Those of us who rely on Macs for our day-to-day work have probably settled into a routine of doing a few unpleasant and time-consuming procedures. The whole point of having a computer is so that it can perform tedious tasks, right? In a word, yes. And with some planning, Automator makes it as simple as dragging and dropping things onto a window to make your Mac do just that. In this article, we will discuss how to use Automator on a Mac, and how to run Automator workflows automatically.
What Is Automator on Mac?
Automator is Mac software that lets you build automated processes. You probably already have a good idea of how Automator functions if you’ve used similar tools, such as If This Then That, iOS’s Shortcuts, or even Zapier or Integromat.
Automator is unique among digital automation tools because it works seamlessly with Mac OS. You may use it to customize your Mac by adjusting its settings, organizing your files, and creating shortcuts with the press of a key.
It’s a helpful app that can help you get more done in less time and provide more features for your Mac.
There are many other automation tools for macOS that are superior to Automator, and I feel compelled to point that out. Keyboard Maestro is one app researchers recommended in a recent Best June Apps For iOS and macOS post for power users who enjoy automation. However, Automator is appropriate for most users due to its simplicity and lack of cost.
The Basics of Digital Automation, in a Nutshell
Don’t feel bad if you’re having trouble following along. This is likely due to your lack of familiarity with the idea of digital automation. Let’s make a change there.
The majority of us are familiar with the type of automation that occurs in factories. Final products spit out of a factory’s exit after being fed raw materials into the facility and transported by machines through a series of modifications that require little to no human intervention. A spoon is created when steel arrives.
A few key differences distinguish digital automation from its analog counterpart:
- The primary goal of digital automation is time savings rather than the production of tangible goods or services. However, it is capable of these actions.
- A standard computer completes it rather than using complex machinery. Digital automation is thus accessible to anyone who has access to a computer.
Using digital automation, you may routinely accomplish mundane tasks like organizing files, sending the same email every Friday, or reducing the size of photographs by half. The Automator app allows you to perform all of these things and more after you learn how it operates.
How Does the Automator Function on Mac?
Good question, There are two primary approaches to using the Automator software. The first is easy to pick up and use, but the second may take some practice.
#1. Automatically Complete Tedious Activities With Workflows
In the first place, we have workflows as a method. What other programs may refer to as a “routine” or “automation” might be thought of as a “workflow” in Automator.
The first step in making a workflow in the Automator software is deciding what kind of workflow you want to make.
This is crucial because it will influence the schedule and parameters of your workflow. For instance, you may configure workflows to execute according to your schedule, or you may add a new item to the right-click menu.
Afterward, you’ll design the workflow’s executable steps. This is where you’ll put together the series of actions that will launch your process. This may consist of a single action or multiple actions.
These are the sorts of automated processes you may expect to build if you don’t know how to code.
#2. Automator Scripting to Perform Unique Tasks
You can also choose to write your own code if you have the necessary skills. Your own macOS-compatible automation scripts can now be written using this. This means you’re not limited to Automator’s predefined process options.
Of course, you’ll need to know how to write code in order to use this method. In order to automate your process, you can use AppleScript, JavaScript, or even shell commands.
As you’ll be creating your own scripts from scratch, you’ll be exposed to many of the common challenges programmers face. You’ll need to test it thoroughly, you might end up doing a lot of research on Google, etc.
You can combine your script with the preexisting Automator actions to make the procedure a little less cumbersome. Thus, you can avoid developing code if your desired functionality is already available in Automator.
How to Use Automator on a Mac
We will presume that you have discovered the Automator application on your Mac and are now curious as to how to use it. We would venture a guess that the vast majority of Mac users (even those who have used Macs like the MacBook Pro for years) are unaware that it is part of macOS.
But there it is, a friendly robot icon just waiting to be put to good use. The idea is that it will make quick work of mundane activities like converting photos, cleaning up a downloads folder, or mass renaming a number of files. It accomplishes this by enabling the development of workflows that can be as elementary or sophisticated as you wish.
