The real power of if-this-then-that rules

Who is this article for?

• Small to medium-sized businesses looking to automate repetitive tasks
• Tech-savvy individuals who want to connect their apps and devices
• Departments like marketing, sales, and IT that handle a lot of data and notifications
• Roles like social media managers, system administrators, and productivity enthusiasts

These groups can all benefit from understanding how to use IFTTT to streamline workflows and save time on manual tasks. Setting up simple automations can make a big difference in efficiency.

What is IFTTT and how does it work?

IFTTT, which stands for “If This, Then That”, is a web-based service that allows users to create chains of simple conditional statements, called applets. These applets are triggered by changes that occur within other web services such as Gmail, Facebook, Telegram, Instagram, or Pinterest (Harvey et al, 2020).

An applet is composed of two parts:

1. A trigger (the “this” part of an applet)
2. An action (the “that” part of an applet)

For example, an applet may send an email message if the user tweets using a certain hashtag, or copy a photo on Facebook to a user’s archive if someone tags a user in a photo.

In addition to the web-based application, the service runs on iOS and Android. In February 2015, IFTTT renamed their original application to IF, and released a new suite of apps called Do which lets users create shortcut applications and actions (Mohammed & Fiaidhi, 2019). As of 2020, IFTTT has a tiered premium service available.

Tip

Browse IFTTT’s pre-made applets to get ideas for automations you can set up, or use their templates to quickly create your own.

How can businesses use IFTTT?

While IFTTT is very user-friendly for personal automations, it also has a lot of potential business applications (Ross, 2019). Here are a few key use cases:

1. Social media management

IFTTT makes it easy to automate social media posting across multiple platforms. For example:

• Automatically share Instagram photos to a Facebook Page
• Tweet a link whenever a new blog post is published
• Save photos you’re tagged in on Facebook to Google Drive
• Get an email whenever your brand is mentioned on Reddit

This kind of automation saves social media managers a lot of time logging into each platform to post and monitor brand mentions.

2. Data backup and synchronization

With IFTTT, you can ensure your important data is always backed up by connecting cloud storage services like Dropbox, Google Drive, and Box. Some examples:

• Save email attachments to Dropbox
• Automatically back up new iOS contacts to a Google Spreadsheet
• Sync files from one cloud storage service to another

This is helpful for making sure you never lose access to critical business data and that it’s accessible from multiple locations.

3. Productivity and communication

IFTTT integrates with productivity tools like Slack, Trello, and Todoist to streamline communication and task management. A few ideas:

• Post approaching Google Calendar events to a Slack channel
• Create Trello cards from starred Gmail messages
• Add notes to Evernote via email or SMS
• Get a daily weather forecast posted to your team’s Slack

Automating these little tasks can add up to significant time savings and help information flow more easily between teams and tools.

When to use IFTTT vs other automation platforms

While IFTTT is great for simple one-to-one automations, it does have limitations. IFTTT is not ideal for:

• Multi-step workflows with conditional logic
• Connecting business systems that require high volumes of data processing
• Building custom integrations with in-house software
• Workflows that need human approval steps

For these more advanced use cases, platforms like Zapier or Tallyfy are better options (Degrande et al, 2018). Zapier has more built-in app integrations and supports multi-step Zaps, while Tallyfy is designed for human-centric workflows with features like forms, approvals, and process tracking.

Tip

When choosing an automation platform, consider the complexity of your workflows, the systems you need to connect, and whether you need human input as part of the process.

Risks and limitations of IFTTT automations

• Relying too heavily on automations can make processes rigid and limit flexibility to handle exceptions or changes
• Connecting multiple systems increases security risks and the potential impact if one system is compromised
• Automations can break if APIs or authorization methods change for connected apps
• Complex workflows with lots of dependencies can become difficult to maintain and troubleshoot
• Automating without proper oversight and auditing can lead to errors going unnoticed

To mitigate these risks, it’s important to carefully plan and test automations, put monitoring in place, and have fallback processes to handle errors. Automations should enhance human workflows, not completely replace human judgment.

