When tasks keep coming to your Gmail one after another, it can be quite a hassle to register them on Trello each time. If you're overwhelmed with other tasks and duties, you might miss registering some tasks.
In this article, we'll introduce a method to automatically register the content received in Gmail to Trello!
You can easily set up automation between Gmail and Trello without any coding, so you don't need programming knowledge. You can start using it today, so please give it a try!
Recommended for
Those considering improving work efficiency with Gmail and Trello
Those registering content received in Gmail as Trello cards
Those who want to link Gmail and Trello to prevent mistakes or omissions during task registration
Those aiming to improve the efficiency of task management and handling
Those who want to know how to connect apps without code to automate tasks
For those who want to try it immediately
In this article, we introduce a method of integration using the no-code tool "Yoom".
No complicated settings or operations are required, and even non-engineers can easily achieve it.
You can start right away using the template below, so please give it a try!
When an inquiry email arrives in Gmail, register a task in Trello.
Now, let's introduce how to use the no-code tool Yoom to register a task in Trello when an inquiry email arrives in Gmail.
How to Register a Task in Trello When Receiving an Inquiry Email in Gmail
When you receive an email in Gmail, it is possible to achieve this by using the API to receive that information and creating a card using Trello's provided API. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily achieved without programming knowledge.
Register Gmail and Trello as My Apps
Copy the template
Set the Gmail trigger as the starting point and the subsequent Trello notification settings
Turn on the trigger
If you are not using Yoom, please register for free from here. If you are already using Yoom, please log in.
Step 1: Connect Gmail and Trello as My Apps
Let's register Gmail and Trello as My Apps for this use.
By registering as My Apps in advance, future automation settings can be done smoothly. Click "My Apps" on the left side of the screen, then click "Add" on the right side of the screen.
Enter Gmail in the search window and click on the displayed suggestion.
The Yoom and Gmail connection screen will be displayed, click "Sign in with Google".
Select the account you want to connect this time and proceed with the Yoom and Gmail connection.
Gmail will be displayed in My Apps.
Next, let's register Trello as My Apps. Like Gmail, click "My Apps" and select "Add" on the right side of the screen.
Enter Trello in the search window and click on the displayed suggestion.
Enter the necessary information for the connection and click "Add" to complete the My Apps registration. For detailed My Apps registration methods, please check here.
Step 2: Copy the Template
To set up automation, click "Try it" on the banner below.
When an inquiry email arrives in Gmail, register a task in Trello.
Step 3: Set the Trigger for Gmail and Configure Trello
Click on the area within the red frame below. When the screen to select the linked account and action is displayed, confirm that the Gmail account to be linked this time is correct, and click "Next".
A screen like the image below will be displayed, so set the items in the red frame.
・Trigger interval: You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. The selectable time interval varies depending on the plan, but a shorter setting is generally recommended. ・Label: Clicking on the input field will display the options. You can enter from the candidates as shown in the screen below. Select any label you like.
Once you have entered the content, click "Test" → "Save".
Next, configure Trello. Click on the area within the red frame below.
The API connection settings screen will be displayed, so configure the settings to add a card in Trello. There are notes below the input fields, so proceed with the input while referring to them.
In the description field, you can use the retrieved value. You can set the content of the card to be added in Trello, so use the retrieved value to input.
Once you have entered the input, click "Test" → "Save".
Step 4: Turn ON the Trigger Button and Verify the Integration between Gmail and Trello
Finally, click "Turn ON Trigger" to complete the automation settings. Verify that the flow bot is activated correctly.
Here is the template we introduced this time↓
When an inquiry email arrives in Gmail, register a task in Trello.
In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Gmail and Trello.
If you find something interesting, please give it a try!
Automation Examples Integrating Gmail and Trello
It is possible to extract specific text from Gmail's received content and register it in Trello, or to read Gmail attachments with OCR and register them on Trello cards. Additionally, you can set up an integration to notify Gmail when a new card is created in Trello.
