How to integrate Gmail with kintone to register the content of inquiry emails received in Gmail into kintone

n.watanabe

As a company representative handling numerous inquiry emails daily, do you ever feel that "transcribing email content takes time, making it difficult to see the progress of responses"? Especially, the manual input of information and the risk of errors can significantly hinder work efficiency. However, by utilizing Yoom to integrate Gmail with kintone, this issue can be resolved! Inquiry emails received in Gmail are automatically registered in kintone, allowing for smooth tracking of progress and response status. This integration is expected to reduce workload and enable quicker and more accurate responses. Try this method of efficiency and see how it can be applied to your daily operations. Recommended for: - Company representatives who receive numerous inquiry emails daily and feel challenges in managing response omissions and progress. - Those who want to efficiently manage inquiry information using kintone as a core database. - Company administrators considering automation and efficiency improvements due to the time-consuming manual input of email content. - Those who want to accumulate and analyze inquiry data to work on business improvement and service enhancement. Benefits and Examples of Integrating Gmail with kintone: Benefit 1: Reduce the Risk of Missing Inquiry Responses By integrating Gmail with kintone, you can easily organize and check the status of inquiry responses. Using kintone's management functions, you can assign statuses like "Unaddressed," "In Progress," and "Completed" to all cases, making it easier to view progress. Especially during busy periods when responses tend to be delayed, you can clearly grasp the stage of each inquiry, reducing the likelihood of missed responses. Additionally, even if the person in charge is absent, a system can be built that allows other members to easily take over the situation. This reduces the risk of losing customer trust and builds a foundation for the entire team to proceed smoothly with operations. Benefit 2: Automate Data Entry to Improve Work Efficiency By leveraging the integration of Gmail and kintone, you can automate the data entry of email content. For example, inquiry content that was previously manually transcribed is automatically registered in kintone, eliminating the need for the person in charge to worry about input errors. As a result, you can reduce the time spent on tedious tasks and focus more on essential work. For companies that process a large volume of emails daily, reducing the workload is a significant help. Moreover, the time gained through automation can be used for quick responses and background research on inquiries, creating room to engage in activities that enhance customer satisfaction. Benefit 3: Utilize Past Inquiry Data to Drive Business Improvement By integrating Gmail with kintone, inquiry content is automatically accumulated in the database. Utilizing this data allows not only for history management but also for analyzing inquiry trends. For example, identifying patterns such as "inquiries about a specific product are increasing" or "responses are concentrated at a particular time" can lead to reviewing response systems and discovering new challenges. Furthermore, based on this information, there is potential to advance more appropriate resource allocation and process improvements. Thus, accumulating and utilizing inquiry data becomes a tool that not only streamlines daily operations but also aids in long-term business improvement. How to Create a Flow to Register Inquiry Email Content Received in Gmail to kintone: From here, we will set up a flow using Yoom to utilize Gmail and kintone. The flow this time is to "register the content of inquiry emails received in Gmail to kintone."