The first step in learning how to use Automator is, in many ways, reading through all of the things it can do to help you. Understanding all it’s capable of takes some time, but if you treat it as “if this, then that” programming with some drag-and-dropping thrown in, you’ll have it figured out in no time. Do it, and you’ll see what we’re talking about.
Here’s how to use the Automator on a Mac.
#1. Launch the Automator Software
To initiate the Spotlight Search feature, please press the Command key and the Spacebar simultaneously. This action will open the Spotlight Search interface. Next, proceed to type the term “Automator” into the search bar and locate the corresponding icon. Finally, click on the Automator icon to access the software. The user can find the desired application in the Dock, where they can also access Launchpad by opening it there.
#2. Click File and Select New
In this illustrative instance, we shall construct a workflow that facilitates the simultaneous conversion and resizing of photos. However, it is important to note that there are more functionalities that can be explored. To initiate the process, users are advised to navigate to the “File” tab and proceed to select the “New” option.
#3. Pick a Workflow
Now, you may view eight distinct workflow examples. It’s a lot, so let’s break it down and see what each part does.
- Workflow: Using this method, you can build an Automator-compatible process. That means you’ll have to run Automator yourself if you want to use it.
- Application: If you prefer a completely independent app, this is the one for you. If you double-click the app’s icon, it will launch, and you can then drag and drop data into it.
- Quick Action: Need instant access to your workflow? By selecting this, you can integrate the Finder windows, Services menu, and Touch Bar into one workflow.
- Print Plugin: Workflows involving the printing of documents can be developed. The print dialog will control this kind of workflow. Print PDFs, for instance, could be filed away for future reference.
- Folder Action: By doing so, a workflow can be established that is tied to a particular Finder folder. When a folder’s contents are altered, the procedure will begin. Just by dropping an image into the designated folder, for instance, it might be automatically watermarked.
- Timer Beacon: You can schedule a job to be completed at the appropriate time by linking it to a workflow in your calendar.
- Plugin for Capturing Images: The Mac application Image Capture plays a role in this procedure as it enables the transfer of media from a camera to a computer.
- Dictation Command: Last but not least, this process would activate whenever you used the Mac’s dictation accessibility feature.
To begin using a workflow, simply click the workflow type you prefer. Here at Folder Action, we voted for it.
#4. Pick a File Folder
Now that Folder Action has been chosen, we must select a folder to perform the action on. Select Other from the Choose Folder menu at the top of the window to make a new folder. Also, read HOW TO CREATE A NEW FOLDER ON MAC: Step-By-Step Guide.
#5. Select a Data Type
Please direct your attention to the initial column and, if necessary, click on it to expand the Library.
It is necessary to select an input category. In the present scenario, the selection of Files and Folders is being made with the intention of creating a designated folder wherein photographs can be conveniently deposited.
#6. Select an Action
Please choose an action from the adjacent column. Move the item to the workflow window located on the right side. In the present scenario, our objective is to initiate the process by creating a new directory.
#7. Modify the Process to Fit Your Needs
Modify the parameters of your action. In this context, we aim to assign a title to our just-created directory and establish its designated location, specifically the Desktop.
#8. Add More Actions as Necessary
The concept entails the implementation of additional actions in order to establish a comprehensive workflow. Rearrange the subsequent action by dragging it from the left side and placing it underneath the initial action. The selection made is Get Folder Contents.
#9. Save Down
After the completion of a workflow, the user should navigate to the “File” menu and proceed to choose the “Save” option. In the given illustration, a directory will be situated on the Desktop.
What Can Apple Automator Do?
While the Mac’s Automator feature can seem daunting at first, it quickly proves its worth. Workflows, operations, and applications can be automated to reduce the time spent on repetitive tasks. Furthermore, it may be used in a number of cool ways to accomplish various tasks.
Here are some cool things you can do with Mac Automator
#1. Resize Images
This Automator Quick Action allows you to resize photographs quickly and easily, without having to launch an imaging program.
- Select Quick Action as your action type.
- Make a selection under Workflow currently receiving images.
- In the far left menu, pick Actions. Select Files and Folders from the Library menu.
- Select Get Specified Finder Items from the menu on the right, and then drop it into the main window.
- Click on Photographs over there on the far left.
