Email Automation & Reply

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1

Before sending the final email to all users, I want to send a preliminary email only to the associated managers. I need to wait for every associated manager to give their consent—either by clicking a button or replying ‘Yes’. Once all managers have confirmed, the system should save the approved data into the table and then automatically send the final email to all users. Is this possible.

I am ready to break it down further . Can anyone help me with this?

2

What have you done so far?

I would suggest you to use Human-in-the-loop | Glide Docs

3

Are the managers using the app as well? If so, I would send them an email with a link to the detail screen, close to what @MaximeBaker is saying.

Then, on that screen, use row owners or visibility conditions (depending on rights and security requirements) to show only relevant information to the manager and ask them to approve.

Send email instantly
If you need the email to be sent instantly on the last submission, you might want to approach it like this:

(Imagine you need 6 approvals)

  1. Add a number column, set the value to 0 before sending out the emails.
  2. Create a workflow, select it as the action on the button
  3. Within this workflow, add two conditions: If number equals 5, send email. If number less than 5, increment number by (+)1.
  4. When the first manager clicks on approve, number will be incremented to 1, second to 2, etc. Once the fifth manager has approved, the number will be 5, so when the sixth and final manager clicks approve, the email will be sent.

I recommend adding notifications and visibility conditions/allow only if actions on the buttons as well, but that was not the question here.

Send email on a schedule
If the email doesn’t need to be instant, you could just have a schedule-triggered workflow that runs once or twice a day (or whenever you wan) and checks whether all managers have approved, then sends the email.

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If the managers are not using the app, you could build the same using an email trigger and use AI to analyse whether they approve or not and add the increment step as well. Rest of the workflow could be the same.

If this is unclear, let me know and I’ll see if I can find some time and make a video of this.

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4

@jb_1mprove @MaximeBaker

Hello guys , Thanks for your reply.

Can we automate the email process using Human-in-the-Loop (HITL)?
What I’m confused about is how to properly use HITL for my workflow.

I need to track whether each manager has approved the request.
If someone doesn’t approve, I need to automatically send them a reminder email.
If they deny the request, they should be directed to the app to make the required edits, and one hour after the denial, another email should be triggered.
If a manager never approves, their information should not be published to the users.

Even though you explained this earlier, I still don’t fully understand it.
I’ve described my full requirement above—can you help me with this?