Five business professionals in a meeting room are engaged in discussion. A young man in a suit stands beside a flipchart with graphs related to Make Automations. Four colleagues, two men and two women, sit around a table, one man taking notes. A wall clock and shelves are in the background.

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3 Set of Steps to Establish Make Automations for Enhanced Productivity + Integrating SmartSuite

By: Aidan O’Brien, CAPM; Editor: Dr. Michael J. Shick, MSPM, PMP, CSM

In today’s fast-paced business environment, the ability to streamline operations and automate routine tasks through digital transformation is crucial for staying competitive. As organizations increasingly turn to digital solutions, tools like Make.com have become indispensable for managing workflows and enhancing productivity by centralizing design processes into one platform. For project management professionals and business leaders, mastering these tools can significantly impact efficiency and success.

In delivering this comprehensive guide, we delve into the world of Make.com, a powerful automation platform that simplifies complex processes and integrates seamlessly with a wide range of applications, including SmartSuite. Whether you’re looking to automate repetitive tasks, expand and improve project management, or optimize business processes, this step-by-step guide will provide you with the knowledge and insights needed to harness the full potential of Make.com.

From the basics of setting up your account and navigating the dashboard to the basics of creating sophisticated automations and integrating SmartSuite, we cover everything you need to know to get started. Additionally, we explore advanced techniques, monitoring strategies, and best practices to ensure your automations run smoothly and effectively.

Join us on this journey to transform your workflows and elevate your business operations.

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Understanding Make.com

Automation tools have become indispensable for optimizing business operations. One such powerful tool is Make.com, a single platform solution designed to centralize various business operations, automate workflows, and enhance productivity. Make.com allows users to integrate various apps and services, streamline business processes, and automate routine everyday tasks with ease.

What is Make.com?

Make.com is a comprehensive automation tool that connects different applications and services to automate tasks and workflows. It acts as a bridge between various apps and other platforms, enabling seamless communication and data transfer, thereby reducing manual effort and minimizing errors.

Key Features of Make.com

  1. Wide Range of Integrations: Make.com supports a multitude of integrations with popular apps and services, allowing users to connect their favorite tools and create powerful workflows.
  2. User-Friendly Interface: The platform offers an intuitive drag-and-drop interface, making it accessible even for those with minimal technical expertise.
  3. Customization: Users can tailor automations to their exact needs, ensuring that the workflows align with their business requirements.
  4. Real-Time Monitoring: Make.com provides real-time monitoring and logging, enabling users to track the performance of their automations and make adjustments as necessary.
  5. Security Operations: Integration of incident management with coordination and scheduling for security personnel.
  6. Incident Management: Make.com provides tools for incident management, ensuring quick response and resolution of issues.

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Automate and integrate seamlessly with Make.com. Sign up using our link to receive 1 month of the Pro plan with 10,000 operations for free!

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Why Use Make.com?

The benefits of using solutions from partners at Make.com are numerous. By automating repetitive tasks, businesses can conserve time and resources, enabling their teams to concentrate on more strategic initiatives.Moreover, automation reduces the risk of human error, ensuring that processes are carried out consistently and accurately.

For project management professionals at companies like ROSEMET LLC, Make.com is a game-changer. It simplifies complex workflows, enhances collaboration, and ensures that projects are delivered on time and within budget.

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Experience seamless automation and integration with Make.com. Register now through our link to get 1 month of the Pro plan with 10,000 operations for free!

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Setting Up Your Make.com Account

Getting started with Make.com is a straightforward process. In this section, we’ll walk through the steps to set up your account and configure your first automation.

Step 1: Creating an Account

To create an account on Make.com, follow these steps:

  1. Visit the Make.com website and click on the “Sign Up” button.
  2. Enter your email address and create a password.
  3. Verify your email address by clicking on the link sent to your inbox.
  4. Complete your profile by providing the necessary information, such as your name and organization.

A purple web page with the text "Build systems #withMake" in large white letters. Below, there is a prompt to "Get started free" and details about no credit card requirement and an available free plan for Make Automations. The top menu includes links for Product, Solutions, Pricing, Resources, and Partners.

