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Log trade show exhibitor leads to Google Sheets with Apify and Gmail

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Created by: Devansh Tiwari || devanshtiwari
Devansh Tiwari

Last update

Last update 2 days ago

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Quick overview

This workflow runs weekly to scrape trade show exhibitor listings with Apify, save and update leads in Google Sheets, and email a digest of new or changed exhibitors via Gmail.

How it works

  1. Runs on a manual start or every Monday at 08:00 (UTC) on a schedule.
  2. Sends your configured show list and filters to the Apify Exhibitor List Scraper actor and waits for the run to finish.
  3. Validates that the Apify actor run succeeded and stops with an error if it fails.
  4. Downloads the actor dataset results from Apify and reads existing rows from the target Google Sheets tab.
  5. Builds a de-duplicated lead list, tags each exhibitor as Ready to contact / Needs research / No contact path, and marks whether each lead is new compared to the sheet.
  6. Appends new leads and updates existing ones in Google Sheets using a generated leadKey match.
  7. Creates an HTML email digest (baseline on first run, otherwise new/updated highlights) and sends it to the configured recipient with Gmail.

Setup

  1. Install the Apify community node and add an Apify API token credential.
  2. Add Google Sheets OAuth2 credentials, create a spreadsheet with a "Leads" sheet (or change the sheet name), and set the spreadsheet ID in the configuration.
  3. Add Gmail OAuth2 credentials and set the recipient email address for the digest.
  4. Edit the configuration to choose the target shows (or start URLs) and any filters (search query, categories, countries), and adjust maxItems and watchlistName as needed.