Hey Make Community! I’m running into issues with a Google Sheets + Gmail scenario that automates outreach emails for nonprofit contacts. I’ve built a flow using Search Rows, filter, Gmail, and Update Row modules, but I’m struggling with duplicate sends or missed records depending on how the automation runs. I’d love your help!
Goal:
When a shelter contact email is added to a Google Sheet and their Status = Ask for Registration, I want Make to:
Automatically send them a registration email.
Then update a column (“Notified?”) to yes so the email doesn’t send again.
Current Scenario Setup:
Search Rows
Sheet: Nonprofit Tracker
Conditions:
Column “Notified?” → Does not exist
Column Nonprofit Contact Email → Exists
Column Status → Equals Ask for Registration
Filter Module
Condition: Bundle Order Position = 1
(Ensures only the first match triggers at a time)
Gmail Module
Sends a registration email using data from the row.
Update Row Module
Sets Notified? = yes for that row.
Problem:
Sometimes emails are sent more than once to the same contact (especially if I manually edit or re-run the scenario).
Other times, it skips over valid entries if more than one matches the criteria.
The filter on Bundle Order Position = 1 works, but I’m unsure if it’s ideal — I want this scenario to run once per valid row, not just the first one.
Questions:
How can I prevent repeated sends even if I manually re-run the scenario or make edits?
Should I add a more precise trigger or make the scenario iterate over all matching rows, updating each properly?
Is Search Rows + Bundle Order Position = 1 the best approach?
Or should I loop over each matching row and process them sequentially to avoid missing any contacts?
Any tips to make this setup more efficient or bulletproof to manual edits or restarts?
Ideal Outcome:
When a contact email is added and status is “Ask for Registration,” they get one email, then “Notified?” is marked yes.
No duplicates, no skipped entries, and the scenario can run daily or on-demand safely. Right now it only works to run every 15 minutes and sends 1 email when it does work.
