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FMurad
Member

How to set recipient name and email based on Google Sheets scenarios

SOLVE

I'm looking to build a rather complex automation, and was wondering if it was possible.  I have a Google Sheets worksheet with some "scenarios."  It contains scenarios 1-20 under a Scenarios column.

 

Each scenario is determined by the availability, and category of different types of contact information (contact type, contact seniority, job title, interal/external, etc...)

 

There is then an Action for each scenario.  So for example, if Scenario 1, then Action is to email a specific contact.

 

If Scenario 2, then email different contact.

 

Screenshot 2025-01-22 at 5.08.22 PM.png

 

Let's say I'm reading a report, and the report mentions multiple contacts, their emails, company name and other information.  I will extract this information.  Then, emails should be sent to different recipients, based on which type of information is available (or not) in the report.

 

I want to automate this.  My thinking is that this can be done with custom properties and workflows, but I'm a little lost.  My guess is that somehow custom properties can be matched to columns in Google Sheets.

 

I hope this makes sense.  Basically I want to automatically set who will recieve a campaign based on pre-set parameters from a Google spreadsheet.

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1 Accepted solution
LautaroDelPlato
Solution
Top Contributor | Elite Partner
Top Contributor | Elite Partner

How to set recipient name and email based on Google Sheets scenarios

SOLVE

Hi @FMurad 

You can import your Excel document into HubSpot by following the import steps below and adding the actions in a multiple selection dropdown property within the tool.

This way you will then be able to filter the contacts you want to perform different actions on or include in a workflow.

Regards,

View solution in original post

5 Replies 5
kgeddon
Member

How to set recipient name and email based on Google Sheets scenarios

SOLVE

Setting recipient names and emails from Google Sheets can be streamlined with scripts. Using Apps Script to automate this process based on scenarios is super efficient.

0 Upvotes
LautaroDelPlato
Solution
Top Contributor | Elite Partner
Top Contributor | Elite Partner

How to set recipient name and email based on Google Sheets scenarios

SOLVE

Hi @FMurad 

You can import your Excel document into HubSpot by following the import steps below and adding the actions in a multiple selection dropdown property within the tool.

This way you will then be able to filter the contacts you want to perform different actions on or include in a workflow.

Regards,

FMurad
Member

How to set recipient name and email based on Google Sheets scenarios

SOLVE

Hi @LautaroDelPlato!

 

So, if I understand this correctly, you import the excel sheet, then map each "scenario" in the sheet to a multiple selection dropdown property?

 

I think what I'm struggling to visualize is how do I match the options in the dropdown property to the different parameters in the spreadsheet?

 

The flow:

  1. Report is analyed, data is extracted
  2. Extracted data is added to the spreadsheet with automation (Zapier maybe?)
  3. Extracted data is analyzed and matched to a scenario.
  4. Each scenario has an action, so if the extracted data is assigned "scenario 1" the action for that scenario is to only contact the brand contact from the report, and not the media contact.
  5. Automatically set the recipient(s) name and email in Hubspot campaign based on the scenario that was assigned.  

I really hope all of this makes sense.  Thanks for your help!

0 Upvotes
LautaroDelPlato
Top Contributor | Elite Partner
Top Contributor | Elite Partner

How to set recipient name and email based on Google Sheets scenarios

SOLVE

Hi @FMurad !

I recommend having the data within HubSpot, as this simplifies management and process automation. If importing the data directly isn’t possible, you can explore options like HubSpot Marketplace integrations or developing a custom integration to transfer data from your spreadsheet to HubSpot.

Once the data is in HubSpot, you can use a multiple-selection property to assign more than one value to each record based on the defined scenarios. This allows you to set up workflows that trigger automatically depending on the assigned values. For example:

  1. Multiple-Selection Property: Each "scenario" can be mapped as an option within the property. This lets you assign multiple scenarios to a contact, deal, or other HubSpot object based on the analyzed information.

  2. Automated Workflow: Set up a workflow that triggers based on the selected values in the property. For instance, if a contact is assigned "Scenario 1," the workflow can:

    • Filter the recipients to include only the brand contact from the report and exclude the media contact.
    • Automatically set the recipient's name and email in the HubSpot campaign.

Regards!

DianaGomez
Community Manager
Community Manager

How to set recipient name and email based on Google Sheets scenarios

SOLVE

Hi @FMurad,

 

Thanks for reaching out to the Community!

 

I’d like to invite our experts to join this conversation so they can share if they’ve done something similar and how they do, it to give you some inspiration.

 

Hi @Lucila-Andimol, @JuanGomez0818, @Gilempert, @LautaroDelPlato, would you happen to have any suggestions on how @FMurad could achieve their goal?

 

Thanks for sharing 🧡

 

Wishing everyone an excellent day!

Diana


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