Managing multiple tools in daily operations can often lead to complicated workflows, especially in customer support teams. Constantly switching between systems, search windows, and internal chats can increase response times and hinder efficiency.
In this article, we’ll show you how to automatically generate responses for inquiry emails received in Gmail using Dify and share the response proposal with your team on Google Chat. This integration can significantly enhance the efficiency of support teams that handle large volumes of emails daily.
Meet Yoom: No-Code Automation
Yoom is a next-generation no-code automation that lets you connect and automate tasks between your favorite apps. Connecting different apps can be challenging for non-engineers, but Yoom makes automation accessible to everyone.
🌐 Connect with apps like Gmail, Dify, Google Chat, and more.
📖 Use automation templates - no technical setup required
📈 Boost productivity and reduce human errors
You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.
In this guide, you'll learn the step-by-step process of how to use Yoom to connect Gmail, Dify, and Google Chat to create a Flowbot that automatically generates responses for inquiry emails received in Gmail using Dify and shares with your team on Google Chat.
✨ Recommended for
Customer support teams who regularly use Gmail, Dify, and Google Chat and want to automate responses.
Teams looking to reduce human errors and maintain consistent response quality in customer support.
Team leaders are looking for efficient ways to handle a high volume of inquiries during busy periods.
IT Teams want to integrate various tools and automate business processes for better operational efficiency.
✔️ For Those Who Want to Try It Quickly
Yoom offers ready-made templates for easy setup, integrating Gmail, Dify, and Google Chat to auto-generate responses to emails. Click the "Try It" button to get started now!
We’ll also walk you through the step-by-step process of creating this automation flow in the following section of this article.
Receive inquiry emails in Gmail, create response content with Dify, and notify in Google Chat.
🚀 Let’s Create a Flow to Automate Inquiry Email Responses in Gmail with Dify and Share via Google Chat
Let's walk through how to set up a flow that automatically generates responses for inquiry emails received in Gmail using Dify, and notifies your team on Google Chat with the response proposal.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
A free Yoom account
Access to Gmail, Dify & Google Chat
If you don’t have a Yoom account yet, register now from thisregistration form!
Set Up Overview
Integrate Gmail, Dify, and Google Chat with Yoom
Copy the template
Set up Gmail trigger
Set up Dify and Google Chat actions
Turn the Flowbot ON
Step 1. Integrate Gmail, Dify, and Google Chat with Yoom
Let’s start with connecting the apps.
After logging into Yoom, go to "My Apps" from the left side menu, and click the "+ Add" button.
Connect Gmail
Search for Gmail from the app list and select it.
Click "Sign in with Google". Select the account you want to connect to.
Click "Continue".
Connect Dify
Similarly, go to "My Apps" from the left side menu, and click the "+ Add" button. Search for "Dify" from the app list and select it.
Enter the account name. Use a name that's easy to recognize, such as your company name or the person responsible for the account.
To get the access token, refer tothis guidefor the detailed steps.
Once all the required fields are filled in, click "Add" to complete registration.
Connect Google Chat
Similarly, go to "My Apps" from the left side menu, and click the "+ Add" button. Search for "Google Chat" from the app list and select it.
⚠️ Note: Integration with Google Chat is only available with Google Workspace. For more details, refer to this guide.
If two apps appear in the search results, select Google Chat (OAuth).
Next, click "Sign in with Google."
Enter the "Client ID" and "Client Secret" and click "Add”.
📚 Reference: For more details on how to connect with Google Chat, refer to thisguide.
Step 2: Copy the Template
Click the "Try It" button to copy the pre-built template into your project.
Receive inquiry emails in Gmail, create response content with Dify, and notify in Google Chat.
Click "OK" and give the Flowbot a name to recognize.
The template will be copied to your "My Project".
Step 3: Set Up Gmail Trigger
Next, let’s set up the Gmail trigger.
Click "When an email with a specific label is received".
Give your trigger a title (optional). Confirm the pre-configured settings, and click “Next”.
Trigger Interval
Set your trigger interval (frequency of sync) on how frequently Yoom checks Gmail for updates.
It can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
We recommend setting the trigger to the shortest activation interval available for your plan.
⚠️ Note: The trigger interval varies depending on your Yoomplan. Be sure to check your current plan’s limit.
For "Label", click the field and select a label from the displayed options. Once the setup is complete, click "Test" and check if the email details appear in the retrieved value.
If the email information is displayed correctly, click "Save".
Step 4: Set Up Dify Action
Next, let’s set up the Dify action. Click "Send Chat Message".
Same as before, give an action a title (optional). Confirm the settings, and click “Next”.
Click inside the box, and select “body” from Gmail’s retrieved value of the previous action. Verify that the body box gets updated as shown below.
You can add instructions as below.
Set the user. Entering a new value like 'user123' will start a chat as a new user, while entering an existing user's ID will allow you to continue the chat with that user's history.
Once the setup is complete, click “Test”. If everything looks good, click “Save”.
Step 5: Send a Message via Google Chat
Click "Send message".
Same as before, give an action a title (optional). Confirm the settings, and click “Next”.
For the “Space Resource Name”, click the field and select a space from the options.
You can modify the “Message Content” as needed. In this case, we’ve set up a message that includes the email subject, body, and the response generated from Dify.
Once the setup is complete, click “Test” to check if the message is sent in Google Chat. If the test succeeds, click “Save” to finalize the setup.
Step 6: Activate the Flowbot
Toggle the "Trigger On" button to activate your flow! Check if the Flowbot you set up is working properly.
That's it! 🎉 Your Flowbot is ready.
Receive inquiry emails in Gmail, create response content with Dify, and notify in Google Chat.