Step 2: Navigating the Dashboard

Once your account is set up, you’ll be directed to the Make.com dashboard. The dashboard is the central hub where you can manage your automations, integrations, and settings. Here are some key components of the dashboard:

  • Home: An overview of your account, including recent activity and important notifications.
  • Automations: A section where you can create, manage, and monitor your automations.
  • Integrations: A list of available integrations that you can connect to your Make.com account.
  • Settings: Configuration options for your account and preferences.

Step 3: Connecting Your Apps

Before you can create automations, you need to connect your apps to Make.com. Here’s how:

  1. Go to the “Scenarios” section of the dashboard.
  2. Click Create a new Scenario.
  3. Click on the app and follow the prompts to authorize the connection.
  4. Repeat this process for all the apps you want to integrate with Make.com.

A screenshot of a workflow automation platform's interface. The menu on the left displays various icons and options. A large purple plus button is prominent, with a dropdown menu for adding apps like Google Sheets, HTTP, Airtable, and more to make automations seamless.

Creating Your First Automation

Creating automations in Make.com is a seamless process, thanks to its intuitive workflow editor. In this section, we’ll guide you through the steps to create your first automation.

Step 1: New Scenario (Define Your Trigger)

Every automation starts with a trigger event, which is an event that initiates the workflow. To define your trigger:

  1. Click on the plus button after clicking “Create a new Scenario” in the Scenarios tab.
  2. Select the app that will trigger the automation. In this example I will demonstrate using Slack.

A software interface showing an automation setup screen where "Slack" is selected from a list. Options include creating a new event, getting a user, or listing files. Other apps like "BulkGate," "Paystack," and "ServerSMS" are available for selection to make automations seamless and efficient.

  1. Choose the specific event within the app that will act as the trigger (e.g., new email, new form submission).
  2. Configure any necessary settings for the trigger event.

Step 2: Add Actions

Once you’ve defined your trigger, it’s time to add actions. Actions are the tasks that the automation will perform in response to the trigger. To add actions:

  1. Click on the “+” button to add a new step to your workflow.
  2. Select the app that will perform the action.
  3. Choose the specific action within the app, in this example, Gmail.

A workflow interface showing Slack icon connected to a plus sign. To the right, a menu lists apps like Slack, Flow Control, Google Sheets, Tools, Webhooks, and HTTP. A search bar is at the bottom of the menu to help Make Automations seamless.

  1. Configure the action settings, mapping any necessary data from the trigger event.

Screenshot of a Make Automations workflow set up to send an email via Gmail when a Slack event is triggered. The right panel shows Gmail settings, with fields for recipient, subject, and content. Options to add attachments and advanced settings are visible.

Step 3: Test Your Automation

Before activating your automation, it’s important to test it to ensure it works as expected. To test your automation:

  1. Click on the “Test” button in the workflow editor.
  2. Follow the prompts to run a test event through the workflow.
  3. Check the logs to verify that the actions were performed correctly.

A flowchart illustrating Make Automations between Slack and Gmail. The Slack icon, in purple, reads "New Event," while the Gmail icon, in peach, displays "Send an Email." These icons are connected by a series of dots signifying the process flow.

Step 4: Activate Your Automation

Once you’re satisfied with the test results, activate your automation:

  1. Click on the “Activate” button in the workflow editor.
  2. Your automation is now live and will run whenever the trigger event occurs.

A diagram showing an integration between Slack and Gmail. On the left, the Slack logo is labeled "New Event." Dotted lines connect Slack to the Gmail logo on the right, labeled "Send an Email." Headers at the top read "Integration: Make Automations with Slack and Gmail" and subtabs "Diagram," "History," and "Incomplete Executions.

Integrating SmartSuite with Make.com

SmartSuite is a powerful project management tool that can be seamlessly integrated with Make.com to automate various aspects of your workflows. In this section, we’ll explore how to set up and use SmartSuite integrations with Make.com. Utilizing these tools can significantly enhance customer success by improving client satisfaction and engagement.

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Transform your project management workflows with SmartSuite. Sign up now and enjoy a 14-day free trial to experience all the premium features!

Step 1: Connect SmartSuite to Make.com

To integrate SmartSuite with Make.com, follow these steps:

  1. Go to the Integrations tab in the Make.com dashboard.
  2. Search for “SmartSuite” and select it from the list of available integrations.
  3. Click on the “Connect” button and follow the prompts to authorize the integration.

