Automations and Shortcuts:
Save time and improve productivity

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CONTENT:

What are Automations?

Automations with Artificial Intelligence

How to Automate Your Social Media Posts
What are Shortcuts or iPhone Shortcuts?
Download these Shortcuts and Start Automating
Related Articles and Content

Imagine a day when, instead of worrying about posting on your social media, you focus solely on what you love: creating.

Those days are no longer just a dream, thanks to the tools that technology offers us today. Automating the creation and posting of content is not only possible, but it's within reach for anyone willing to invest a little time in setting it up.

Let me tell you upfront, it's neither quick nor easy, but in a couple of hours, you can have an automation up and running, saving you a lot of time in the future.

I have always been attracted to the topic of time management, standardizing tasks, and automations (like these automations in Indesign). Specifically, the latter seem to me not only useful but also very entertaining; a mix of programming, puzzles, and mind maps or flowcharts to create a web of actions that work on their own. And as in programming (and in human teams...), if any part doesn't work, the chain breaks; everything must function perfectly to achieve the desired result.

There is a lot of content regarding these two topics, but I will divide it into two major sections: Shortcuts on mobile, specifically for iPhone, and Online Automations, to be done with your computer.

My intention is to plant a small seed on the topic, show you the possibilities it offers, and then you can water it and make it grow, tailored to your needs.

In this article, I will guide you through the process I followed to automate the creation and posting of content on my social media, and you will learn how these tools can work together. And further down, you will find some downloadable Shortcuts to import into your iPhone.

What are Automations?

Automations are processes that use technological tools to execute repetitive or complex tasks automatically. Automating tasks allows you to spend less time on tedious tasks and more time on what you prefer.

The automations we will explore will be done through an online platform called Make.com. In short, it's a website that connects with other applications or services to do what you tell it to do.

Benefits of automating your workflow:

Increased efficiency: Less time spent on tedious tasks means more time for brainstorming and creating.
Improved organization: Keep your projects and tasks organized without extra effort.
Adaptability: Automations can easily adjust to the changing needs of your projects.

Automations with Artificial Intelligence

Automations have made a great leap thanks to Artificial Intelligence (AI), expanding possibilities beyond what we could have imagined. Today, we can not only automate repetitive tasks; with the help of AI, it is also possible to generate content, analyze data in real time, and optimize workflows in ways never seen before.

Why should you integrate AI into your automations?

Creativity and efficiency: Use tools like ChatGPT to create text, graphics, and personalized automated responses, enhancing the quality and speed of your work.
Smart decision-making: AI allows you to analyze data and adjust strategies automatically, improving results without constant manual intervention.
Continuous adaptability: AI-powered automations learn and adapt to your needs, refining your workflow as they evolve.

Now, let's dive into specific cases...

How to Automate Your Social Media Posts

Here we will look at how to automate your social media, but this is just an example; you can then configure it however you like.

The magic we'll create is that, with a single link (from an interesting article), we'll generate multiple posts, customized by social network, with photos, and a "queue" of posts will be created that will be published automatically.

As you can see above, my complete automation is somewhat complex; each person should adapt it to their needs.

Step 1: Setting Up Your Database

Everything starts with a workspace; in my case, I use Notion. This is where you'll create a database to manage your posts. You can also use another platform, like Google Sheets.

Basic Setup. Content Database:

Create a database in Notion that includes columns for post content, publication dates, hashtags, and any other relevant details. Specifically, I have these columns:

URL. Where we'll paste the link.
Picture. Here, we'll place the link to the main photo, if a photo is desired.
Post text. Content of the post to be created.
A selector for Platform. X, LinkedIn, Instagram, Facebook...
And a Status selector: New, Ready to post, Posting..., Posted

Step 2: Connecting Notion with Make.com

Once you have your database in Notion, it's time to integrate it with Make.com. This platform allows you to automate tasks and connect different apps without the need for coding.

Basic Automation:

Data synchronization: Set up Make.com to check your Notion database at regular intervals and extract the necessary information to create a new post.
Each time Make detects a new entry in the database, the automation process will begin.

Step 3: Using Perplexity to Extract Content

For this case, we will use Perplexity within Make to extract content from the provided URL and create a summary.

To use Perplexity in this way, it is done using its API, allowing both applications to connect and communicate with each other. This means that you need to pay for the tokens used, but it is very cheap. In my case, I deposited $5, and after numerous uses, I've only spent a few cents.

Step 4: Integrating ChatGPT for Content Generation

This is where the magic happens. I assume that everyone is familiar with ChatGPT. With it, you can automatically generate text or content suggestions based on entries in your Notion database.

Important: You do not need a ChatGPT subscription to do this, but, like with Perplexity, you need to purchase tokens to use the API. As with the other, I put another €5, and they are spent just as little.

By integrating ChatGPT into Make, you can create agents to do whatever you want:

Write a tweet. Configure the agent with a customized prompt to write tweets in your style and tone.
Write an Instagram caption. Same as above.
Photo. If you don't have a photo, ChatGPT can create one for you.

As I repeat, these are examples; each person should use it as they prefer.

Step 5: Posting on Social Media with Buffer

Finally, you need to integrate Buffer into your workflow. Buffer is a tool that allows you to schedule and organize social media posts, ensuring your content is published at the best time to maximize its reach.