How Tallyfy empowers smarter workflows beyond IFTTT

While IFTTT is useful for simple task automation, Tallyfy offers a more complete solution for managing end-to-end business workflows. With Tallyfy, you can:

Digitize processes with smart forms

Replace paper forms and manual data entry by building online forms that feed directly into automated workflows. Structure intake by making fields required, optional, or conditionally shown.

Automate task routing and deadlines

Set up powerful if-this-then-that rules to intelligently route tasks based on form data, user roles, or any other criteria. Automatically assign tasks to the right people and set deadlines to keep work on track.

Track progress and optimize workflows

Get real-time visibility into the status of any process with dashboards and audit trails. Identify bottlenecks, measure performance, and continuously improve processes over time.

By digitizing workflows on an all-in-one platform, Tallyfy eliminates the need to stitch together separate tools with brittle automations. It empowers business users to build and adapt workflows without relying on technical resources (Käfer & Harth, 2018).

How Is IFTTT Changing How We Automate Our Homes?

IFTTT (If This Then That) is a web service that allows consumers to create automated combinations of smart domestic products (SDPs) to personalize service provision in their homes. A recent study analyzed nearly 14,000 consumer-crafted IFTTT combinations across 253 service providers, totaling over 1.1 million installations (Harvey et al., 2020). The results reveal some fascinating insights into how consumers are using IFTTT to automate their homes in increasingly connected and personalized ways.

The study found that the SDP network created by IFTTT is disassortative, imbalanced, and has a long-tailed degree distribution. Popular services like smart lights, thermostats, and security systems have high centrality across all product category combinations. Consumers are primarily motivated by utilitarian value-seeking, preferring automated tasks that run outside of their conscious attention (Harvey et al., 2020). However, more individualistic combinations tend to be slightly more hedonistically inclined, focused on fun and novelty.

Can IFTTT Enable New Levels of Interoperability?

Beyond just smart homes, some envision IFTTT as a flexible workflow infrastructure for enabling pragmatic interoperability across industries like manufacturing and healthcare. Mohammed and Fiaidhi (2019) propose a vision based on business continuity planning, web services interoperability, and workflow technologies like IFTTT and Node-Red.

IFTTT’s ability to easily connect disparate devices and services could play a key role in the emerging Internet of Things (IoT) ecosystem. Degrande et al. (2018) argue that software back-end IoT platforms like IFTTT have considerable potential to become leading multi-sided platforms at the core of the complex IoT landscape. As the IoT market matures, a race for domination of the IoT platform market could appoint a few key platforms like IFTTT as leaders.

What Role Can IFTTT Play in Enterprise Workflows?

While IFTTT is mostly known as a consumer tool, it also has potential applications in enterprise settings. Käfer and Harth (2018) demonstrate an ontology for representing workflows over components with Read-Write Linked Data interfaces, which they give an operational semantics via a rule language. Their approach aims to combine the high-level workflow specification enabled by tools like IFTTT with the decentralized data publication and access of Linked Data.

Even in the education sector, tools like IFTTT and Slack are being explored to complement traditional learning management systems (LMS). Ross (2019) found that Slack can positively enhance students’ perceptions of courses as real-world experiences, as well as improve perceived learning outcomes from group work. IFTTT-style automation could further streamline and enrich such course communications and collaborations.

How Might Emerging Technologies Expand What’s Possible with IFTTT?

As artificial intelligence, machine learning, robotics, blockchain and other emerging technologies mature, the range of devices and services that can be automated via IFTTT will grow exponentially. Homes, factories, supply chains, and whole cities will increasingly become programmable environments. Low-code/no-code platforms like IFTTT will enable more people to participate in workflow design and automation.

Semantic web and linked data technologies can make IFTTT automations more interoperable and reusable across contexts. Blockchains and distributed ledgers may be integrated to make automations more secure, decentralized and trustless. Machine learning will enable more intelligent, context-aware and self-optimizing workflows. Advancements in natural language processing could allow people to design IFTTT automations simply by describing them in plain language. The future of IFTTT looks bright as a key enabler of the next generation of digital automation.

Tallyfy Tango – A cheerful and alternative take

Scene: Two tech-savvy friends, Byte and Bit, are hanging out at a trendy coffee shop, discussing their latest automation adventures.

Byte: Hey Bit, have you heard about this cool thing called IFTTT?