The general setup flow is as follows: - Connect Yoom with Gmail and kintone as My Apps - Copy the template - Detailed flow settings - Turn on the trigger to activate the flow This flow uses AI features (data extraction). AI operations are only available with some paid plans. If your plan is not eligible, the operations of the flow bot you have set will result in an error. Paid plans offer a two-week free trial during which you can use restricted apps and AI features. We will provide a setup guide with images, so even those who are not confident in their programming knowledge can feel at ease! Let's start preparing for the setup. [About Yoom] Step 1: Connect Gmail and kintone as My Apps Let's connect the apps used in this flow with Yoom as My Apps. After logging into Yoom, click "+ New Connection" from "My Apps" in the left menu. When the app search screen appears, search for Gmail and kintone. Gmail My App Connection When you search for Gmail, a screen will appear to confirm the connection with Yoom. When logging in with your Google account, make sure to allow all permissions for Gmail. After selecting the Google account to connect, proceed to the next step. Next, a screen will appear saying "Yoom is requesting additional access to your Google account," so click "Continue." Returning to the Yoom page completes the My App connection. kintone My App Connection For kintone My App connection, you need to input three things: subdomain, client ID, and client secret. Obtain the subdomain from the URL and the others from the admin panel. Client ID and client secret can be obtained from "cybozu.com Common Administration." Click "OAuth" in the side menu under External Collaboration → "Add OAuth Client." Enter the client name and redirect endpoint, referring to the link below. kintone My App Registration Method Once user settings and connection settings are complete, the client ID and client secret will be automatically generated. Copy the generated values and paste them into the Yoom My App connection screen. If the My App connection is successful, it will be displayed in the list. Once confirmed, the My App connection is complete. Click "Try it" from the banner below to copy the template. Step 2: Set App Trigger in Gmail The initial setting is "When receiving an email with a specific label." On the first page, the account information of Gmail, which has completed My App connection, is reflected. If necessary, modify the title and verify the account information, then proceed without changing the trigger action. On the next page, set the trigger activation interval. The trigger activation interval can be selected from 5 to 60 minutes, and it checks Gmail reception at the specified interval. Note that the trigger activation interval may not be selectable depending on the plan, so be careful. Specify the label to check for receipt, then click "Test" after receiving an email with the label assigned. In Gmail, you can automatically assign labels to received emails by utilizing the filter function. For details, refer to the official website and specify the label when creating the filter. If the test is successful, the content of the email sent for the test can be obtained as output. The values reflected next to each item will vary depending on the received email. Once confirmed, click "Save" to complete the app trigger setup. Step 3: Set Data Extraction Next is the setting for "Extract Data from Text." Let's set up the extraction of email content. The conversion type can be selected from 3,500 to 30,000 characters, so consider the number of tasks and set it accordingly. If necessary, modify the title and proceed to the next step. Next, set the content to be extracted. - Extract data from the body - Set extraction items as needed By setting it as shown in the image above, the email content will be extracted as data. Once the settings are complete, click "Test." If the email items can be obtained as output as shown above, click "Save" to complete the settings up to this point. Step 4: Set Up Record Registration in kintone The final setting is "Register Record." On the first page, as with Gmail, modify the title and verify the account information, then proceed to the next step. Next, set the details of the information to be added to kintone. Field codes are used to identify each item in kintone. For details, check the link below. How to Check kintone Field Codes Specify the field code and select the content you want to reflect from the output. You can also add more items. Once all necessary items are set, click "Test" to check if the information is reflected in kintone. Once confirmed, click "Save" to complete all settings. Turn on the trigger to activate the flow. Now, the content received in Gmail will be reflected in kintone. The flow set this time is as follows.

Other Automation Examples Using Gmail and kintone

Send Template Emails from kintone with One Click via Gmail
Utilize the data managed in kintone to send template emails with one click via Gmail. By automating the cumbersome email sending process, you can not only improve work efficiency but also expect a reduction in errors.

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After receiving the application form, add a record to kintone and send materials via Gmail
When the application form is received, a record can be automatically added to kintone, and then related materials can be sent via Gmail. By automating this series of tasks, time savings can be expected, and customer response can be expedited.

Create reports with one click from the kintone record detail page
You can automatically generate the necessary reports with one click from the kintone record detail page. This reduces the effort of report creation, leading to faster and more efficient operations, thereby alleviating the burden on the person in charge.

Summary

Have you understood how to improve work efficiency by integrating Gmail and kintone? With Yoom, you can automate tedious tasks without any programming knowledge. It can be set up in simple steps, potentially greatly improving your workflow.

First, register for Yoom for free and experience how much more efficient your work can become!

The person who wrote this article

n.watanabe

I have been an SEO writer for 5 years and have continued to write under the motto “easy to read” and “easy to convey.” I want to bring the convenience of Yoom, which can be linked to apps without programming knowledge, to many people!