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

"Are you tired of manually organizing inquiry emails every time?" Do you have such concerns? 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 content to be automatically registered in Airtable, significantly reducing the time spent on manual entry. Moreover, 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 to help 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 content received in Gmail to Airtable to improve work efficiency
Owners of small and medium-sized enterprises who want to streamline customer inquiry handling but reduce manual data entry
Sales representatives who are managing sales progress using Airtable and are considering integration with Gmail

Benefits and Examples of Integrating Gmail and 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 inquiries from clients via Gmail, manually entering the content into Airtable and organizing it as tasks often led to input errors and wasted time.

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

Automatically registering inquiry emails received in Gmail to Airtable is expected to significantly improve customer response efficiency.

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

Even when multiple staff members are handling customer inquiries, everyone can access the latest inquiry information, ensuring smooth workflow.
This is expected to improve customer satisfaction as well. Automatic registration makes customer response 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, if sales or customer support teams were manually adding inquiry content received in Gmail to Airtable to manage progress, omissions or delays often occurred in the process. However, with Gmail and Airtable integration, received inquiry emails are automatically reflected in Airtable, allowing you to see the progress of each inquiry at a glance. 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 customer inquiries are overlooked.

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 to Airtable

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

The general flow of the setup is as follows:

Integrate Gmail and Airtable with Yoom and My Apps
Copy the template
Configure the flow in detail
Turn on the trigger to run the flow

This flow uses AI operations (extracting data from text).
AI operations are available only on some paid plans. If your plan is not eligible, the operations set in the flow bot 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.

[What is Yoom]

Step 1: Integrate Gmail and Airtable with My Apps

First, let's integrate the apps we will use 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.

Additionally, when reflecting what is 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 a 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 are displayed in the My Apps list, the integration is complete.

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

Step 2: Set Up App Trigger in Gmail

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

Change the title to something clear, verify the account information, and proceed to the next step.
On the next page, specify the trigger interval and label.

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

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

This time, we are labeling emails that contain the word "inquiry" in the title.

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If the test is successful, you can obtain the email content 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 select a conversion type from 3,500 to 30,000 characters.
The number of tasks consumed will change, so set it considering your contracted plan and email content.

Once set, proceed to the next step to configure the email content extraction.

The target text automatically reflects the email body output.
If you need attachments or other items to extract, add them.

Once set, click "Test".

If the test is successful, you can obtain the output of the specified items.

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, like Gmail, revise the title and verify account information before proceeding.

On the next page, configure the details for registration in Airtable.
Enter the base ID and table ID from the Airtable URL, then input the information to reflect 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.

Now, 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 and is expected to improve the efficiency of sales activities, allowing for quick communication.

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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 save the hassle of issuing invoices and ensure smooth billing operations.

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Search Airtable records at the specified schedule and send emails via Gmail

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 any oversight or delay in operations.

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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 in operations.

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

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