Bit: IFTTT? Sounds like a secret code or something. What’s the deal?

Byte: It’s actually pretty awesome! IFTTT stands for “If This, Then That.” It’s like having a personal assistant that connects all your apps and devices, making your life so much easier.

Bit: Oh, so it’s like a digital matchmaker for my gadgets?

Byte: Exactly! You can create these things called “applets” that automate tasks based on triggers. For example, if I post a photo on Instagram, IFTTT can automatically save it to my Dropbox.

Bit: That’s wild! So, it’s like having a bunch of tiny robots working behind the scenes to make my digital life more streamlined?

Byte: You got it! And the best part is, you don’t need to be a coding genius to use it. IFTTT has a user-friendly interface that makes it super easy to set up your own applets.

Bit: I’m sold! I can’t wait to see how IFTTT can simplify my life. Thanks for the tip, Byte!

Byte: No problem, Bit! Get ready to have your mind blown by the power of automation.

To see how Tallyfy can digitally transform your operations, book a demo with one of our workflow experts. We’ll show you how to build smarter workflows that streamline your end-to-end processes.

Related Questions

How to use IFTTT?

Using IFTTT is incredibly simple. First, create a free account on their website or app. Then, explore the vast library of pre-made “applets” that connect your favorite apps and devices. For example, you might find an applet that automatically saves your Instagram photos to Dropbox. If you can’t find what you need, you can easily create your own custom applet by choosing a trigger (the “if this” part) and an action (the “then that” part). With just a few clicks, you’ll have your apps and devices working together in clever ways, making your digital life more streamlined and efficient.

How IFTTT works?

IFTTT, which stands for “If This Then That,” is a brilliant service that lets you connect your apps and devices in creative ways. It’s like having a magic wand for automating tasks across the internet. The secret lies in IFTTT’s simple, yet powerful, applets. Each applet has a trigger (the “this” part) and an action (the “that” part). When the trigger happens, like receiving an email or posting a tweet, IFTTT springs into action and automatically performs the action you’ve set, such as sending a notification or saving a file. With hundreds of apps and devices supported, the possibilities are endless. IFTTT runs quietly in the background, stitching your digital life together and saving you time and effort along the way.

References and Editorial Perspectives

Harvey, J., Poorrezaei, M., Woodall, T., Nica-Avram, G., Smith, G., Ajiboye, T., Kholodova, K., & Zhu, K. (2020). The Smart Home: How Consumers Craft New Service Networks by Combining Heterogeneous Smart Domestic Products. Journal of service research, 23, 504 – 526. https://doi.org/10.1177/1094670520929095

Summary of this study

This study analyzes a large dataset of consumer-crafted automations using smart home products and the IFTTT platform. It reveals insights into how consumers are connecting various smart devices to create personalized service experiences in their homes. The findings show that most automations are driven by utilitarian motivations and a desire for tasks to occur in the background without active attention.

Editor perspectives

As a workflow automation platform, we at Tallyfy find this study fascinating as it demonstrates the innate human desire to automate repetitive tasks and create seamless experiences across multiple tools and services. It validates the core value proposition of platforms like IFTTT and Tallyfy in empowering users to craft personalized workflows without coding expertise.

Mohammed, S., & Fiaidhi, J. (2019). Pragmatic Interoperability for Extreme Automation and Healthcare Interoperability & Continuity. , null, null – null. https://doi.org/10.36227/techrxiv.11288843.v1

Summary of this study

This paper proposes a flexible workflow infrastructure for enabling pragmatic interoperability between systems in industries like manufacturing and healthcare. The proposed approach leverages web services, Node-Red, and IFTTT workflow technologies to enforce business continuity planning.

Editor perspectives

Interoperability and continuity are critical challenges that we aim to solve at Tallyfy by providing a unified workflow layer that can orchestrate processes across disparate systems. This research aligns with our vision of using flexible, no-code workflow tools to enable pragmatic integration between enterprise applications and drive end-to-end process automation.

