Automating Your YouTube Workflow: A Step-by-Step Guide

Hello everyone, Bridget Bartlett here from My Vision Agency. Today, I'm thrilled to guide you through creating tasks from a YouTube event, an automation process that can save you countless hours. This process capitalizes on the power of YouTube, Zapier, and HighLevel, seamlessly integrating them to automate task creation whenever you upload a video to a specific playlist.

Setting the Foundation for Automation

To get started, you’ll need a YouTube channel and a playlist where every video addition will trigger automation. By adding a video to our designated playlist, we can spark a workflow inside Zapier that sends information into HighLevel for task creation.

Creating a Zap in Zapier

The first step is building our Zap in Zapier. Begin by navigating to Zapier and creating a new Zap, setting YouTube as the trigger. You have various options, but I prefer using the "New Video in Playlist" trigger to exert more control over the automation. This specific setup ensures that only videos added to the playlist trigger the process, exempting short-form videos and others we might not want to process automatically.

Gathering Playlist Information

After choosing the playlist trigger, the next task is to gather your playlist ID from YouTube. This involves navigating to the chosen playlist on your YouTube channel, copying the ID from the URL, and pasting it back in Zapier. Once this information is set, the automation will trigger every time a video is added to the playlist.

Customizing Task Mapping in HighLevel

Once the playlist is connected, the automation is ready for data mapping in HighLevel via a webhook. We start by setting up a new workflow in HighLevel, where the triggering mechanism is a webhook, ensuring that every video title, description, URL, and upload date is dynamically included in the automated process.

Enhancing the Workflow with Notifications

Next, we configure how this data is handled, beginning by sending an email notification. It's essential to craft the notification messages accurately, detailing task instructions to ensure you or your team can execute tasks efficiently. You can customize these notifications to be as minimal or detailed as necessary, aligning them with your specific operational needs.

Adding and Assigning Tasks

For those who assign tasks to team members (or even yourself), HighLevel allows task creation directly linked to the workflow. This includes setting task titles and attaching any relevant details, such as video links, ensuring seamless task assignment around new YouTube uploads.

Testing and Final Adjustments

Before going live, testing the entire setup by adding a video to the playlist is crucial to ensure everything functions as planned. Once confirmed, you can confidently rely on the automation to handle task creation, letting you focus more on creating content and engaging with your audience.

Conclusion

This automation process truly embodies the concept of working smarter, not harder. If you have any additional questions or need assistance, don’t hesitate to join our open office hours or explore our community and resources, available through My Vision Agency. By embracing this setup, you'll streamline your workflow and ensure that your vision becomes a reality every day.

Thank you for following along, and I can't wait to see what you all create! Catch me tomorrow, same time, same place, and let's continue to automate and innovate together. Bye!