorial covers integration with Google Sheets and Asana step by step.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To automate the task creation for expired items in inventory, we will use Pabbly Connect. Start by visiting the Pabbly website and navigate to the Pabbly Connect section. This powerful integration tool allows you to connect various applications seamlessly.

Once on the Pabbly Connect page, sign up for a free account if you’re a new user, or log in if you already have an account. With Pabbly Connect, you can create workflows that automate tasks without needing any programming skills.

2. Setting Up the Workflow to Track Expired Items

After logging into Pabbly Connect, click on the ‘Create Workflow’ button. Name your workflow something descriptive, like ‘Create Task to Buy Expired Items from Inventory Automatically.’ This will help you identify it later.

• Select the trigger application as ‘Scheduler’ to run this workflow daily.
• Set the time for the workflow to run, converting it to UTC format.
• Choose the action application as ‘Date and Time Formatter’ to capture the current date.

With these settings, Pabbly Connect will check the current date against the expiry dates in your Google Sheets, setting the stage for task creation.

3. Integrating Google Sheets to Monitor Expiry Dates

Next, you will connect Google Sheets to Pabbly Connect. Select Google Sheets as your action application and choose the ‘Lookup Spreadsheet Rows’ action event. This step enables Pabbly Connect to access the inventory data stored in your Google Sheets.

After connecting your Google Sheets account, select the specific spreadsheet that contains the inventory details. Make sure to choose the correct sheet and specify the lookup column where expiry dates are listed.

4. Transforming Data for Task Creation

Once you have the expired items identified, you need to format the data correctly before creating tasks. Use the ‘Data Transformer’ application in Pabbly Connect to arrange the items in a structured format. This will help in removing unnecessary characters from the list of expired products.

• Map the array of products from the previous step.
• Use the ‘Text Formatter’ to replace unwanted characters with commas.

These transformations ensure that the task created in the next step will have all the necessary details in a clean format.

5. Creating Tasks in Asana for Expired Items

Finally, you will set up the integration with Asana to create tasks for the expired items. Select Asana as your action application and choose ‘Create Task’ as the action event. This step is crucial as it allows Pabbly Connect to automatically generate tasks based on the processed data.

Fill in the required fields, such as the task name, project details, and assignee information. Map the formatted list of expired products into the task description. This way, the assigned team member will have all the details needed to purchase the expired items.

Conclusion

In this tutorial, we explored how to automate the task creation process for buying expired items from inventory using Pabbly Connect. By integrating Google Sheets and Asana, you can efficiently manage your inventory and ensure timely actions are taken for expired products. This setup not only saves time but also enhances productivity in managing inventory automatically.