WEEK 4

Introduction to

Workflow Automation

Zapier and AutoHotKey — automate the repetitive

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Last Week's Recap & Introduction

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• Last week: Google Workspace — Drive, Docs, Sheets, Slides
• You can create and organize documents, presentations, and spreadsheets in the cloud
• Good organizational skills in Drive save enormous amounts of time
• This week: Basic automation tools — Zapier and AutoHotKey

Zapier

AutoHotKey

What Is Workflow Automation?

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Workflow automation is the use of software to automatically perform repetitive tasks — saving time and improving efficiency.

• Instead of manually copying data between apps, automation does it for you
• Instead of typing the same text 100 times, a macro does it in a click
• Real-world example: New Google Form response → automatically added to Google Sheets

Zapier

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Zapier: Zaps, Tables & Interfaces

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Zaps

Automated workflows connecting your apps. Each Zap needs a Trigger (the event) and an Action (what happens automatically).

Tables

Easy automatable databases for tracking contacts, orders, and submissions. Integrates directly with Zaps.

Interfaces

Build custom web pages, forms, and apps without writing any code. Drag-and-drop components trigger background workflows.

DISCUSSION

In automation, what is a trigger?

A) A task which is done

B) A table for data storage

C) The event that starts automation

D) A person who does a manual task

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Setting Up Your First Zap

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1

Sign Up

Go to zapier.com and sign up free with your Google account.

2

Create a Zap

Click "Create" and choose "Zap" from the options.

3

Choose a Trigger

Select an app (e.g. Google Forms) and define the triggering event.

4

Choose an Action

Select an action app (e.g. Google Sheets) to store the data.

5

Connect & Test

Securely connect your accounts and test with sample data.

6

Activate

Turn on the Zap — every trigger event now runs your workflow automatically.

Trigger & Action Configuration

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Trigger Configuration

• Create or use a Google Form
• Select Google Forms/Sheets as trigger app
• "New Spreadsheet Row" as the event
• Connect your Google account
• Choose the spreadsheet and tab
• Submit a test to verify data extraction

Action Configuration

• Select Google Sheets as the action app
• "Create row in spreadsheet" action
• Map form fields to sheet columns
• Run a test to verify data placement
• Confirm correct columns and data types
• Activate when tests pass

DISCUSSION

Why is it important to test your automation before activating it?

Answer in the chat.

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Optional: Filters & Stacked Actions

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• Filters work like if-statements — the Zap only runs if conditions are met
• Example: Only add a row if the user answered 'Yes' to 'Available this week?'
• Stack filters with AND/OR logic for complex conditions
• Actions can be stacked: one trigger can cause multiple sequential actions
• Connect to Slack to notify your team when a form is submitted
• Use Gmail or Outlook to send personalized emails from form data

DISCUSSION

What are Zapier filters most closely similar to in programming?

A) For loops

B) Booleans

C) Libraries

D) If statements

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AutoHotKey

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What Is AutoHotKey?

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• Open-source, general-purpose scripting language for automating tasks on Windows
• Creates macros — programs that automate keyboard/mouse actions
• Created in 2003, lightweight — runs on any computer regardless of power
• Unlike Zapier (web-based), AutoHotKey runs on your desktop and controls your system
• Syntax is similar to Java/C++ with slight Python inspiration — easy to pick up

DISCUSSION

Do you think AutoHotKey's syntax would look different from Python or Java? How different?

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AutoHotKey: Syntax Overview

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AutoHotKey supports object-oriented programming (like Java) and command-based programming. The syntax is flexible and easier to learn than you'd expect.

AutoHotKey

; Open Notepad

Run "notepad.exe"

​

; Open a website

Run "https://www.binarytree.us"

​

; Hotkey: Press Ctrl+J to type "My First Script"

^j::Send "My First Script"

Task: AutoHotKey Practice

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Task

Create a program in AutoHotKey to open the Spotify website (open.spotify.com).

Solution

Run "open.spotify.com"

Conclusion: Zapier vs. AutoHotKey

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Conclusion: Zapier vs. AutoHotKey

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Zapier

• Web-based — no installation needed
• Connects cloud applications together
• No code required — visual interface
• Best for: connecting apps like Gmail, Forms, Sheets
• Trigger + Action + optional Filters

AutoHotKey

• Desktop-based — controls your computer
• Requires writing a script (.ahk file)
• Closer to a real programming language
• Best for: keyboard shortcuts, opening apps/sites, typing macros
• Hotkeys, Run commands, and conditionals

Thank You!

That wraps up Week 4. See you next week!

Next: Week 5: Good vs. Bad Websites & Web Dev

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