Get Notified When Product Expiry Date Arrives Using Pabbly Connect

Learn how to get notified via email when product expiry dates arrive using Pabbly Connect, Google Sheets, and Gmail for effective inventory management. Learn to create powerful connections between your critical applications without requiring specialized programming knowledge or extensive technical background.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Inventory Management

To get notified when the product expiry date arrives, we will use Pabbly Connect. Start by visiting the Pabbly website and navigating to the Pabbly Connect product page. If you’re a new user, click on ‘Sign up for free’ to create an account. You will receive 100 free tasks every month, which is perfect for managing your inventory notifications.

Once you have signed up or logged in, go to the dashboard and click on the ‘+’ icon to create a new workflow. Name your workflow something relevant like ‘Check Inventory for Expired Products and Notify by Email’. This sets the stage for automating your inventory management process using Pabbly Connect.

2. Setting Up Trigger and Action in Pabbly Connect

Next, we need to establish a trigger and action for our workflow in Pabbly Connect. The trigger will be set to check for product expiry dates. Click on the trigger window and select ‘Schedule by Pabbly’ to determine how often the workflow should run. For example, you can set it to check every day at a specific time.

• Choose ‘Schedule by Pabbly’ as the application.
• Set the frequency to daily.
• Input the time in UTC format.

Once the trigger is set, you can proceed to the action step. Here, select ‘Date and Time Formatter’ to capture the current date. This will allow you to compare the current date with the expiry dates listed in your Google Sheets. Click on ‘Connect’ to finalize this step in Pabbly Connect.

3. Integrating Google Sheets with Pabbly Connect

After setting the trigger, the next step is to integrate Google Sheets using Pabbly Connect. Click on the action window and select ‘Google Sheets’ as the application. Choose ‘Lookup Spreadsheet Rows’ as the action event. This allows you to search for expired products based on the current date captured earlier.

Connect your Google Sheets account by clicking on ‘Add New Connection’ and granting the necessary permissions. Once connected, select the spreadsheet that contains your inventory data. Make sure to specify the column that holds the expiry dates so that Pabbly Connect can accurately check for expired items.

4. Sending Email Notifications Using Gmail

Now that we have set up the Google Sheets integration, we will configure Pabbly Connect to send email notifications. Click on the ‘+’ icon to add another action step and select ‘Gmail’ as the application. Choose the action event ‘Send Email’ to notify your team whenever a product expires.

• Map the recipient’s email address where notifications should be sent.
• Set the email subject to something like ‘Medicines Expired’.
• Craft the email content to include a list of expired products.

After filling in the required fields, click on ‘Save and Send Test Request’. This sends a test email to ensure everything is functioning correctly. You should see the email arrive shortly, confirming that your integration is working as intended.

5. Updating Google Sheets with Expiry Status

Finally, we want to update the status of the products in Google Sheets to reflect which ones have expired. Go back to Pabbly Connect and add another action step. Select ‘Google Sheets’ again, this time choosing the action event ‘Update Row’. This will allow you to modify the status of the expired products directly in your spreadsheet.

Map the row index of the expired item and set the status column to ‘Expired’. This way, every time a product expires, your Google Sheets will automatically update, ensuring you have the latest inventory status without manual input.

Conclusion

By following these steps, you can effectively use Pabbly Connect to automate notifications for product expiry dates. This integration ensures that you are always aware of expired items, allowing for timely inventory management and minimizing losses. Utilizing Pabbly Connect with Google Sheets and Gmail enhances your operational efficiency significantly.