[Use Case After Adjustment] How to integrate Zendesk with Gmail to send an email via Gmail when a new ticket is created in Zendesk

m.i

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

Customer support requires speedy responses, doesn't it?
As days pass after an inquiry is made, there is a concern that customer satisfaction may decrease.
To prevent this, let's streamline support operations by integrating Zendesk, which allows efficient cloud-based customer support management, with the highly utilized Gmail without any coding!
One of the appealing points is that even non-engineers can easily set it up.
By setting up a system where an email is automatically sent to Gmail when a new ticket is created in Zendesk, the person in charge can grasp the occurrence of tickets in real-time and respond without delay.
This article will detail how to integrate Zendesk and Gmail using Yoom and the benefits of doing so.
Let's improve the response of the customer support team and enhance customer satisfaction.‍

Benefits of Integrating Zendesk and Gmail & Drawbacks of Not Doing So

What are the benefits of integrating Zendesk and Gmail?
We will also explain the drawbacks of not integrating them.‍

Benefit 1: Faster Response from the Support Team‍

By building a flow that integrates Zendesk and Gmail, the support team can immediately recognize when a Zendesk ticket is generated from an incoming email.
This reduces the chances of overlooking tickets or delays in response, thereby improving customer satisfaction.
By utilizing Gmail's notification feature, the person in charge can confirm the occurrence of new tickets even when on the go or in a mobile environment, enabling a speedy response.

Benefit 2: Streamlining Operations through Automation

You can also expect efficiency through the automation of operations.
The hassle of manually sending emails when a new ticket is created is eliminated, as emails are automatically sent to Gmail, allowing the person in charge to focus on other important tasks.
This reduces manual work and optimizes resources.
Additionally, receiving notifications of new ticket occurrences via email prevents them from being missed, reducing the risk of oversight or delays in response.
By being freed from routine tasks, the person in charge can allocate time to high-value tasks, improving the overall performance of the organization.

Drawback: The Effort and Risk of Not Integrating

If not integrated, you need to manually check tickets and create emails, which requires time and effort.
There is also a risk of human error and delays in response, which can lead to decreased customer satisfaction.
By using Yoom, you can eliminate these efforts and risks and provide efficient support operations.

How to Create a Zendesk and Gmail Integration Flow

We have introduced the benefits so far.
Now, let's quickly integrate the two apps we will use this time with Yoom!
If you do not have a Yoom account, you can create one from the Yoom account creation page. It takes 30 seconds to start!
For basic operations of Yoom, please refer to Getting Started with Yoom.
Once registration is complete, let's create a "Flowbot that sends an email to Gmail when a new ticket is created in Zendesk".

Step 1: Integrate My App

‍First, let's integrate Zendesk and Yoom that you are using.
Select My App → New Connection → Zendesk from the left side of the Yoom page.
Search for it in the app list or by app name.
Set it up when the following screen appears.
※Zendesk is an app that can only be used with the Team Plan and Success Plan.
You can try a 2-week free trial, so if you are considering it, please take this opportunity to try it out.
You will need to register your account name and access token.
Please refer to the help page for registration.

Once entered, press Add.
Next, integrate Gmail.
Click Sign in with Google.
※Please allow all permissions to Gmail during authentication.

As you proceed with the login, you will see this screen, so click Continue after confirming.

Once the two apps are displayed in My Apps, you're done.

‍Step 2: Set Triggers and Actions

‍This time, we will use the prepared template.
When you open the template page, select Try this template.
If you are using Yoom, log in, and if you are new, please register as a member.
As you proceed, the template will be copied to your workspace.
If necessary, you can change the name of the template.
Click My Projects on the left, and the copied template will appear.
Click the ellipsis (...) on the right → select Edit.

Now let's set up the app trigger.
Select "When a new ticket is created".

Check the account information to be linked with Zendesk, and proceed to the next step with the trigger action as it is.
The API connection settings for the app trigger will appear.
You can choose the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※The selection of activation intervals varies depending on the plan.
Set the subdomain.
Enter the value of the part in the URL "https://●●●●●.zendesk.com/".
Test here, and if there is no error, save it.

Next, click "Send Email".

Check the account information to be linked with Gmail.
Let's set up the email content.
To: Enter the address where you want to receive the email
Subject: Optional
Body: This time, I set it up like the image, but you can also customize it by selecting the output, etc.
If you have a job with a lot of fieldwork and can't check Zendesk often, it's recommended to select {{details}} from the output so you can check the ticket details in the email.
Once set, proceed to the next step.

The email sending content you set earlier will be displayed.
If there are no issues, let's test it.

The actual email reception screen looks like this.
You can now see at a glance what has been added.

Finally, turn on the app trigger to complete.
Thank you for your hard work!

Summary

By integrating Zendesk and Gmail, customer support operations have been greatly streamlined.
The appeal of Yoom is that even non-engineers can easily set it up.
Being able to know the addition of new tickets in real-time will reduce missed confirmations and delays in response, improving customer satisfaction.
Let's say goodbye to the days of reloading the page to check if tickets have been added by utilizing this flow.
Additionally, automation can be expected to improve operational efficiency, allowing the support team to focus on more important tasks as the time spent on manual tasks is secured.
By using Yoom, let's maximize these benefits and conduct efficient support operations.

The person who wrote this article

m.i

I have experienced finance-related work for about 3 years since I graduated as a new graduate. Due to the industry, there are so many tasks that are done manually, and I came across Yoom when I thought that if automated, I could do more other work. I'm impressed every day by the convenience of Yoom while writing a blog. I try to make the structure easy to understand.