How to automatically create a response with Dify and notify in Google Chat when an email is received in Gmail

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When the message "Template has been copied!" appears, click "OK" to complete the copy.

Step 2. Set up Gmail Trigger

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Next, set up the Gmail trigger.
Click "When an email with a specific label is received".

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Next, check the "Account information to integrate with Gmail".
You can freely edit the title, but do not change the trigger action, and click "Next".

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Set up the API connection.
The "Trigger interval" can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ Please note that the shortest trigger interval varies depending on the plan.

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 are displayed in the output.
If the email information is displayed correctly, click "Save".

Step 3. Set up Dify Action

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Next, set up the Dify action. Click "Send chat message".

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Edit the title as desired and check the account information, then click "Next".

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Set the message content to be sent to Dify.
For "query", click the field and select 'Body', which is the inquiry content, from the displayed options.
For "user", enter a half-width numeric value (any identifier) as per the annotation.
Once the setup is complete, click "Test" and check if the information is displayed correctly in the output.
If there are no issues, click "Save".

Step 4. Set up Google Chat Action

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Next, set up the Google Chat action.
Click "Send message".

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Edit the title as desired and check the account information, then click "Next".

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For "Space resource name", click the field and select a space from the options, or refer to the annotation and quote the resource name from the Google Chat URL.
The "Message content" can be edited as desired. This time, we set a message that includes the email subject and body, as well as the response content from Dify.
Once the setup is complete, click "Test" to check if the message is sent to Google Chat.
After confirming the message is sent, click "Save".

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Click "Turn on trigger" to complete the flow setup.
Now, when an inquiry email is received in Gmail, the response content will be automatically created in Dify, and a notification will be sent to Google Chat.

Examples of Automation Using Gmail, Dify, and Google Chat

In addition to the flow introduced this time, you can achieve various business automations by utilizing the APIs of Gmail, Dify, and Google Chat.
All of them can be used with simple settings, so if you find something interesting, please give it a try!

Examples of Automation Using Dify

Create a Response with Dify and Notify When an Inquiry Email is Received in Outlook

By notifying communication tools after a response proposal is quickly created, it will lead to an improvement in response speed.

When there is an inquiry via Google Forms, create a response in Dify and send a notification

By streamlining the process of creating and reviewing responses, customer service is expected to become more efficient.

Example of Automation Using Gmail

When a new file is created, send an email to Gmail

When a new file is created, send an email to Gmail, so you can quickly share files.

Add content when you receive an email with a specific label in Gmail

AI will extract the necessary information from emails with a specific label, which may help prevent emails from being overlooked or not being created properly.

Automatically send emails to managed recipients

This will eliminate the need to manually obtain information or create and send emails, which should help prevent sending to the wrong address or forgetting to send.

Automation Example Using Google Chat

Register Information When Posted on Google Chat

It eliminates the hassle of transcribing messages from Google Chat, leading to a reduction in work time.

Transcribe Content and Notify on Google Chat

This flow uses AI capabilities to transcribe and summarize (create minutes) and notify on Google Chat.
It also helps reduce the workload of transcription and information sharing tasks.

Benefits and Examples of Integrating Gmail with Dify and Google Chat

Benefit 1: Reduction in Response Time and Effort

By automatically generating response content with Dify for inquiry emails received in Gmail and notifying it via Google Chat, you might reduce the manual work of customer support representatives.
Furthermore, since the generated response content is notified in Google Chat, representatives can simply review and make adjustments before replying.
This can shorten response times in situations where quick action is required, potentially improving customer satisfaction.
For example, promptly responding to urgent inquiries or emails from important clients is expected to strengthen trust relationships.

Benefit 2: Reduction of Human Errors and Standardization of Response Quality

By using Dify to automatically generate response content for Gmail inquiries, you should be able to reduce human errors such as typos and omissions that often occur when representatives manually create responses.
Additionally, since Dify creates responses based on pre-set templates and rules, a consistent quality can be maintained regardless of which representative handles the inquiry.
This is particularly effective for support teams with multiple representatives handling inquiries or when dealing with complex issues!
For example, even for detailed inquiries about product specifications, it is expected that accurate information can be provided quickly.

Benefit 3: Streamlining Operations and Optimizing Resources

By integrating Gmail, Dify, and Google Chat, automating response creation and notifications may reduce the working hours of representatives.
As a result, the freed-up time can be allocated to other important tasks or customer interactions.
This is especially beneficial when handling a large number of inquiries or during busy periods when staff is limited, as operational efficiency can be expected to improve.
For instance, even when inquiries flood in during a new product release, leveraging app integration can contribute to enhancing the overall productivity of the organization.

Conclusion

In this article, we introduced a method to streamline email responses by integrating Gmail with Dify and Google Chat.
By implementing this system, it is anticipated that the automation of response creation and notifications, which were previously done manually, will shorten response times while maintaining quality.
Especially during periods with a high volume of inquiries or when time and human resources are limited, you will be able to respond quickly and accurately.

Yoom's app integration can be easily implemented without programming. Take this opportunity to experience the efficiency improvements brought by automation!