Integration with Buffer:

Automated scheduling: With Make.com, connect your social media accounts to Buffer. When the content is ready to be published, Make.com sends it to Buffer, where it is queued to be posted at the optimal time.
Easy management: From Buffer, you can review, adjust, and organize the posting queue, giving you the flexibility to make changes if necessary.

By using Buffer, you ensure that your content is not only published automatically but also at times when your audience is most active, thus increasing the visibility and impact of your posts. For more details on how to integrate Buffer into your automated workflow, check out this article on Make.com.

In summary, this is how an automation would work:

You paste a URL into the Notion database.
Make checks the database every X amount of time and triggers the automation.
Make extracts the URL and sends it to Perplexity to create a summary.
ChatGPT takes the summary and creates a tweet, photo, caption, or the desired content.
Make sends the created content to Buffer to post the posts.

As I mentioned earlier, it's not easy, but if you start, you can have it done in an afternoon. There are many tutorials on YouTube with step-by-step explanations, much easier to follow than written instructions. Here one of them:

What are Shortcuts or iPhone Shortcuts?

Shortcuts is a visual scripting application developed by Apple. A quick way to do things with your apps, with a simple tap or by asking Siri.

They are automations on your mobile device. A chain of customized actions across various applications that your phone can execute directly without you having to do anything.

Benefits of Using Shortcuts:

Shortcuts can automate a wide variety of tasks, such as getting directions to your next Calendar event, moving text from one app to another, generating expense reports, sending automated messages, or performing multiple actions with a single tap. Shortcuts can significantly simplify your workflow.

Time-saving: Complete repetitive tasks in seconds.
Full customization: Adapt shortcuts to your needs and working style.
Increased efficiency: Reduce unnecessary navigation between apps and settings.

And now comes the good part... What happens if we mix automations with AI? You saw it coming, didn't you?

How to Create Shortcuts on Your iPhone

Step 1: Access the Shortcuts App

First, open the Shortcuts app on your iPhone. This app comes pre-installed on devices with iOS 13 and later, so you don't need to download anything extra. If you can't find it, you can search for it by swiping down on the home screen and typing "Shortcuts" in the search bar.

Step 2: Explore the Shortcuts Gallery

Once inside the app, you will find two main sections: My Shortcuts and Gallery.

My Shortcuts: Here, you'll see all the shortcuts you've created or added previously.
Gallery: This is a great place to start if you're new to shortcuts. The gallery offers a selection of pre-designed shortcuts that you can add and start using immediately.

Step 3: Create Your Own Shortcut

Have a specific idea for a shortcut? Let's create it!

Click on "My Shortcuts" and then the "+" button in the top right corner to start a new shortcut.
Select "Add Action". Here, you'll see a list of actions your shortcut can perform. You can choose from various categories such as "Apps," "Documents," "Web," "Scripts," and more.
Choose the desired action. For example, if you want to create a shortcut that sends you home with a single tap, select "Maps" and then "Get Directions".
Customize Your Shortcut. Once you've selected the actions, you can rearrange them, add more steps, or set specific conditions. For example, you could set up a shortcut that, when pressed, activates battery-saving mode, sends your location to a contact, and starts playing your favorite playlist for the drive home.
Name and Save. Give your shortcut a name, select an icon and color, and then tap "OK" to save it.

An important note is that just like in Make, in Shortcuts, if you have the ChatGPT APP, you can integrate artificial intelligence into your automation. In my case, I came up with the idea to use ChatGPT as a DJ to choose the perfect album for a specific moment, and it works perfectly!

Step 4: Add the Shortcut to Your Home Screen

To make your new shortcut easily accessible, you can add it to your home screen, just like an APP.

Open the shortcut you just created.
Tap the three-dot icon in the upper right corner.
Select "Add to Home Screen".
Adjust the name and icon if needed, then tap "Add".

And voilà! Now you have a custom shortcut on your home screen ready to use.

Step 5: Use Siri to Activate Your Shortcuts

Another way to get the most out of shortcuts on your iPhone is to integrate them with Siri.

You can activate any shortcut simply by saying "Hey Siri" followed by the name of the shortcut. This feature is especially useful for situations where you can't use your hands, like when you're driving or cooking.

Download These Shortcuts and Start Automating

Here are several Shortcuts for you to import into your mobile device.

The Perfect Music with ChatGPT + Spotify

A Shortcut I created to find the perfect music for the perfect moment, using ChatGPT as our personal music advisor.

Album GPT

Song GPT

Album GPT searches for an album and plays it starting from song 1. Song GPT searches for a specific song.

What Does This Shortcut Do?

Asks if you prefer text or voice input (in case you prefer to type or, if you're busy, dictate).
You need to type or dictate the situation or request. For example: "Upbeat and alternative music, tropical style for driving to the beach."
Chat GPT will find the perfect music for your situation.
The request is sent to Spotify via its API.
The first song of the album suggested by ChatGPT is played.
You receive a notification (either text or voice, depending on step 1) with the result.

Note: For this Shortcut, you might need to do a few extra things, such as having the ChatGPT app installed or obtaining an API key from Spotify (it's free, and the steps are included within the Shortcut itself).

Automations and Shortcuts:Save time and improve productivity