emailR

Address Book Update Automation

This project automates the workflow of collecting Google Form responses, maintaining an up-to-date address book, and sending personalized update emails using R and blastula.

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Project Structure

├── helpers
│   ├── compose_update_email.R   # Function to generate personalized HTML emails
│   ├── load_latest_ab.R         # Function to load the most recent address book CSV
│   └── test_send.R              # Function to send a test email to verify SMTP setup
├── update_ab.R                  # Main script: merges new responses and optionally sends emails
├── utils                        # Utility files
└── sheet_link.txt               # Stores the URL to your Google Sheet responses

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Workflow Overview

1. Import latest Google Form responses update_ab.R reads the URL from utils/sheet_link.txt and imports new responses via googlesheets4.

2. Merge with existing address book The script uses load_latest_ab() to load the most recent snapshot and combines it with new responses, keeping only the most recent entry per email address.

3. Preview and compose emails compose_update_email() generates a personalized HTML email for each recipient. A preview of the first email is always displayed before sending.

4. Send emails

   • Run in dry-run mode by default (dry_run = TRUE) to simulate sending and create a log.
   • Switch to live mode (dry_run = FALSE) to actually send emails using blastula and stored SMTP credentials.
   • Each send is logged with status and timestamp.

5. Save snapshots and logs

   • A timestamped snapshot of the updated address book is saved.
   • A timestamped send log records all simulated or actual email sends.

6. Test email functionality test_send() allows sending a single test email to verify SMTP credentials and blastula setup.

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Setup Instructions

1. Install required packages

install.packages(c(
  "tidyverse", "lubridate", "googlesheets4", "janitor",
  "blastula", "glue", "here"
))

2. Google Sheets

   • Save the URL of your form responses in utils/sheet_link.txt.

3. Blastula credentials

   • Create a credentials key (e.g., gmail_creds) or use environment variables for SMTP_PASSWORD.
   • See test_send.R for an example of verifying the setup.

4. Configure main script (update_ab.R) Set the following parameters at the top of the file:

   form_link <- "YOUR_GOOGLE_FORM_LINK"
   from_email <- "YOUR_EMAIL_ADDRESS"
   smtp_creds_key <- "YOUR_CREDS_KEY"
   dry_run <- TRUE   # Set FALSE to actually send

5. Run the workflow

   source("update_ab.R")

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Notes & Best Practices

• Always start with dry_run = TRUE to ensure email formatting and recipient list are correct.
• Each run produces timestamped logs and snapshots for reproducibility.
• Ensure your address book and Google Form responses maintain consistent column names.
• First names missing from responses are replaced with "Friend" for personalization.

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Author

Carson Slater

Date Created: 11.18.2025