Screenshot of an interface for SmartSuite. The interface includes options like "Watch New Records," "Watch Updated Records," "Create a Record," "Get a Record," and "Make an API Call" within the triggers and actions sections. A large plus sign is on the left, aiming to help you Make Automations seamlessly.

Step 2: Define Your Automation Scenarios

With SmartSuite connected, you can now create automation scenarios that leverage its capabilities. Here are a few examples:

  1. Task Creation: Automatically create tasks in SmartSuite when new emails are received.
  2. Status Updates: Update task statuses in SmartSuite based on changes in other apps.
  3. Notifications: Send notifications to team members when specific events occur in SmartSuite.

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Step 3: Configure and Test Your Automations

For each automation scenario, configure the triggers and actions as described in the “Creating Your First Automation” section. Ensure that data is mapped correctly between SmartSuite and the other apps involved. Test each automation thoroughly to confirm that it works as intended.

A workflow automation diagram shows integration between Slack, Gmail, and SmartSuite using Make Automations. On the right, form fields for setting up a SmartSuite connection, including solution, project, table, and related attributes are visible.

Monitoring and Managing Your Automations

Effective monitoring and management of your automations are crucial to ensuring their ongoing success and efficiency. In this section, we’ll cover the best practices for monitoring and managing your automations on Make.com.

Real-Time Monitoring

Make.com provides real-time monitoring tools that allow you to track the performance of your automations and identify any issues quickly. Here’s how to utilize these tools:

  1. Access the Logs: Go to the Automations tab and select the “Logs” section to view detailed logs of your automation runs.
  2. Filter and Search: Use filters and search options to find specific log entries, making it easier to troubleshoot issues.
  3. Analyze the Data: Review the log entries to identify any errors or performance bottlenecks.

Regular Audits

Performing regular compliance audits of your automations helps ensure they remain efficient and effective. During an every compliance audit, review each automation to identify opportunities for optimization and ensure they still align with your business goals.

  1. Schedule Regular Audits: Set up a schedule for auditing your automations, such as monthly or quarterly.
  2. Review Automation Goals: Assess whether each automation is achieving its intended goals and contributing to overall efficiency.
  3. Optimize and Update: Make any necessary adjustments to improve performance and update the automations to reflect changes in your business processes.

Performance Metrics

Tracking performance metrics allows you to measure the impact of your automations and identify areas for improvement. Key metrics to monitor include:

  1. Execution Time: The time it takes for an automation to complete. Aim to minimize execution time for faster processing.
  2. Error Rate: The frequency of errors occurring in your automations. Strive to reduce the error rate through better error handling and testing.
  3. Resource Utilization: The resources consumed by your automations, such as API calls or database queries. Optimize resource utilization to reduce costs and improve efficiency.

Collaboration and Project Management

Make.com supports collaboration and team management features, allowing teams with multiple users to work together on automations. Here’s how to manage new members of your team effectively:

  1. Assign Roles and Permissions: Use the Settings tab to assign roles and permissions to team members, ensuring appropriate access levels.
  2. Collaborate on Automations: Invite team members to collaborate on automations, providing input and feedback to improve workflows.
  3. Track Changes: Use version control features to track changes made to automations and revert to previous versions if necessary.

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Best Practices for Using Make.com and SmartSuite

To maximize the benefits of using Make.com and SmartSuite together, follow these best practices:

Understand Your Workflow Needs

Before creating automations, take the time to understand your workflow needs and identify the areas where automation can provide the most benefit and deliver the most value. This will help you design more effective and efficient workflows.

  1. Map Out Your Processes: Create a visual map of your current processes to identify bottlenecks and repetitive tasks that can be automated.
  2. Set Clear Goals: Define clear goals for your automations, such as reducing manual effort, improving accuracy, or speeding up processes.

Keep It Simple

When designing automations, strive to keep them as simple as possible. Complex workflows can be harder to manage and more prone to errors.

  1. Start Small: Begin with simple automations and gradually build up to more complex workflows as you gain experience.
  2. Break Down Complex Workflows: If a workflow is complex, break it down into smaller, more manageable sub-tasks.

Document Your Automations

Documentation is crucial for maintaining and troubleshooting your automations. Ensure that all automations created are well-documented and include detailed descriptions of each step.

