This comes up so often in conversation, I had to record a quick tutorial! In Airtable (on their paid-for plans), you can easily send emails (to clients, to your team), based on specific triggers.

For example:

• Marketing content ready to schedule, send email to VA
• Client submits form, send copy of their responses to the client
• Enquiry form received, send different email replies depending on the type of enquiry they chose (e.g., speaking query gets one kind of response, interest in working together gets another).

This video walks you through the simple email automation process, step-by-step, in less than 4 minutes. Or, follow the step-by-step guide with images below.

This tutorial is based on sending an email to your VA when the status on a piece of marketing content changes to ‘VA – Ready to Draft‘ or ‘VA – Ready to Send or Schedule‘ (or words of your choosing!)

Here’s how you can set that up:

• This assumes you already have an Airtable account – if you’re new to Airtable, you can get your account here (affiliate link).

• Go to the base or hub that you’re working on. Click on ‘Automations’ in the top bar, then click the suggested trigger ‘When a record matches conditions’

• On the right-hand side you’ll set those conditions;
  • Table: choose the table you’re using
  • Conditions:
    • When = in the drop down, select ‘Status’ (or the column you want to use)

• Contains = change to ‘is any of’ (if there are multiple you want to select, or could be just ‘is’)

• Then select the status you want the automation to run on, e.g., ‘VA ready to draft’ and ‘VA read to send / schedule’

• To test the automation, Airtable will prompt you to choose a record. Click the ‘choose record’ button and select one.
• If none come up, go back into your Airtable table, change the status on one of the lines to the status you’re using (while you set up this automation), then you can change the status back after you’ve tested it.

• We have the trigger, now we want to set the action.
• Click on the ‘Add advanced logic or action’, and scroll down to ‘Gmail’ and ‘Send email’
  • You could also sent a Slack message or Outlook email if you prefer. Note that if you choose to send an ‘Airtable email’ (higher up this list), you can only send a certain amount a day. This may be fine if it’s your best option, but something to be aware of.

• In the right-hand section, choose your gmail account (you’ll need to connect it the first time)
• In ‘To’ enter the email address for your VA
• Subject: Add ‘New Content Ready to Action’ (or your preferred wording)
• Message: Start with the main text that will be the same in every email, and then we’ll add in ‘dynamic’ text in a second. E.g., 

Hi (name)!

You have new content ready to schedule; here’s the details:

Here’s the link to action:

Thanks!

• Dynamic text will change with every email that’s sent (the magic of Airtable!)
• We’ll start with the summary details. In your message box, click under the ‘here’s the details’ text line, then click the blue box in the top-right corner.
• Choose the information you want to share – you can choose more than one thing (e.g., with a comma between them). Here we already have a summary, so we’ll select that.
  • Note the text in grey underneath the heading is Airtable pulling through the text from the sample record you selected in the first step.

• Do the same for space beneath ‘here’s the link to action’; click under that line, then click the blue box in the top-right corner and select ‘Base record URL’; this will link directly to that specific record.

• When you’ve done that, your message will look like this.

• Now click the ‘Generate a preview’ button, and you’ll see what your email will look like.
• You can also ‘run as configured’ and see the email come into your VA inbox (if it’s one you share, or change the to: email address just for testing to your own, then swap back to your VA’s email)

• Finally, rename the automation, e.g., ‘Content ready, email VA’ and toggle the automation ‘ON’.

I hope you’ve found this useful!

The post Airtable How To: Send An Email In Airtable appeared first on Moira Fuller.

I’ve created a guided tour of Castmagic (watch the video below) – a tool for podcasters, video content creators, coaches, marketeers and more, helping you create transcriptions, show notes and repurpose content through a bit of AI magic.

If you work with audio and video files, or currently pay for any transcription / repurposing software, don’t miss this one.

 
In the video, I walk you through the key features of Castmagic:

• Transcription & SRT closed caption files to make your content more accessible
• For me, this replaces Otter.ai transcription, which I used to use
  
  Then it generates a lot of useful suggested copy and resources through AI:
• Suggested titles & keywords to use in your copy
• Introductions (especially for podcasts, youtube videos, and blog posts)
• Key topics and bullet points covered in the content (with timestamps) 
• Q&A ideas (I like these for social post ideas and promotional materials)
• Clip finder, pulling out key quotes (again, can be used on social / in promo materials)
• Reel script ideas
• LinkedIn post ideas
• Newsletter ideas
• Tweet Thread ideas
• The ‘magic chat’ feature, to ask any question (like ChatGPT)

Who is Castmagic for?

If you’re creating video or audio content – whether that’s publicly available for marketing purposes, or private 1:1 coaching / ecourse content, this is for you.

For me, there’s three key parts;

• The transcription and closed caption SRT files (making your content accessible)
• The ‘intro’, ‘show notes’ and timestamp functionality, which will save a lot of time for those doing podcasts / youtube videos (or their team)
• Using this to repurpose content, and as inspiration for new ideas

As you might be paying $30 / month for Otter.ai transcription, just for the first part, this is a no-brainer.
 

More ideas for Castmagic:

Since I recorded this video I have been playing with Castmagic more and have some more ideas of how you might be use it:
⁣⁠
⭐ It uploads video not just audio
It’s being positioned as a ‘podcast’ app, but it’s so much more. If you do video content it works for you too (you can upload it straight into the app).⁣⁠
⁣⁠
⭐ Do you process by talking out loud?⁣⁠
I’m a bit like this, I like to talk through things to process them fully (my lucky husband! 😂) – I can see Castmagic working here too. Record your audio notes, let it do its magic, then give you a summarised version of what you’ve said.⁣⁠
⁣⁠
⭐ One-to-one Coaching⁣⁠
You could use this two ways – to provide a transcription / closed captions for your client (personal to them only). And, use the Castmagic prompts for subject ideas to inspire new content for your wider audience.⁣⁠
⁣⁠
⭐ Delegate!⁣⁠
Castmagic has a ‘shareable link’ function, so you don’t have to give other people access to your full account, they can just grab the relevant info from your ‘shared’ link.⁣⁠
⁣⁠
⭐ It sees things you might not⁣⁠
A few folk have commented on this – that Castmagic highlights specific things you’ve said as being interesting, where you might not have picked it out as a key topic yet. This inspires new ideas to go into more depth on, and lets you see your content from a different perspective.⁣⁠

Price:

Castmagic is available from $23 a month (paid annually). 

So what do you think? Can you see this working for you?

I can already see how this will help me better manage my workflow for marketing – and inspire more useful content. I hope it helps you too!

P.S. Want more content like this in your inbox? Join my free Simplified Strategy email community for more content like this. You can join us below.

The post Castmagic: Transcription & social media repurposing for online businesses appeared first on Moira Fuller.