Create a new card in Trello based on the content of Gmail.
■Overview Are you finding it time-consuming to check the contents of attachments such as invoices or purchase orders that arrive in Gmail and manually register tasks in Trello each time? Such manual work not only takes time but can also cause human errors such as input mistakes. By using this workflow, you can automatically convert specific attachments received in Gmail into text with OCR and register the contents as a Trello card, enabling you to streamline the entire process.
■Recommended for ・Those who manage attachments such as invoices received via Gmail in Trello ・Those who want to reduce the effort of manual data transfer and task registration ・Those who want to automate the initial step of task management and eliminate mistakes such as missed follow-ups
■Notes ・Please connect Yoom with both Trello and Gmail. ・You can choose the trigger interval at 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan, so please be aware. ・The maximum downloadable file size is 300 MB. Depending on the app specifications, it may be less than 300 MB. ・For details on the file sizes that can be handled by triggers and each operation, please refer to the link below. https://intercom.help/yoom/en/articles/9413924 ・AI operations for OCR or transcribing audio to text are available only on the Team and Success plans. On the Free or Mini plans, the operations in the configured flow bot will result in errors, so please be aware. ・Paid plans such as the Team and Success plans offer a two-week free trial. During the free trial, you can use apps and AI features (operations) that are normally restricted. ・Please note that OCR may not read data with more than 6,500 characters or when the text is small.
■Overview The flow "Share files to Microsoft Teams channel when receiving emails with attachments in Gmail" is a business workflow leveraging the integration of Gmail and Microsoft Teams. It reduces manual file transfer tasks and enhances business efficiency.
■Who we recommend this template for - Those who want to share attachments received in Gmail on Microsoft Teams - Businesspersons aiming to automate and improve efficiency in team information sharing - Those who wish to automate daily processes using Yoom - Administrators who feel challenges in integrating email management and team collaboration - Companies looking to save time and enhance productivity through workflow automation
■Notes - Please connect both Gmail and Microsoft Teams with Yoom. - There are consumer and general business plans (Microsoft365 Business) for Microsoft365 (formerly Office365), and if you are not subscribed to the general business plan, authentication may fail. - Branching is a feature (operation) available with plans above the Mini plan. For free plans, operations set in the Flow Bot will result in errors, so please be careful. - Paid plans like the Mini plan offer a two-week free trial. During the free trial, you can use the restricted apps and features (operations).
■Overview The "Transfer files received in Gmail to Discord" workflow automatically transfers attachments received in Gmail to Discord. This allows for easy file sharing among team members and eliminates the need for manual file transfer tasks. You can immediately share necessary information to improve work efficiency.
■Recommended for ・Business people who frequently use Gmail and want to share received files with their team immediately ・Team members who use Discord for communication and want to streamline file transfer tasks ・Team leaders or project managers who want to smoothly share important documents received via email within the team and respond quickly ・Those who want to reduce repetitive manual file transfer tasks
■Notes ・Please link both Gmail and Discord with Yoom. ・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.
■Overview Are you finding it cumbersome to manually save to Google Drive the attachments of invoices and important documents received in Gmail? Handling them one by one takes time and can lead to mistakes such as forgetting to save. By using this workflow, when an email with a specific label is received in Gmail, attachments can be automatically uploaded to Google Drive, streamlining file management tasks.
■Recommended for - Those who spend time downloading and organizing attachments received in Gmail - Accounting personnel who want to centrally manage items such as invoices from business partners in Google Drive - Those who want to prevent mistakes such as omissions in manually saving files or putting them in the wrong location
■Notes - Please connect both Gmail and Google Drive with Yoom. - For the trigger, you can select an execution interval of 5, 10, 15, 30, or 60 minutes. - The minimum execution interval varies depending on your plan. - Branching is a feature (operation) available with the Mini plan or higher. With the Free plan, operations of the configured flow bot will result in an error. - Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
■Overview Manually transcribing inquiries and task requests received via Google Forms into Trello each time can be time-consuming. Especially when many responses are received, human errors such as input mistakes and transcription omissions are more likely to occur. By using this workflow, as soon as a response is submitted to Google Forms, a card is automatically created in Trello, solving these issues caused by manual work.
