How to Automatically Email Upcoming Project Deadlines in Airtable

You have an Airtable table where you track multiple projects. Each project has several deadlines throughout its lifecycle.

For example, Project 1 might have a start date, a testing phase, a delivery date, a stock deadline, and a release date.

These dates exist in separate columns, and it can be hard to keep track of what’s coming up each week.

You want to set up an automation that checks all the date fields for each project and sends a weekly email listing upcoming deadlines. The email should show each project, the milestone, and the date. For example:

Project 1 - Start Project - 12/8
Project 2 - Testing Phase - 12/9
Project 3 - Delivery - 12/10

You tried setting up this automation but weren’t able to come up with a working solution. So how can you achieve this in Airtable?

Create a Filtered View

The best approach is to create a filtered view. You can set up a view that checks all the date fields you want to track and only shows records where the dates fall within the next seven days.

This way, the view automatically displays only the projects with upcoming deadlines.

You can also customize the view to filter based on who the project is assigned to or the current status of the project.

Next, set up a scheduled automation. Decide which day works best for your workflow: Monday, Sunday, or any other day. This will determine when the automation runs each week.

The first step in the automation is to find the records. Select the table you’re working with and then choose the view you created for upcoming deadlines. This ensures the automation only pulls projects with dates in the next seven days.

After that, add the “Send Email” action. Fill in the to, from, and subject fields as needed.

For the body of the email, you can format it as a list or table using the records from the “Find Records” step. You can also select which columns to include, so your email shows exactly the project details and deadlines you want to share.

This ensures your team receives a clean, organized summary of all upcoming deadlines for the week.