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Are you struggling to manage all the emails in your inbox every day?
It's easy to miss important emails or spend too much time on low-priority messages. But what if you can automate this process and focus on your key tasks?
This common challenge can be solved by integrating Gmail and Gemini! By integrating these two apps, you can automatically analyze incoming emails, helping you prioritize responses and avoid missed communications.
In this article, we will show you the step-by-step guide on how to set up Gmail Gemini integration. If you're someone looking to improve your daily email tasks, keep reading and learn now!
Yoom offers ready-made templates for easy setup in integrating Gemini and Gmail. 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.
■Overview
The workflow "When an email is received in Gmail, categorize its importance with Gemini and assign it to the responsible person" aims to streamline email management.
■Who We Recommend This Template For
■Benefits of Using This Template
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In this guide, you'll learn the step-by-step process of how to use Yoom to connect Gmail and Gemini to create a Flowbot that automatically categorizes the email priority and assigns it to a responsible person.
Let's walk through how to set up a flow that automatically categorizes the email priority and assigns it to a responsible person using Gmail and Gemini.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
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■Overview
The workflow "When an email is received in Gmail, categorize its importance with Gemini and assign it to the responsible person" aims to streamline email management.
■Who We Recommend This Template For
■Benefits of Using This Template
Go to "My Apps" from the left side menu and click "+ Add".
Search "Gmail" from the app list, and select it.
Click "Sign in with Google".
Select the account you want to connect to.
Click "Continue".
If the below notification appears, the integration is complete.
Search for "Gemini" and click on it to connect the app.
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 your access token, go to the Gemini API acquisition page.
Review the content and agree to the terms by checking the box.
Click the "Continue" button at the bottom right.
Click on the "Get API key" button.
Click on "Create an API key".
Your new API key will appear. Copy it.
Return to Yoom, and paste the copied API key into the access token field.
Once all the required fields are filled in, click "Add" to complete registration.
If the below display appears, the integration is complete.
Click the "Try It" button to copy the pre-built template into your project.
■Overview
The workflow "When an email is received in Gmail, categorize its importance with Gemini and assign it to the responsible person" aims to streamline email management.
■Who We Recommend This Template For
■Benefits of Using This Template
Click "Try this template".
Click "OK" and give the Flowbot a name to recognize.
This template will be copied to your “My Project”.
Click on the trigger action labeled "When an email with a specific label is received".
Give your trigger a title (optional) and select your Google account.
Then click "Next".
Set your trigger interval (frequency of sync) of 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 Yoom plan. Be sure to check your current plan’s limit.
Next, set the trigger condition based on labels.
The trigger will activate when an email with the specified label is received.
Choose the label for the emails you want to prioritize and have Gemini process.
Then, send a test email with the specified label to your Gmail account and click "Test".
If the test is successful, click "Save".
Click on the Gemini action labeled "Generate Content".
Give your action a title (anything you like), and select your account.
Make sure the action "Generate Content" is selected and click "Next".
Select the Gemini model you want to use.
You can find the model information by clicking the top left of the Gemini page.
Enter "Prompt" based on the provided example settings below.
Select the "body" from the test email data sent from the previous step.
By setting it as shown below, you can automatically share the email received in Gmail to Gemini.
Enter "System Instruction" based on the example input provided below.
If you're not a customer representative, you can use a phrase like AI Assistant in place of it.
⚠️ Note: The Switch Command is only available on Yoom’s paid plans. If you’re using the Free plan, the Flowbot may face errors due to limited access. But don’t worry - all plans have a 2-week free trial! You can try all features without restrictions. For more info about Yoom and its plans, visit our Yoom Help Center.
Click on the action labeled "Command Operation".
The switch conditions are pre-configured, so no changes are needed.
You can leave it as it is, but if you want to modify the conditions, you can update it.
Click on the action labeled "Request Response to Person in Charge" boxed in red.
This screen is pre-configured, so you don't need to make any changes.
Change the title of the action (optional) if necessary.
You can enter the details of the action request based on the example input provided below.
It's recommended to specify the email body clearly, so select the "Body" from the first trigger action.
Similarly, set the middle (Priority: Medium) and right (Priority: Low) in the same way.
The key is to adjust the details of the action request based on the priority level.
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 complete!
You can try out more automations by utilizing Gmail and Gemini with Yoom. Here are some more examples you can explore for your next automation!
You can automate tasks like automatically forwarding emails to chat tools, saving attachments, and setting up automated email replies by connecting with CRM tools!
■Overview
The "Automatically Register Inquiry Emails Received in Gmail to Salesforce" workflow leverages the integration between Gmail and Salesforce to automatically register inquiry emails into Salesforce.
■Recommended for
■Benefits of Using This Template
Manually registering each email received in Gmail into Salesforce can hinder business progress.
This flow allows for automatic registration into Salesforce using the content received in Gmail, significantly reducing manual work.
Additionally, automation reduces human error and maintains consistency in customer data on Salesforce.
As a result, it eliminates the need for manual data entry, enabling swift and accurate customer management, improving operational efficiency, and ensuring data consistency.
■Overview
This is a flow for forwarding Gmail messages to a Discord text channel.
■Recommended for
1. Those who use Gmail for communication with client companies
・Sales assistants responsible for communication with client companies
・Customer service department personnel who use it for client interactions
2. Companies that share information internally via Discord
・Personnel from companies that use chat rooms for each department
・Project managers who want to quickly share information from clients with their team
・Administrative personnel managing data using digital tools
3. Those who want to reduce manual input and improve work efficiency
・Owners of small and medium-sized enterprises aiming for business automation
・Personnel in general affairs and administration with a lot of data entry tasks
■Benefits of using this template
・Automatically forwarding received content from Gmail to Discord allows for immediate information sharing with the entire team.
