How to integrate Gmail with Airtable to automatically register inquiry details in Airtable

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!

"Is manually organizing inquiry emails every time a hassle for you?" Are you facing such a problem? Especially in sales and customer support environments, the task of checking each received email and entering data can be a time-consuming process. However, by integrating Gmail with Airtable, you can automate this tedious task.

This integration allows inquiry details to be automatically registered in Airtable, significantly reducing the time spent on manual entry. Additionally, it enables you to quickly understand who needs to do what, ensuring smooth operations for the entire team. In this article, we will explain how to set up this integration, so please read to the end and use it to improve your work efficiency.

Recommended for

Sales managers who want to centrally manage customer information across multiple sales teams and visualize progress in Airtable
Online shop operators who want to automatically register inquiry details received in Gmail into Airtable to improve work efficiency
Small business owners who want to streamline customer inquiry handling but reduce manual data entry
Sales representatives who manage sales progress using Airtable and are considering integration with Gmail

Benefits and Examples of Integrating Gmail with Airtable

Benefit 1: Task Management Based on Inquiry Email Content

By integrating Gmail with Airtable, you can automatically create tasks from received inquiry emails and manage them efficiently. In the traditional method, when receiving inquiry content from clients in Gmail, manually entering it into Airtable and organizing it as a task often led to input errors and time wastage.

However, with Gmail and Airtable integration, the content of inquiry emails is automatically reflected in Airtable and immediately registered as tasks. This allows team members to instantly understand what needs to be done next, preventing task omissions and misunderstandings. For example, when inquiries such as "additional product requests" or "delivery date confirmation" are received, they are automatically reflected in Airtable, allowing the responsible person to check them immediately.

This automation is expected to streamline operations and improve team productivity. Automated task management is expected to enhance work efficiency.

Benefit 2: Improved Customer Response Efficiency Through Automatic Registration

By automatically registering inquiry emails received in Gmail into Airtable, it is expected to significantly improve customer response efficiency.

For example, when receiving inquiries about products or services from customers in an online shop, traditionally, it was necessary to manually enter the content into Airtable. However, by utilizing the integration of Gmail and Airtable, the content of the email is automatically reflected in Airtable, allowing staff to check it immediately. This automation eliminates the need for manual entry work, achieving time savings. Additionally, as staff can always access the latest information, it reduces missed replies and information errors, and is expected to improve response speed.

Even when multiple staff members are handling customer responses, everyone can access the latest inquiry information, ensuring smooth workflow. This is expected to improve customer satisfaction as well. Automatic registration makes customer responses quick and accurate.

Benefit 3: Visualize the Progress of Customer Inquiries

By automatically importing inquiry emails received in Gmail into Airtable, you can easily visualize the progress of customer responses.

For example, when sales or customer support teams manually add inquiry content received in Gmail to Airtable to manage progress, omissions or delays often occur in the process. However, with Gmail and Airtable integration, received inquiry emails are automatically reflected in Airtable, allowing you to instantly check the progress of each inquiry. This enables you to immediately understand which inquiries are pending and which actions need to be taken. The responsible person can quickly take the next step, ensuring no inquiries are left unaddressed.

Sales and customer support activities are streamlined, improving the overall productivity of the team, while also strengthening the trust relationship with customers.

How to Create a Flow to Register Inquiry Content Received in Gmail into Airtable

From here, we will set up the flow using Yoom to utilize Gmail and Airtable. The flow we will set up this time is "Registering inquiry content received in Gmail into Airtable."

The general flow of the setup is as follows:

Integrate Gmail and Airtable with Yoom and My Apps
Copy the template
Configure flow details
Turn on the trigger to start the flow

This flow uses AI operations (extracting data from text).
AI operations are available only with some paid plans. If your plan is not eligible, the operations of the flow bot you set will result in an error.

Paid plans offer a two-week free trial, during which you can use restricted apps and AI features.

Let's start with the preparations right away.

[What is Yoom]

Step 1: Integrate Gmail and Airtable with My Apps

First, let's integrate the apps we will use this time with Yoom.

After logging into Yoom, click "+ New Connection" from "My Apps" in the left menu.