- Under the Finder menu on the right, click and drag the Scale Images option to the main window.
- Make the desired adjustments in pixels or percentages.
The Automator file should be named something easy to recall, such as “Resize Images.” The Services tab is where you’ll find this Quick Action whenever you’re ready to use it. Choose Services from the context menu that appears when you right-click the image, or access Services directly from the Finder menu.
#2. Merge many PDFs into one
Perhaps you have multiple PDFs that you’d like to combine into one. Here is a guide to establishing an Automator Workflow.
- Make Workflow your selection.
- In the far left menu, pick Action. Select Files and Folders from the Library menu.
- Choose Get Selected Finder Items on the right, and then move it over to the main window.
- Choose PDFs from the menu’s extreme left.
- The option to Combine PDF Pages can be found to the right of the Finder action.
- Choose between appending pages or shuffling pages, depending on your needs.
- This is a discretionary step, but it will help you organize your PDFs if you do it. Choose the Files & Folders option on the far left.
- Click and hold Move Finder Items on the right, then drop it into the main window at the bottom of the workflow.
- Choose your destination from the To menu.
In addition, simply choose the PDFs you want to merge and hit Run in the Automator interface. The destination you specified will receive your new PDF.
#3. Make Happy Birthday Cards for Your Friends and Colleagues
Plan ahead for the upcoming birthdays of your acquaintances. A birthday card that you’ve made yourself can be sent with just one click.
- Select “Application” as the file format.
- In the far left menu, pick Actions. Select Contacts from the Library menu.
- Find People with Birthdays can be dragged from the right side of the window and dropped into the main window. Select a date (today, tomorrow, or next week) from the calendar drop-down to set the birthday.
- Select Mail from the menu’s far left.
- Find the option labeled “Send Birthday Greetings” on the right side of the window, and then slide it down to where “Contacts” now sits. You can select the greeting card, have one sent at random to each recipient, and write a personal message inside.
- Select a destination on your computer, such as the Applications folder, name the file, and then click Save.
Once a birthday is located for the date you specified, the app will launch an email with the appropriate greeting, message, and recipient. It’s as simple as pressing the send button to finish.
How to Run Automator Workflow Automatically
When generating the Automator workflow, it is advisable to select the “Application” option rather than the “Workflow” option. Instead of launching the Automator application, this application development process involves the creation of a self-contained software application.
Given that you own the Workflow, it is possible for you to initiate its execution by accessing it and thereafter selecting the “File” option, followed by “Convert To…” In this case, choose the Application option. The process described involves creating a replica of the Automator document, which, once saved, will be transformed into an application.
An alternative approach involves utilizing the “Quick Action” feature in lieu of the term “Application.” Subsequently, it is possible to incorporate the aforementioned application into the Services menu, enabling users to execute it seamlessly with a single action, thereby preventing the proliferation of icons on the Desktop interface.
Is Apple Getting Rid of Automator?
Yes, Through this declaration, Apple is simultaneously laying the groundwork for the eventual discontinuation of Automator. According to Federighi, this is the initial phase of a long-term shift. Automator will receive ongoing maintenance, and users will have the ability to migrate their existing Automator workflows into the new shortcuts feature.
What Is the Difference Between an Applescript Editor and an Automator?
AppleScript is a programming language specifically designed for automation purposes, enabling developers to create automated processes for various applications. The product is not specifically designed for the typical consumer.
The Automator software is a user-friendly tool designed for basic automation tasks, such as image resizing and web link extraction. Additionally, it has the capability to record mouse movements and attempt to replicate them precisely. However, it should be noted that this feature may be prone to errors and lack reliability.
How to Use Automator on a Mac FAQ
Does Mac Have a Virus Cleaner?
Yes, XProtect, a virus scanner, comes on most Macs by default. When it comes to keeping your Mac safe from malware, look no further than XProtect, often known as File Quarantine.
How Do I Use Auto Click on Automator?
Start the script and hover the mouse over the option you want to utilize. After that, every 10 seconds (or whenever you want by editing the return 10 instruction), the mouse will click. At any point, you can end the script by right-clicking the dock icon and choosing Quit from the menu.
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