Ross, S., M. (2019). Slack It to Me: Complementing LMS With Student-Centric Communications for the Millennial/Post-Millennial Student. Journal of marketing education, 41, 91 – 108. https://doi.org/10.1177/0273475319833113

Summary of this study

This study evaluates the use of Slack, a business communication tool, as a complement to traditional learning management systems (LMS) in engaging Millennial and post-Millennial students. It finds that many LMS platforms fall short in facilitating effective course communications, especially for group work. Introducing Slack enhanced students’ perception of the class as a real-world experience and improved perceived learning outcomes from group projects.

Editor perspectives

At Tallyfy, we recognize the importance of seamless communication and collaboration in getting work done efficiently, whether in the classroom or the workplace. This study highlights how tools like Slack, when used to complement core systems, can significantly improve engagement and productivity. It reinforces our belief in the power of intuitive, user-centric tools in driving successful outcomes.

Degrande, T., Vannieuwenborg, F., Verbrugge, S., & Colle, D. (2018). Multi-sided Platforms for the Internet of Things. Lecture notes in business information processing, null, 372 – 381. https://doi.org/10.1007/978-3-319-94214-8_28

Summary of this study

This paper explores the potential for software backend platforms to become dominant multi-sided platforms at the center of the emerging Internet of Things (IoT) ecosystem. It argues that as the IoT market matures from its current fragmented state, these platforms will play a crucial role in connecting the various stakeholders. The paper also discusses key considerations for companies aspiring to establish leading IoT platforms.

Editor perspectives

The vision outlined in this research resonates strongly with us at Tallyfy as we aim to position our workflow automation platform as the connective tissue binding together the myriad of tools, systems, and stakeholders involved in enterprise processes. We believe that the ability to orchestrate complex workflows across the expanding IoT landscape will be a key differentiator for leading platforms in the industry.

Käfer, T., & Harth, A. (2018). Specifying, Monitoring, and Executing Workflows in Linked Data Environments. Lecture notes in computer science, null, 424 – 440. https://doi.org/10.1007/978-3-030-00671-6_25

Summary of this study

This study presents an ontology for modeling workflows over components with Read-Write Linked Data interfaces, along with an operational semantics via a rule language. The aim is to enable high-level specification of application behavior by non-expert users in Linked Data environments, which are increasingly being used in Internet of Things scenarios. The approach is validated through a prototype system and demonstrates scalability on a synthetic smart building benchmark.

Editor perspectives

At Tallyfy, empowering non-technical users to define and execute workflows is at the heart of our product philosophy. We are excited by the potential of Linked Data technologies in enabling seamless data integration across diverse domains and believe that semantic workflow models, as explored in this research, will play a key role in the future of IoT orchestration. The scalability results further strengthen the case for adopting such declarative approaches over traditional imperative programming in IoT contexts.

Glossary of terms

IFTTT (If This Then That)

IFTTT is a web-based service that allows users to create chains of conditional statements, called applets, which are triggered based on changes to other web services such as Gmail, Facebook, Instagram, and Pinterest. IFTTT is an abbreviation of “If This Then That.” The company was founded in 2010 and has since expanded to support over 600 services and devices.

API (Application Programming Interface)

An API is a set of definitions and protocols for building and integrating application software. It’s a collection of programming instructions and standards that allow web applications to communicate with each other. APIs sit between an application and the web server, acting as an intermediary layer that processes data transfer between systems.

Webhook

A webhook is a way for an app to provide other applications with real-time information. It delivers data to other applications as it happens, meaning you get data immediately. Unlike typical APIs where you would need to poll for data very frequently in order to get it real-time, webhooks deliver data to your application as it happens.

IoT (Internet of Things)

The Internet of Things (IoT) refers to a system of interrelated, internet-connected objects that are able to collect and transfer data over a wireless network without human intervention. The personal or business possibilities are endless. A “thing” can be any object with embedded electronics that can transfer data over a network – without any human interaction. Such connected devices can include everything from cell phones, coffee makers, washing machines, headphones, lamps, wearable devices, and almost anything else you can think of.

Workflow Automation

Workflow automation is the design, execution, and automation of processes based on workflow rules where human tasks, data, or files are routed between people or systems based on pre-defined business rules. Workflow automation reduces the manual effort required to complete repetitive tasks, allowing employees to focus on higher-value work. It also helps to ensure that processes are executed consistently and accurately every time.