For managers and project leaders, managing the deadlines of all team members' tasks in daily operations can be challenging. It's quite a task to progress with your own work while checking the progress of team members' tasks and giving instructions. In such times, a useful method is to integrate Google Sheets and Gmail to automatically send email notifications with instructions such as task deadlines and priorities. This could significantly reduce the management burden.
In this article, we will introduce the benefits of integrating Google Sheets and Gmail using the no-code tool "Yoom," which can be easily set up without any specialized knowledge, and explain the integration method in detail.
Please give it a try!
Recommended for
Those who utilize Google Sheets and Gmail
Those considering improving work efficiency by integrating Google Sheets and Gmail
Those managing tasks by integrating Google Sheets and Gmail
Those looking to reduce manual work by integrating Google Sheets and Gmail
For those who want to try it immediately
This article introduces the integration method using the no-code tool "Yoom." No complicated settings or operations are required, and even non-engineers can easily achieve it. You can start immediately using the template below, so please give it a try!
Send an email via Gmail when a row is added in Google Sheets.
■Overview Are you manually sending email notifications to stakeholders every time new information is added to the list managed in Google Sheets? Composing and sending emails manually not only takes time but can also lead to human errors such as copy-and-paste mistakes or missed sends. By using this workflow, you can automate sending emails from Gmail triggered by a row being added to Google Sheets, smoothly resolving these issues.
■Who we recommend this template for ・Those who report Google Sheets updates each time via Gmail ・Those who want to quickly send an email when a new entry is added to lists such as inquiries ・Those who want to automate routine email sending tasks and focus on their core work
■Notes ・Connect Google Sheets and Gmail with Yoom. ・For notes on using Google Sheets as an app trigger, please refer to the following: https://intercom.help/yoom/en/articles/10010912 ・You can choose the trigger interval to run every 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum interval varies by plan.
How to Create a Workflow Connecting Google Sheets and Gmail
Now, let's introduce the steps to connect Google Sheets and Gmail without coding using Yoom. The flow bot we will create this time is "Send an email via Gmail when a row is added in Google Sheets".
Preparation
Preparing in advance will make the process smoother.
Free Registration and Login to Yoom
Yoom is a tool that allows you to implement app integrations without coding. Issue an account from the Yoom Free Registration Page and start with the free plan. You can register in 30 seconds!
Please log in to the registered account.
App Integration
1. