Setting Up an Action: How to Transfer Data

Once you've added a Trigger Event to your Automation, the next step is to add Actions. An Action - determines what your Automation will do once it's triggered.

Usage Example:

When receiving a new request via Gmail, you can automatically transfer the data to Google Sheets and notify your team. Your Automation might look like this:

When the "GMAIL: New email" Trigger is activated:
Action 1: Add a new row to Google Sheets.
Action 2: Send a notification to a Slack channel.

How to Add an Action to Automation:

In the Automation editor, click on the plus (+) icon to add a new Action.
Select the application where the Action will be executed.
In the "Action" menu, choose the desired action from the list.
Link the application account where the Action will be executed with Albato. If accounts are already linked with Albato, select the appropriate one from the list. Otherwise, click "Add Connection" and follow the instructions. Detailed guidelines on connecting applications to Albato can be found on our website. More about connecting Apps to Albato can be found in our dedicated article.
Once all fields are filled, click "Add an Action".

Action Setup: Data Transfer

After selecting an Action in Albato, you need to specify the information to be transferred to the chosen application. Clicking "Add Action" will open a window with a list of input fields.

These fields in Albato are similar to those you'd fill out in your application. For instance, when you creating a contact in HubSpot, you'd fill out Name, Surname, Phone, Company, etc. Similar fields will be available in the "Create Contact" action in Albato. Some fields are optional, while others are mandatory, as determined by your application. Mandatory fields are marked with an asterisk (*).

How to Fill Out Fields:

Directory: These are fields presented as lists with answer options, based on your application settings. A simple example is a list of deal or task statuses set in your application. Such fields are marked with a special icon; click on it and make a selection from the dropdown.
Data Mapping: This allows you to automatically use information from previous Automation steps and insert it into the Action fields. Click on the field you want to populate and select from the dropdown which step's data to use. For example, every time the "New Gmail Email" trigger event occurs, we receive the "Email Subject", "Sender", and "Email Text". We can set up the Action to populate specific fields when creating a Task.
Manual Input: Manually input information if it remains constant. For example, "New Lead" in the "Task Name" field.




Combined Input: Combine manual input with data from previous steps. For instance, "Email from {{ Sender }}." The word "Email" will always be static, while the sender data will change depending on the email's sender.

Action Categories in Automation

Creation: These actions allow you to create new records or items in your application. Examples include creating a task in a management system or a new contact in CRM.
Search: These actions let you find existing records or items based on previously obtained information. For example, when receiving an email, you can check if the sender is already a client in HubSpot.
Update: These actions allow you to modify existing records. If a contact is found in HubSpot by email, you can update their details.

Updated on: 05/09/2023