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TASK AUTOMATION: 50 TASKS YOU CAN AUTOMATE WITH MAKE - PART 1

Jul 8, 2020 | 13 minutes


What is task automation? Which are the best task automation tools? What tasks
can be automated? 

I can’t remember how many times I’ve been asked these questions after mentioning
that I work for a company whose product allows for task automation, but it’s
certainly been more than a few. 

Needless to say, it doesn’t bother me one bit to answer. 

It’s a good way to break the ice, and I understand the underlying interest in
the topic: tasks are getting automated left and right, and the more it happens,
the more people want to know about it. 

In addition, questions about task automation have inspired me to write this
article. I’ve been wanting to do this after noticing how difficult it can be to
provide an answer that is both quick and satisfactory to the question of what
tasks can be automated -- so here I am. 

What will you find here? A comprehensive list of tasks you can automate, plus a
couple of baseline concepts about task automation. I will take you beyond
generic definitions and tired examples, and into a list of 50 real-life tasks
anyone can automate in minutes using Make. 

Please bear in mind, these are not just ideas for task automation, but actual
templates that are available on Make, and that you can use to automate your
tasks right away. Ready to get started? Buckle up, because we are in for a wild
ride. 


TASK AUTOMATION: A DEFINITION

Formally speaking, task automation is nearly as old as human industry: the
earliest known feedback-controlled mechanism dates back to 300 BC. In case you
are wondering, it's a water clock, which of course automated the task of
measuring time. 

However, the topic of task automation gained renewed attention due to
digitalization and the increase of software offerings allowing for partial or
total automation. 

In this line, the contemporary definition of “task automation” points to the use
of software tools to either reduce or remove the amount of manual labor involved
in the completion of a task.


WHICH ARE THE BEST TASK AUTOMATION TOOLS?

Whenever this question pops up, the words of late writer and wine specialist
Miguel Brascó come to my mind. Invariably, people used to ask Brascó what the
best wine was, and his answer was always the same:

> The best one is the one you like.

I believe the same applies to automation tools, to a degree. If you like a tool,
feel comfortable using it, and find it useful you reach your goals in a
sustainable way, you already have the answer. If otherwise, you are new to task
automation, I recommend you do the following:

 * Identify and categorize tasks by qualities like repetitiveness, the amount of
   time it takes to complete them, and complexity.

 * Check which apps are involved in the tasks.

 * Evaluate your options, which boil down to three alternatives: coding your way
   to task automation, choosing no-code/low-code automation tools like Make, or
   relying on native app integrations when suitable.

I understand that it can still be difficult to make a choice after going through
this process, and that’s why the following section will help shine a light on
what’s the best alternative to cover your needs. Read on!


WHAT TASKS CAN BE AUTOMATED?

I’m well aware that many companies tend to fall for a generic answer here, often
in the line of “automate everything with X”. 

As you can imagine, this is an exaggeration: if a tool to automate everything
existed, it would easily dominate the market without needing to make such
claims. 

This said, there are products that allow you to automate an impressive range of
tasks; so many, that they can be counted in the thousands. Make is one of these
tools. 

In this line, I have composed a list of 50 tasks you can automate with Make. The
goal is to provide you with actionable examples that work in the real world,
using real apps to automate common tasks. 

Before we start, please note that each and one of the task automation examples
in the list can be deployed right away and that it is available as a template on
Make. 

Also, I decided to break down this post into a 2-part series to make it more
digestible. Otherwise, it can be a lot to take in! 

Now, let’s take a look at the first 25 tasks you can automate. In this part, I
will cover task automation for:

 * Email

 * E-commerce

 * CRMs

 * Calendar


EMAIL TASKS AUTOMATION

Suitable for: everyone; particularly for digital marketers, email marketing
specialists, sales consultants, e-commerce specialistsCommonly used apps: Email,
Gmail, MailChimp, Slack, Google Sheets

1. AUTOMATICALLY FORWARD NEW EMAILS CONTAINING A SPECIFIC WORD TO ANOTHER EMAIL
ADDRESS



Ever found yourself forwarding emails on a regular basis? It happens to all of
us, and we tend to do it for both personal and professional purposes. It’s also
a time-consuming task that can be thoroughly automated.

What does this template do? If an email contains a certain word on the subject
line or body, it gets automatically forwarded to the address you determine.
Simple, and convenient.