When the app search window appears, search for Gmail and Airtable.
We will explain each integration in detail.

Gmail My App Integration and Label Preparation

Gmail requires integration with a Google account.

Click "Sign in with Google" and select the Google account to integrate.
When the "Log in to Yoom" screen appears, proceed to the next step and allow access to the account.

Click "Continue" to complete the Gmail My App integration.

When reflecting what you received in Gmail to Airtable, the email needs to be sorted into a specific label.
Prepare a label with specified conditions in advance.

Refer to the official website for how to create it.

You can automatically sort emails that contain specific words like "inquiry" in the title.

Airtable (OAuth) My App Integration

To integrate Airtable (OAuth) with My Apps, you need to specify the Workspace.

After selecting the workspace to add with "+ Add a base," click "Grant access."
If there are no particular issues, select all workspaces.

If Airtable and Gmail appear in the My Apps list, the integration is complete.

‍

Next, proceed to the detailed flow settings.
Click "Try it" from the banner below to copy the template.

Step 2: Set Up App Trigger in Gmail

The initial setting is "When an email matching a specific keyword is received".
The first page reflects the Gmail account linked with My App.

Change the title to something easy to understand, verify the account information, and then proceed.
On the next page, specify the trigger activation interval and label.

The trigger activation interval automatically checks for received emails at the set time intervals.
Set it according to your business needs.
Please note that the trigger activation interval may not be selectable depending on the plan, so be careful.

After specifying the trigger activation interval and the pre-created label, send an email for testing and click "Test".

In this case, emails containing the word "inquiry" in the title are labeled.

‍

If the test is successful, the email content can be obtained as output as shown above.

Once you have set it up to this point, click "Save" to complete the trigger setup.

Step 3: Set Up Data Extraction from Email

Next is the setting for "Extract Data from Text".
First, set up the action.

You can choose a conversion type from 3,500 to 30,000 characters.
The number of tasks consumed will change, so consider your contracted plan and email content when setting it up.

Once set, proceed to the next step to set up data extraction from the email content.

The target text automatically reflects the email body output.
If you need items like attachments, add them as needed.

Once set, click "Test".

If the test is successful, the output of the specified items can be obtained.

Once confirmed, click "Save" to complete the data extraction setup.

Step 4: Set Up Record Registration in Airtable

The final setting is "Create Record".
On the first page, as with Gmail, correct the title and verify the account information before proceeding.

On the next page, perform detailed settings for registration in Airtable.
Enter the Base ID and Table ID from the Airtable URL, then input the information to be reflected in the fields.

Airtable is set up as follows.

Ensure that each field name matches the output content.

Once everything is set, click "Test".

If the test is successful, the information will be reflected in Airtable and the output will be obtained in Yoom.

Once confirmed, click "Save" to complete all settings.
Finally, turn on the trigger to activate the flow.

With this, inquiry emails received in Gmail will be automatically added to Airtable.
The flow you set up is as follows.

Other Automation Examples Using Gmail and Airtable

Create a Zoom Meeting and Send Meeting Information via Gmail When a Lead is Registered in Airtable

When a new lead is registered in Airtable, a Zoom meeting is automatically created, and the meeting information is sent to the recipient via Gmail. This reduces manual work, improves the efficiency of sales activities, and enables quick communication.

‍

Create an invoice in Misoca and send it via Gmail when the status is updated in Airtable

When the status is updated in Airtable, an invoice is automatically created in Misoca and sent via Gmail. This is expected to reduce the hassle of issuing invoices and ensure the billing process proceeds smoothly.

‍

Search Airtable records on the specified schedule and send emails via Gmail integration

By searching Airtable records according to the specified schedule and automatically sending related emails through Gmail, you can ensure that important communications are made without delay. This is expected to prevent oversights and delays in operations.

‍

Summary

By integrating Gmail with Airtable, inquiry emails can be automatically registered in Airtable, streamlining customer support. This eliminates the need for manual data entry, saving time on tasks.

Additionally, progress visualization and task management become easier, which can enhance the productivity of sales and customer support teams. With Yoom, anyone can easily automate processes without coding. If you want to maximize operational efficiency, give it a try.

‍