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Luis Shaikh
Luis Shaikh

Automator Mac Actions For Gmail

Okay, I figured it out. The correct order of actions in Automator:Get Specified Finder items (Here you can add attachments, can be left empty) New Mail Message (Receiver, Subject, Message etc) Send Outgoing Message

Automator Mac Actions For Gmail

If you have a Gmail or Google Workspace (formerly G Suite) email address, you're in luck! One of Gmail's coolest under-the-radar features is the ability to create task-specific email addresses by adding a plus sign followed by additional characters to your email address. So, if your email address is, you can sign up with, and emails to will reach your inbox. This makes it easy to repeatedly create new, unique, working addresses for testing!

But if you do this a lot, it becomes mentally draining to keep track of which email addresses you've already used and come up with new addresses on the fly. You'll have to keep track of whether you've already used or should instead be on, for example. Instead, let's automate it!

In the Run JavaScript dialog below, create a script that will interpolate the system time in milliseconds into your Gmail address after the + sign. Using ES6 template literals, you can have the function: return `bob.smith+$new Date().getTime()`; This will return an email in the format Make sure not to check Show this action when the workflow runs, otherwise Automator will show a pop-up each time. Then, save and name your Automator action.

We created a service in the above example, but the process is similar for any type of workflow you might want to create. You can add multiple actions from the left pane and arrange them in the order you like via drag-and-drop to perform many operations on the items in order. For example, you could create a Folder action that takes images you add to a certain folder, creates a backup copy, and then shrinks them down for you.

Automator is another vector toward automating email on your Mac. Automator includes a specific action to create and send an email. Unfortunately, you cannot insert variables for the recipient and other email fields. Instead, you either pre-populate in the script or you have it ask you when it runs. While this can be helpful, the way Workflow (and Siri shortcuts) let you populate these fields with automation generated text and contacts is the way to go. The below screenshot demonstrates the Automator actions available for email.

One extremely simple Workflow—and I'm offering this only as an example to show how Automator works—is an app that sets the volume in iTunes, switches on an iTunes equalizer setting, and then plays one or more songs or playlists. More complicated examples can perform a whole symphony of actions that include mailing and archiving files, converting image files to other formats, adding watermarks to Microsoft Word documents, creating user accounts, finding contacts whose birthday occurs in the next week and sending them e-mails, or any combination of these and dozens of other actions.

Advanced users can create their own customized building-blocks by adding the provided Run AppleScript or Run Shell Script actions to their workflows. These special Automator actions let you insert code snippets written in a variety of programming languages, such as Perl, Python, Ruby, any of the standard UNIX shells, and – easiest of all – OS X's native scripting language, AppleScript.

Folder ActionsFor decades, the Mac has included a "Folder Action" feature that automatically performed one or more actions on any file dropped into a specified folder. It still amazes me that Windows doesn't have this feature built-in. Until Automator arrived, you needed to understand AppleScript to create your own Folder Actions, but Automator lets you build Folder Actions as easily as you build any other Automator workflow. Just create a Workflow with the Actions that you want to apply to any file that you drop into a specified folder, and tell Automator which folder you want to attach the Workflow to. For example, you could create a Folder Action that automatically creates a PDF from every image file that you drop into the folder.

The Automator app on Mac can be used to automate a wide variety of tasks to avoid mundane routine and save some time. For instance, you can use it to create a service to perform actions like rename multiple files, resize multiple images, convert PDF to images, and a lot more.

Automating browser tasks is one area that can simplify administrative processes and give valuable time back to key employees. Many wonder if there are applications they may be missing, and robotic process automation (RPA) is revolutionizing the handling of routine tasks throughout organizations. RPA lets you automate browser tasks by mimicking how you would interact with a website. RPA bots can do everything from opening, closing, and navigating through browsers, extracting data from web pages, and inputting actions like keystrokes and mouse clicks.

Doing this for just one report might only take about 10 minutes, but what happens if you have to do this weekly, daily, or even hourly? Just working with a website or web application could take up hours of your day. With the internet being an essential part of any business, website automation is vital. Automate website actions to handle important yet routine tasks like the ones above and free up your time for other, more important projects.

There are many sites that need to be navigated via automation but that are also password protected. Examples include a bank portal, vendor or trading partner site, and a customer portal. By automating the login and navigation process for a protected website, many hours of manual processing can be eliminated. Site credentials can also remain protected since they are never manually entered on a website. This is because the RPA solution can store the credentials, perform all site processing, and log all site interactions for compliance.

This is a great website action to automate for repetitive data entry tasks. Source data may come from another application screen or by automatically reading data from a database, Excel, or CSV file. It can then be entered automatically into an online form and accept the information via a button click. Auto-filling data can also be used to test response times of an online form. Website automation actions can be used as part of a web or software deployment QA test workflow or after making updates to a website.

Automate comes with an RPA screen recording tool and more than 600 pre-built actions, so automation does not need to stop with our preset web Interaction actions. Like the scenario below, you can quickly extract data from an HTML table, populate an Excel spreadsheet, and upload the information to a FTP site. All of this can be automated in just a few clicks. For related examples, check out the webinar on data and web scraping.

One recent addition to my workflow in Figma has been using to help me speed up all of those previously tedious and repetitive tasks. Automator is a plugin created by Jordan Singer that allows anyone to create automations, such as swapping between light and dark color styles or generating a style guide for a design system, all through an intuitive no-code interface. Thanks to Jordan for building the idea I was dreaming of.

Automator is a stock app in your OS X installation that's all about automating tasks and workflows for you. It's a fairly versatile tool that can be used for a lot of things, but the fundamental setup of an Automator document is a workflow of actions that can be run without your intervention.

The most basic workflows are made up of predefined actions that can be dragged into your workflow, but we'll also take a look at some of the more advanced functions, such as using variables to create dynamic outcomes and even let Automator record our actions so it can repeat them later, without your intervention.

What's the difference? An application is self-running, and doesn't need to be opened in Automator to be ran. If your workflow deals with items or files, you simply need to drag-and-drop files onto the app in order to run the workflow, meaning it's useful for doing things like image manipulation without needing to even open an application. A workflow is very similar, but it runs inside Automator and selects entities to deal with through special actions. We'll get more in depth with that in just a moment.

When you launch into your document, you'll be presented with a blank canvas in which to build up your workflow. Additionally, you'll get a long list of actions that can be dragged-and-dropped into workflow to build it up.

In our photo manipulation workflow, we're going to start with some pretty basic, constant actions to apply to the photos we have selected. By using the file tree pane on the far left of Automator, we can filter down the actions to just the relevant ones.

One of these low-level actions is "Scale Images", which will resize the specified images we pulled into our workflow. When we factor this into our workflow, it'll always do the same thing; resize our images to the size specified in the action's options.

While, for some very basic tasks, especially those that deal with file manipulation, the predefined actions are useful, there probably will come a time where you want to translate an action into your Automator workflow that isn't available as standard. This is where the red recording button comes into play.

Remember when we talked about constant actions? When we setup our images to resize, every time they would scale to the exact same size that we defined in Automator. However, we can also use variables to change specific aspects of the outcome to be dependent on our files.

Because this relies on APIs that are not available on macOS, the basic implementation of Markdown Mail is not compatible with the Mac. We do offer a free helper app that enables this functionality on the Mac, called Mail Assistant. If you are interested in sending Markdown mail on the Mac, get more information and sample actions in our Mail Assistant article.


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