Apps used: Gmail

Link to template: Auto forward Gmail emails

2. ADD NEW EMAILS TO A GOOGLE SHEETS SPREADSHEET



Sending email addresses to a Google spreadsheet is a great way to start building
a database. Email addresses can be used for a number of purposes, including:

 * The creation of Facebook audiences for ad campaigns

 * Sending newsletters

 * Launching email marketing campaigns

What does this template do? Every time you receive an email, it sends the
selected data (for example, the sender’s name and address) to a Google Sheets
spreadsheet.

Apps used: Gmail, Google Sheets

Link to template: Send email data to Google Sheets

3. ADD A “CLIENT” INBOX LABEL TO EMAILS



Let’s face it, not everyone uses a CRM to follow up on clients, and Gmail is a
popular tool to fulfill the task. However, the larger the client base, the
harder to keep up with work, and this is where this integration comes into play.

What does this template do? It basically checks incoming emails and looks for
matches on a Google Sheets database. If the email address is on the spreadsheet,
it will label the emails as a “client” email, and add it to the corresponding
inbox (i.e. “client inbox”).

Apps used: Gmail, Google Sheets

Link to template: Auto label Gmail emails

4. GET AN EMAIL FOR NEW GOOGLE FORMS SUBMISSIONS



Forms are a wonderful Google product, and there are many tasks that involve
them. Funneling the information contained in a form to another person is a task
most people do manually, but that can be entirely (and easily!) automated.

What does this template do? It watches Google Forms responses and sends an email
whenever a form is completed and submitted. The email notification can be sent
to one or more people; it’s up to you to choose the recipients.

Apps used: Email, Google Forms

Link to template: Get emails for new Google Forms submissions

5. SEND A WELCOME EMAIL TO NEW MAILCHIMP SUBSCRIBERS



If you are using MailChimp to manage email contacts, you know how important it
is to nurture customer relationships from the very beginning. What’s most, you
can automate the task, and move on.

What does this template do? This integration will “watch” your MailChimp
account, and whenever someone subscribes it will trigger an automatic “welcome”
email, which you can configure according to your needs.

Apps used: MailChimp, Gmail

Link to template: Automatically send welcome emails

6. SEND SLACK MESSAGES FOR NEW EMAILS



Email can be a double-edged sword. Vital as it may be, it can become a
distraction as well. A solution to this problem is to concentrate all your
activities on your work and productivity tools, such as Slack and ClickUp.

In the case of email, this means to automatically get emails into a Slack
channel of your preference. 

What does this template do? Watches emails that meet certain criteria (such as
sender, receiver, subject, or if there is a certain word in the email body), and
then forwards these to a Slack channel of your choice (public or private).

Apps used: Gmail, Slack

Link to template: Forward emails to Slack


ECOMMERCE TASKS AUTOMATION

Suitable for: ecommerce specialists, online store managers, digital marketers

Commonly used apps: Shopify, Magento, WooCommerce, MailChimp, Stripe,
QuickBooks, Xero

7. SAVE WOOCOMMERCE ORDERS INTO A GOOGLE SHEETS SPREADSHEET



Small and medium-sized businesses (SMBs) need to keep track of their orders in
real-time, and this is exactly what this integration does. Say goodbye to losing
orders!

What does this template do? Watches new WooCommerce orders, and sends them to a
Google Sheets spreadsheet.

Apps used: WooCommerce, Google Sheets

Link to template: Send WooCommerce orders to Google Sheets

8. SAVE SHOPIFY ORDERS INTO A GOOGLE SHEETS SPREADSHEET



In a similar manner to the WooCommerce integration displayed above, there’s a
similar way to automate the task of sending orders to a spreadsheet for Shopify
users.

What does this template do? Watches new Shopify orders, and sends them to a
Google Sheets spreadsheet.

Apps used: Shopify, Google Sheets

Link to template: Send Shopify orders to Google Sheets

9. ADD NEW STRIPE CUSTOMERS TO MAILCHIMP



Stripe is a merchant’s favorite, and stuff like this makes the online payment
processor a digital marketer’s favorite as well.

What does this template do? Watches Stripe events, collects data (emails), and
aggregates it to a MailChimp list of your choice.

