AI M 05

Summary

The module demonstrates a Zapier workflow (called “JPR/GPR” in the auto-generated subtitles) for logging course-enrollment emails in Google Sheets. The goal is to avoid manually collecting student details as enrollment numbers grow.

Workflow Guide

1. Set the trigger in Gmail: Choose New Email Matching Search and enter a keyword from the standard enrollment-email subject—in this example, “Congratulations.” The instructor recommends using a distinctive keyword rather than the full subject, which may be vulnerable to spacing or wording differences.
2. Test the trigger: Zapier finds matching emails and makes their fields available for the next step.
3. Set the action in Google Sheets: Choose Create Spreadsheet Row so each matching email adds a new row.
4. Prepare the spreadsheet: Create a sheet with columns for the student’s name, email, email subject, and date.
5. Map email fields to columns: The instructor demonstrates using fields such as From Name, To Email, Subject, and Date. Check that the name and email fields match the structure of the enrollment email, since the sender may be the organization rather than the student.
6. Test and publish: A test creates a sample row. After publishing, new matching emails should be added automatically. The instructor also demonstrates sending a test email and notes that users can manually run the workflow if an entry does not appear promptly. An error indicating that no new email was found may simply mean there is no new matching message to process.

The same approach can be adapted to other organizations by changing the Gmail search keyword and the spreadsheet fields to be collected.

Main Speaker/Source

• One instructor/presenter from the Ai Automation Mastery channel; no other speakers are identified.