  1. Use Descriptive Names: Give your automations and steps descriptive names that clearly indicate their purpose.
  2. Add Comments: Use comments to explain the logic behind each step and any important details.
  3. Maintain a Documentation Repository: Keep all documentation in a central repository that is easily accessible to your team.

Test Thoroughly

Thorough testing is essential to ensure that your automations systems work correctly and handle all possible scenarios.

  1. Test with Real Data: Use real data during testing to identify any issues that may not be apparent with test data.
  2. Simulate Errors: Intentionally trigger errors to test your error handling logic and ensure your automations can recover gracefully.
  3. Review Logs: Regularly review logs to identify any issues and optimize performance.

Continuously Improve

Automation is an ongoing process, and there is of course always room for improvement. Regularly review and optimize your automations to ensure they remain effective and efficient.

  1. Gather Feedback: Collect feedback from users and team members to identify areas for improvement.
  2. Monitor Performance: Continuously monitor the performance of your automations and make adjustments as needed.
  3. Stay Updated: Keep up-to-date with new features and updates from Make.com and SmartSuite to take advantage of the latest capabilities.

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Final Thoughts

Integrating Make.com with SmartSuite enables teams to manage workflows and automate routine tasks; moreover, it supports your business process, as well as the way you manage workflows and automate routine tasks. By following the steps and best practices outlined in this guide, you’ll be well on your way to creating efficient, effective automations that enhance productivity and streamline business processes.

Whether you’re new to automation or looking to take your skills to the next level, Make.com offers the tools and flexibility to meet your exact needs. Start exploring the possibilities today and unlock the full potential of your workflows.


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Optimize your business processes and improve efficiency with SmartSuite. Sign up today and take advantage of a 14-day free trial to explore all the tools!

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Boost your team’s productivity by automating routine tasks with Make.com. Register through our link and get 1 month of the Pro plan with 10,000 operations for free!

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Frequently Asked Questions (FAQs)

 

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To get started with Make.com, visit the Make.com website, sign up for an account, and connect your apps. You can then create automations using the intuitive workflow editor. Make sure to take advantage of our special offer: anyone who registers for Make using our link will receive 1 month of the Pro plan with 10,000 operations for free!

Key features of Make.com include a wide range of integrations with popular apps, a user-friendly drag-and-drop interface, customizable automations to meet specific business needs, real-time monitoring, and robust security operations.

SmartSuite can be integrated with Make.com by connecting the two platforms through the Integrations tab. Once connected, you can create automation scenarios that leverage SmartSuite’s project management capabilities. Start your 14-day free trial of SmartSuite to explore these features!

Make.com helps businesses save time and resources by automating repetitive tasks, thereby allowing teams to focus on strategic initiatives. It reduces the risk of human error and ensures processes are carried out consistently and accurately, enhancing overall efficiency and productivity.

To create your first automation in Make.com, define a trigger event, add the necessary actions, test the automation to ensure it works correctly, and then activate it. Detailed steps are provided in the guide above.

Advanced automation techniques in Make.com include conditional logic, loops and iterations, error handling, webhooks, and data transformations. These techniques allow for more complex and efficient workflows.

You can monitor and manage your automations using Make.com’s real-time monitoring tools and logs. Regular audits, tracking performance metrics, and effective collaboration and team management are also essential for maintaining and optimizing automations.

Best practices include understanding your workflow needs, keeping automations simple, thoroughly documenting each step, testing thoroughly with real data, continuously improving based on feedback and performance monitoring, and staying updated with new features and updates from both platforms.

Anyone who registers for Make using our link will automatically receive 1 month of the Pro plan with 10,000 operations for free. This offer provides an excellent opportunity to explore the full capabilities of Make.com and see how it can benefit your business.

 

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Revolutionize your project management with SmartSuite. Start your 14-day free trial today and see how it can streamline your operations!

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Unlock the full potential of your business processes with Make.com. Register today using our link and receive 1 month of the Pro plan with 10,000 operations for free!

About the Author: Aidan O’Brien, CAPM, is a project management developer and marketing support professional at ROSEMET LLC, who holds the Notion Essentials and Settings & Sharing Badges. He is also a certified SmartSuite Expert, Pro, and Consultant who is currently pursuing an MBA at Western Carolina University.

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