Apps used: Stripe, MailChimp

Link to template: Add Stripe customers to MailChimp

10. ADD NEW SHOPIFY CUSTOMERS TO MAILCHIMP



If you sell on Shopify and use MailChimp for your campaigns, this is the
integration you didn’t know you need to automate data transfer between the two
apps.

What does this template do? Watches for new Shopify customers, collects data
(emails), and aggregates it to a MailChimp list of your choice.

Apps used: Shopify, MailChimp

Link to template: Add Shopify customers to MailChimp

11. SEND SHOPIFY PURCHASE DATA TO FACEBOOK CONVERSIONS API



Sending data to Facebook Conversions API is vital to create custom and lookalike
audiences. This will allow you to take campaign targeting tasks to the next
level. Also, if you want to learn more about Facebook Conversions API, I
recommend you to read this post. 

What does this template do? Sends “purchase” events to Facebook Conversions API,
which processes the events and lets you use that data for targeting and
campaigns.

Apps used: Shopify, Facebook Conversions API

Link to template: Send Shopify events to Facebook Conversions API

12. CREATE QUICKBOOKS INVOICES FROM NEW SHOPIFY ORDERS



Bookkeeping tasks can easily weigh you down; automating them will make your life
easier.

What does this template do? When you receive a Shopify order, a QuickBooks
invoice is created.

Apps used: Shopify, QuickBooks

Link to template: Create QuickBooks invoices from Shopify orders

13. ADD NEW WOOCOMMERCE ORDERS TO XERO



Using Xero to follow-up on WooCommerce orders? Then you will love to automate
the task of synchronizing both.

What does this template do? Every time a new order is created in WooCommerce, a
new order will be created in Xero.

Apps used: WooCommerce, Xero

Link to template: Create Xero orders from WooCommerce orders

14. ADD NEW WOOCOMMERCE CUSTOMERS TO MAILCHIMP



New WooCommerce customers belong in MailChimp; or so would an email marketing
specialist think.

What does this template do? When a new customer is created in WooCommerce, Make
will automatically add that contact as a new subscriber to a Mailchimp list.

Apps used: WooCommerce, MailChimp

Link to template: Add WooCommerce customers to MailChimp

15. SAVE NEW QUICKBOOKS INVOICES TO A GOOGLE SHEETS SPREADSHEET



Want to backup your sales data? This QuickBooks - Google Sheets information is a
good place to start keeping things tidy and organized.

What does this template do? Every time an invoice is created in QuickBooks, Make
will add the corresponding information into a new Google Sheets row.

Apps used: Google Sheets, QuickBooks

Link to template: Connect QuickBooks to Google Sheets


CRM TASKS AUTOMATION

Suitable for: ecommerce specialists, online store managers, digital marketers,
business analysts, sales consultants, realtors, bookkeepers 

Commonly used apps: Pipedrive, HubSpot, Salesforce, Google Sheets, Freshsales,
Zoho CRM

16. ADD NEW PIPEDRIVE DEALS TO GOOGLE SHEETS



Keeping Pipedrive deals in a Google Sheets spreadsheet is all about storing and
sharing. Automate the task, gain time, and forget about data siloing!

What does this template do? When a deal is created in Pipedrive, Make adds it to
a Google Sheets spreadsheet.

Apps used: Pipedrive, Google Sheets

Link to template: Add Pipedrive deals to Google Sheets

17. ADD NEW HUBSPOT CONTACTS TO GOOGLE CONTACTS



Want to populate your Google Contacts list with HubSpot contacts? Look no
further, and use Make to automate this task.

What does this template do? Every time a contact is added to HubSpot, Make will
automatically add it to Google Contacts as well.

Apps used: HubSpot, Google Contacts

Link to template: Sync HubSpot with Google Contacts

18. ADD NEW SALESFORCE ACCOUNTS TO QUICKBOOKS



Sharing data between sales and accounting is one of the biggest headache users
of QuickBooks and Salesforce experience. There is a native integration
available, but nothing beats Make when a fast solution is needed.

What does this template do? When a new account is created in SalesForce, Make
will automatically create a new customer in QuickBooks.

Apps used: QuickBooks, Salesforce

Link to template: Integrate Salesforce and QuickBooks

19. CREATE FRESHSALES LEADS FROM NEW ROWS ON A GOOGLE SHEETS SPREADSHEET



Common occurrence: you started using Freshsales, and have a Google Sheets
spreadsheet where you collect interesting leads that you wish to move into your
new CRM.

