How to integrate Gmail with kintone to store survey results received in Gmail into kintone

Step 1: Connect Gmail and kintone to My App

Connect Gmail and kintone to My App.
After logging into Yoom, click "My App" on the left side of the page and search for Gmail from "+ New Connection".

Click "Sign in with Google".

Select the account to use or sign in from "Use another account".

When "Login to Yoom" is displayed, click "Next".

On the next page, grant access.
Check "Select All" and click "Continue" to complete the Gmail connection.

Next, search for kintone from "+ New Connection".

Refer to the kintone My App registration method and enter "Subdomain", "Client ID", and "Client Secret".
For more details, please check the page on kintone My App Integration.
Once you have entered each item, click "Add". This completes the kintone connection.

Next, let's proceed with the setup using the Flowbot template.
Log in to Yoom and click "Try it" on the banner below.

"Template copied!" will be displayed, so click "OK" to complete the copy.

Step 2: Receive Gmail Email Information

Next, set up to receive Gmail email information.
Click "When receiving an email with a specific label".

On the next page, check the "Account information to integrate with Gmail".
The title can be edited, but do not change the trigger action and click "Next".

Set up the API connection.
The "Trigger interval" can be selected from 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 input field and select the appropriate one from the displayed suggestions.
For example, if you are aggregating survey results in the inbox, select "INBOX".
After setting, click "Test" and check the email information displayed in the output.
If there are no issues, click "Save".

Step 3: Read Content with AI

Next, set up to read the content of the email with AI.
Click "Extract data from text".
*AI operations are only available with the Team Plan and Success Plan. Please note that if you are on the Free Plan or Mini Plan, the operation of the flow bot you have set will result in an error.
*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 AI features (operations).

The "Title" can be edited as desired.

Change the "Conversion type" according to the number of characters.
After setting, click "Next".

Set the details of the data to be extracted.
For "Target text", click the input field and select "Body" from Gmail.
The "Items to extract" are by default "Name, Age, Occupation, How you found out about the service, Satisfaction level", but you can add more as desired. If adding items, enter them separated by commas (,).
Once the setup is complete, click "Test".

At this point, create a database in kintone to add the output information.

This time, it was set up as shown in the image.
Once ready, click "Save".

Step 4: Store Survey Results in kintone

Next, set up to store survey results in kintone.
Click "Add record".

On the next page, perform optional title editing and check account information.
For "App ID", click the input field and select the appropriate ID from the displayed suggestions or refer to the annotation and manually enter the ID.
Once ready, click "Next".

On the next page, set the survey result items for each field.
Click the input field and select the appropriate item from the displayed suggestions.
After setting, click "Test".
Confirm that the survey results are saved in kintone and click "Save".

Finally, click "Turn on trigger" to complete the flow operation setup. Now, the survey results received in Gmail will be automatically saved in kintone.

Other Automation Examples Using Gmail and kintone

There are many other examples of automation using Gmail and kintone on Yoom, so here are a few to introduce.

1. Use OCR to Read Business Card Images Submitted via Google Forms, Add Data to kintone, and Send a Thank You Email with Gmail

Process business card images received via Google Forms with OCR and register the data in kintone. This reduces the burden of manual input and supports the efficiency of data management.

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2. Use OCR to read contracts received in Gmail, add them to kintone, and notify via Slack

Contracts received in Gmail are read using OCR, registered in kintone, and then notified in Slack. This may facilitate smoother information sharing and operations within the team.

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3. Register meeting schedules with customers from kintone to Google Calendar and send the meeting URL via Gmail

You can add meeting schedules registered in kintone to Google Calendar and send the meeting URL via Gmail. This supports efficient schedule coordination and simplifies task management.

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Benefits and Examples of Integrating Gmail with kintone

Benefit 1: Streamlining Data Entry Tasks

Receiving survey results via Gmail and manually entering them into kintone requires a significant amount of time and effort. Additionally, manual work carries the risk of input errors.
By automating this process, survey results can be accurately and efficiently registered in the database, which is expected to enhance productivity.
Employees can reduce the time spent on manual data entry and focus on more value-added tasks, contributing to improved overall team performance.

Benefit 2: Centralized Data Management

When managing multiple survey results received via Gmail manually, data can become scattered, making it time-consuming to find necessary information.
By automating and consolidating this data into kintone, centralized data management becomes possible, supporting operational efficiency.
Centrally managed data facilitates smooth information sharing among team members and helps visualize the progress of tasks.
Additionally, with data automatically managed in kintone, necessary data can be easily extracted, improving decision-making and responsiveness in daily operations.
This is particularly beneficial when information sharing across multiple departments is required.

Benefit 3: Supporting Analytical Tasks

Storing survey results in kintone may facilitate data-driven analysis.
By leveraging app integration, it supports identifying inquiry trends and extracting patterns that were difficult to analyze manually.
For example, visualizing data related to customer satisfaction is expected to quickly identify areas for improvement.
Moreover, centralized data management makes it easier to compare past information with the current situation, potentially enhancing the accuracy of planning and strategy formulation.
This enables data-driven decision-making.

Conclusion

Integrating Gmail with kintone is expected to ensure accurate management and utilization of survey results.
Additionally, reducing manual tasks improves operational efficiency, and centralized data management facilitates smooth information sharing.
Furthermore, the ability to analyze accumulated data supports more effective decision-making for future actions.
Yoom's app integration can be easily implemented without programming. Take this opportunity to experience improved operational efficiency.