💡 Other Automation Examples Using Gmail, Dify, and Google Chat
You can try out more automations by utilizing Gmail, Dify, and Google Chat with Yoom.
Here are some examples you can explore for your next automation!
Automation Examples Using Dify
Create a Response with Dify and Notify When an Inquiry Email is Received in Outlook
By automatically notifying your team through communication tools after a quick response is generated, this automation improves response speed and helps teams stay on top of customer inquiries.
When you receive an inquiry email in Outlook, create a response in Dify and notify Microsoft Teams.
■Overview This is a flow that adds an issue to GitHub when an email with a specific label arrives in Gmail. With Yoom, you can connect apps without programming, making it easy to implement this flow.
■Recommended for ・Members of a development team managing inquiries or bug reports received via email from customers on GitHub ・Those who want to organize sales or support interactions as GitHub Issues ・Product managers who want to respond quickly to feedback from users ・Those who want to automate organizing and transcribing email content to reduce the hassle of registering GitHub Issues ・Business unit managers managing multiple projects simultaneously who want to efficiently manage email requests from stakeholders
■Notes ・Please connect both Gmail and GitHub with Yoom. ・Triggers can be set at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval may vary depending on your plan.
■Overview Are you manually creating tickets in Zendesk for inquiries that arrive in Gmail? While this task is simple, there is no room for missed responses or input errors, and it often becomes a heavy burden. By using this workflow, a ticket is automatically created in Zendesk just by receiving an email in Gmail with a specific label, enabling you to streamline manual response tasks and speed up customer support.
■Recommended for ・Customer support staff who manage inquiries received via Gmail in Zendesk ・Those who are concerned about missed responses or delays caused by manual ticket creation ・Those who want to automate inquiry handling and improve team productivity
■Notes ・Please connect Yoom with both Gmail and Zendesk. ・Zendesk is available only on the Team and Success plans. On the Free and Mini plans, the Flowbot operations and Data Connect configured will result in errors, so please be aware. ・Paid plans such as the Team plan and Success plan offer a two-week free trial. During the free trial, you can use apps that are otherwise restricted. ・You can choose trigger intervals of 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan; please note.
■Overview This is a flow to automatically send follow-up emails via Gmail after a Zoom webinar ends. By using Yoom, you can easily connect apps without the need for programming.
■Recommended for 1. Those who frequently host webinars on Zoom ・Those who want to ensure follow-up emails are sent to participants after the webinar ends but find manual work cumbersome ・Those who want to send follow-up emails to webinar participants quickly and efficiently
2. Those who use Gmail as a primary means of communication ・Those who use Gmail daily and want to improve work efficiency by automating template emails ・Those who want to avoid the hassle of sending individual emails to all participants
■Notes ・Please connect both Zoom and Gmail with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■Overview This is a flow to retrieve customer information from Notion at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Notion ・Those who find it burdensome to send regular follow-up emails to customers ・Corporate sales representatives or assistants who need to send reminder emails to customers according to contract renewal times or deadlines ・Those who want to send notifications such as coupons to multiple customers meeting certain conditions on a scheduled basis
■Notes ・Please integrate Notion and Gmail with Yoom. ・The operation between "repeating the same process" is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations or data connections set in the flow bot will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview ・Send emails at once to the addresses in the customer list within Google Spreadsheet. ・By using the process of repeating the same operation, you can send emails by converting the company name and contact person name for each customer.
■Actual Flowbot Movement https://youtu.be/dUv9YYx5wHo
■Notes ・The operation of repeating the same process used this time is available for team plans and above. ※Even in the free plan, a two-week trial of the paid plan is possible once. You can apply from the plan change at the bottom left of the Yoom workspace (management screen), so please use this for function verification of the paid plan.
What you can do with the free trial, how to start, and points to note▼ https://intercom.help/yoom/ja/articles/9115350
👏 Benefits and Examples of Integrating Gmail with Dify and Google Chat
Benefit 1: Reduced Response Time and Effort
By automatically generating responses with Dify for inquiry emails received in Gmail and sharing the team via Google Chat, you can reduce the manual work required for customer support teams. Once the response is in Google Chat, the team can quickly review and make adjustments before sending it. This process speeds up response time, especially in situations that require a quick reply.
Benefit 2: Fewer Human Errors and Consistent Response Quality
Using Dify to automatically generate responses to Gmail inquiries helps minimize common human errors, such as typos or missing details. Since Dify creates the responses based on preset templates and rules, the reply quality remains consistent regardless of who handles the inquiry. For example, when responding to detailed questions about a product, using Dify ensures that accurate and consistent information is provided quickly, even if different team members are replying.
Benefit 3: Streamlined Operations and Optimized Resources
Integrating Gmail, Dify, and Google Chat automates the response creation and notification process, freeing up time for the team to focus on other tasks or customer interactions.This is effective during busy periods, such as a new product launch, when inquiry volumes are high. By automating responses, your team can maintain operational efficiency even when resources are limited, improving overall productivity.
📖 Summary
In this article, we showed you how to streamline email responses by integrating Gmail with Dify and Google Chat. We focused on automating the process of generating responses for inquiry emails received in Gmail.
By implementing this automation, you can significantly reduce response time while maintaining high-quality replies. This is especially useful during periods with high inquiry volumes or when resources are limited, allowing for quick and accurate responses without manual effort.
Best of all, no technical expertise is needed, and anyone can easily set it up! Ready to simplify your workflows? Sign up for Yoom and try it today!
With approximately five years of experience in the customer success industry at a foreign company, I share valuable content daily based on the challenges faced in various roles, from operators to management. By utilizing Yoom, I aim to provide you with actionable insights to enhance customer experience and deliver practical content that can be applied in the field.
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