・By quoting the received content from Gmail to send chats to Discord, it prevents errors from manual input.
■Notes
・Please integrate both Gmail and Discord with Yoom.
・For forwarding processes when using Gmail as a trigger after integrating with Yoom, please refer to the following:
■Overview
This is a flow that notifies Gmail when a new contact is registered in HubSpot.
■Recommended for
1. Sales Department
・Sales teams that want to share new leads and customer information with the entire team and respond quickly
・Departments that want to collaborate as a team to follow up on new contacts
2. Customer Support Team
・Support teams that want to timely grasp new customer information and respond quickly
・Departments that want to enhance consistency in customer support and share the latest information with everyone
3. Marketing Department
・Teams that want to plan and execute campaigns based on new customer information
・Departments that want to check the results of lead generation in real-time and plan the next actions
■Benefits of using this template
・You can significantly reduce working time by eliminating the need to manually check new contact information and notify Gmail.
・By sharing information via Gmail, all team members can easily grasp the latest contact information.
■Notes
・Please integrate both HubSpot and Gmail with Yoom.
■Overview
This is a flow to save files received in Gmail to OneDrive.
■Recommended for
1. Those who use Gmail and OneDrive for business
・Personnel who use Gmail for communication with clients
・Personnel who use OneDrive for file management
・Those considering efficiency improvements by integrating Gmail and OneDrive
2. Those who want to reduce manual file saving tasks and automate them
・Owners of small and medium-sized enterprises aiming for business automation
・Personnel in general affairs and administration with many manual tasks
■Benefits of using this template
・By automatically saving files received in Gmail to OneDrive, you can improve business efficiency.
・Automatically saving files to OneDrive helps prevent human errors.
・You no longer need to perform file saving tasks from Gmail, allowing you to allocate time to other important tasks.
・By customizing the flow bot, you can also send notifications to communication tools after saving files to OneDrive.
■Notes
・Please integrate both Gmail and OneDrive with Yoom.
・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail.
・For forwarding processing when using Gmail as a trigger by integrating Gmail with Yoom, please refer to the following:
■Overview
The flow "Share files to a Microsoft Teams channel when receiving an email with attachments in Gmail" is a business workflow that leverages the integration between Gmail and Microsoft Teams.
It reduces the manual effort of file transfer and improves work efficiency.
■Recommended for
■Benefits of using this template
You can automate social media posts and integrate with video-sharing platforms to enhance your content management!
■Overview
This flow analyzes the content posted on Google Chat using Gemini's assistant and updates the response back to Google Chat.
■Recommended for
1. Those who want to improve the efficiency of internal FAQs and help desk operations
2. Those who want to promote active internal communication
3. Companies utilizing Google Chat as an internal portal
■Benefits of using this template
Google Chat is a convenient tool for facilitating team communication.
However, creating appropriate responses quickly to complex questions or inquiries can be burdensome for the person in charge.
By using this flow, the content posted on Google Chat is automatically analyzed by Gemini's assistant, and responses based on the results are updated in Google Chat.
This allows the person in charge to efficiently handle advanced questions, leading to improved productivity for the entire team.
■Notes
・Please integrate both Google Chat and Gemini with Yoom.
■Overview
This is a flow that retrieves information from Google Sheets every week, organizes it in Gemini, and automatically posts it on X (Twitter).
With Yoom, you can easily achieve this flow without the need for programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
With this flow, you can organize text in Gemini based on the information registered in Google Sheets and automatically post it on X (Twitter) according to a specified schedule.
There is no need to manually create or post text, allowing personnel to allocate time to other important tasks.
Additionally, posts can be automatically completed even if you want to disseminate information outside of working hours, such as late at night or on holidays.
It is suitable for regularly disseminating information about events, seminars, sales, campaigns, products, etc.
■Overview
This flow analyzes images uploaded to Google Drive with Gemini and notifies the content to Discord.
By using Yoom, you can easily connect apps without programming.
■Recommended for
1. Companies managing images using Google Drive
・Those who want to reduce the effort of image checking
2. Companies adopting Discord as an internal communication tool
・Those who want to efficiently share information using Discord
3. Companies using Gemini as a generative AI tool
・Those who want to streamline the image verification process using Gemini
■Benefits of using this template
By using the flow where Gemini automatically analyzes images uploaded to Google Drive and notifies Discord, several benefits can be obtained.
First, the image verification process is streamlined, saving time and effort.
Since you can determine the content of the image from the notification without directly opening the image file, you can focus on other important tasks, improving overall work efficiency.
Additionally, being notified on Discord speeds up information sharing and contributes to strengthening collaboration among members.
■Notes
・Please connect Yoom with Google Drive, Gemini, and Discord respectively.
・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest activation interval varies depending on the plan.
Now you know how to integrate Gmail with Gemini to automatically categorize email priority and assign it to a responsible person. <span class="mark-yellow">By integrating these two apps, you can boost productivity with automated email sorting, replying, translation, and summarization!
These kinds of task automations can be especially useful for customer support teams handling high volumes of inquiries and sales representatives who need to communicate frequently with clients. Best of all, no special knowledge is required and anyone can easily set it up!
Ready to simplify your workflows? Sign up for Yoom and try it today!