■Recommended for ・People responsible for managing tasks in Trello based on information received via Google Forms ・Those who find it time-consuming to manually transcribe requests from the form into Trello ・Those who want to automate the linkage between the form and the task management tool to improve operational efficiency
■Notes ・Please connect Yoom with both Google Forms and Trello. ・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum run interval varies depending on the plan. ・For how to obtain response contents when using Google Forms as the trigger, please refer to the following: https://intercom.help/yoom/en/articles/6807133
■Overview The "Register form responses to Trello" workflow automatically reflects data collected from various forms onto a Trello board, facilitating smooth task management. By eliminating manual data entry, form responses are registered in Trello in real-time, enabling efficient business operations.
■Recommended for ・Marketing professionals collecting feedback from customers or teams using tools like Google Forms or Typeform ・Event organizers who want to centrally manage event registration form responses in Trello ・Team leaders looking to reduce the effort of manually transferring form data to Trello ・Those using Trello for project management and wanting to automate external information collection ・Small business owners aiming to streamline workflows and reduce effort
■Overview The flow "When an event is added to the Outlook calendar, create a card in Trello" is a business workflow that seamlessly connects schedule management and task management. When you enter an event in the Outlook calendar, a card is automatically generated in Trello, improving the efficiency of team task management. This reduces manual data entry and centralizes information.
■Recommended for ・Those who use Outlook calendar for schedule management and Trello for task management ・Team leaders who spend too much time on manual task registration and want to improve work efficiency ・Project managers who want to link information across multiple tools ・Business people who want to automatically turn meeting and event schedules into tasks to prevent omissions ・Executives who want to improve their team's productivity through workflow automation
■Notes ・Please connect both Outlook and Trello with Yoom. ・You can select trigger intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies by plan. ・There are consumer plans and general business plans (Microsoft365 Business) for Microsoft365 (formerly Office365). If you are not subscribed to a general business plan, authentication may fail.
Benefits and Examples of Integrating Gmail with Trello
Benefit 1: Improved Response Speed and Efficiency
After checking emails received in Gmail, the task of individually transferring information to a task management tool by the person in charge can be time-consuming and labor-intensive. By automating this process, email information is automatically reflected in Trello cards, allowing team members to smoothly start on tasks. As a result, it may lead to more efficient task completion and potentially achieving goals ahead of schedule.
Benefit 2: Enhanced Transparency of Task Progress
One of Trello's greatest features is its ability to visualize task progress. With tasks being automatically registered from Gmail, leaders can easily grasp new tasks. This should make it easier for leaders to smoothly assign tasks to team members. As a result, team members may also be able to handle tasks more efficiently.
Benefit 3: Prevention of Task Oversights
When manually registering Gmail content in Trello, isn't there a risk of missing task registrations? When overwhelmed with work and tasks, human errors are more likely to occur. By utilizing this automation, tasks are reliably registered, helping to prevent any oversights. As a result, not only can tasks be steadily completed, but it may also reduce the burden of task management on leaders.
Conclusion
We introduced a method to automatically register content received in Gmail as Trello cards. This should lead to improved efficiency and transparency in operations. Additionally, accurate task management becomes possible, which also helps reduce the burden on leaders.
Integrating Gmail with Trello can be easily achieved without coding by using Yoom. You can start using it today, so be sure to give it a try!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
I worked as a customer support representative at a web marketing company for about three years. I spent a lot of time managing customer information and internal data, which was quite challenging until I discovered Yoom. I strongly feel that I wish I had encountered Yoom, which is easy to use even without programming knowledge, much earlier. I hope it can be of assistance to others who are struggling with similar efficiency issues in their work!
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