Instead of doing it manually, automate the whole task, once and forever. 

What does this template do? Whenever a new row is added to your Google Sheets
spreadsheet, Make will automatically create a new lead in Freshsales.

Apps used: Freshsales, Google Sheets

Link to template: Connect Google Sheets to Freshsales

20. CREATE DEALS IN ZOHO CRM FROM PRESTASHOP ORDERS



Ecommerce and sales are closely related, and free-flowing data makes things
easier for all. Needless to say, this applies to PrestaShop and Zoho CRM users
as well.

What does this template do? Every time there’s an order on PrestaShop, a new
deal will be automatically created on Zoho CRM.

Apps used: Zoho CRM, PrestaShop

Link to template: Zoho CRM and PrestaShop integration

21. UPDATE CONTACTS IN HUBSPOT BASED ON SUBSCRIPTION STATUS IN MAILCHIMP



This is a dynamic integration that automates the task of reviewing the status of
MailChimp contacts. Granted, it’s a bit more challenging, but if email marketing
optimization is your goal, this is the path to follow.

What does this template do? It watches for subscriber status of MailChimp
contacts (subscribed/unsubscribed) and updates them in HubSpot.

Apps used: HubSpot, MailChimp

Link to template: Update contacts in HubSpot based on their MailChimp status


CALENDAR TASKS AUTOMATION

Suitable for: everyone; sales consultants, business analysts, support
representativesCommonly used apps: Google Calendar, Slack, Telegram Bot, Trello,
Gmail

22. POST GOOGLE CALENDAR EVENTS SCHEDULED FOR TOMORROW TO SLACK



Getting everyone on the same page often requires you to remind people of events
(such as meetings, or deadlines). One easy way to automate this task is by using
this template.

What does this template do? It will automatically send you a message in Slack
for any Google Calendar event that is scheduled for the next day.

Apps used: Slack, Google Calendar

Link to template: Get automated reminders on Slack for scheduled Google Calendar
events

23. SEND EMAILS FOR NEW GOOGLE CALENDAR EVENTS



I know what you are thinking: Google Calendar already notifies you via email of
upcoming events.

But what if you want to keep someone else in the loop? Moreover, what if you
need to keep someone else in the loop frequently? That’s when this integration
becomes relevant. 

What does this template do? It sends an email via Gmail with a summary of new
Google Calendar events to one or more email addresses.

Apps used: Google Calendar, Gmail

Link to template: Automatically share Google Calendar events via email

24. POST NEW GOOGLE CALENDAR EVENTS TO TELEGRAM



Telegram groups are used for a variety of purposes, ranging from ecommerce to
sharing tips, news, and updates. Managing a group is exciting, but also tiring;
in this sense, automating certain tasks is something you can easily do with
Make.

What does this template do? Every time an event is scheduled on Google Calendar,
Make will post it as a message on Telegram.

Apps used: Google Calendar, Telegram Bot

Link to template: Auto post Calendar events to Telegram

25. CREATE GOOGLE CALENDAR EVENTS FROM NEW TRELLO CARDS



Need Google Calendar to reflect what goes on and around your Trello cards? We’ve
got you covered. If you are using Trello to keep your projects agile, automating
this task is a must.

What does this template do? Whenever you create a new card in a Trello board of
your choice, Make will create a new event in a selected Google Calendar.

Apps used: Google Calendar, Trello

Link to template: Sync Trello and Google Calendar


CONCLUSION: TASK AUTOMATION AS A SKILL

Automating tasks is beneficial in itself: you can save time, improve your
workflows, and be more organized and productive at work. 

However, there’s more to it: once you learn how to automate tasks, you will be
gaining a new skill, and that’s where the money is. If the question is “where to
begin”, I believe that Make is the answer. 

Speaking from experience, Make allows you to automate easily, but most
importantly, it helps you develop the right mindset, which is key for the
skill-building effort to root. 

Interested in reading the second part of this series? Here it is! 

And, as usual, happy automating!

--------------------------------------------------------------------------------

This post has been updated with new information on July 20, 2020.


MARTIN ETCHEGARAY

Content Manager and Senior Editor at Make. I enjoy writing and reading about
history, science, and tech.

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