How to automatically send approval emails without leaving your base

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Here’s how you can use Airtable to automatically send content approval notification emails. All you need to do is update a status field in your base.

When reviewing and approving content, a good chunk of time is spent sending updates back and forth between collaborators. Rather than addressing, drafting, and composing those messages yourself, you can set up an automation in your Airtable base to do it for you whenever you mark a content record as approved.

(Have more questions about this automation guide? Looking for further automation inspiration? Sign up for one of our Airtable Automations-focused webinars!)

Setup

Make a copy of the base below if you want to test out a working setup for this automation or just follow these step-by-step instructions to create a similar automation in a base of your own.

Click the “Copy base” button in the embedded base to add this example automation to one of your workspaces.

In order to build this automation, you’ll need a couple of ingredients. First, you’ll need an Airtable account with a base you want to use for this automation. You’ll also need an email address that you control for testing purposes (even though this automation will send emails to other people under normal circumstances).

Once you’ve selected your base, pick the table you want to work with and make sure it has a single select field. If not, you should create one as we’ll use it to trigger this automation in the second step.

Instructions

Now that you have everything you need you’re ready to create your automation.

Step 1: open your base and create a new automation.

Open the base that you prepared following the Setup section above, then click the Automations button in the top right of your base. This will open the Automations side panel.

Once the side panel is open, click the blue “Create an automation” button.

If your base already has some automations, you can create a new one by clicking on the “+ New Automation” button above the existing automations. Feel free to rename it if you’d like.

Step 2: set up your trigger

Now let’s set up your trigger. First, click the blue “+ Choose a trigger” button and then select “When record matches conditions” from the options under the Airtable header.

Next, select the table you want to work with.

Now click the blue “+ Add condition” text, select the single select field you’re using to track the status of each record, and set the condition to “is exactly” and the name of your approved status option.

As you can see in the example above, we’re checking to see if the “Project status” field contains the exact value of “Ready to publish” so that this automation will trigger anytime a record is set to that status. However, you don’t have to use the same names for this automation to work. You can set up this kind of automation to match the value of any field you choose—it’s just easiest with a single select field.

When you’ve finished setting up your trigger, click the blue “Run test” link to make sure everything works.

This test looks for a sample record to use for the action step(s) in your automation, so make sure you have

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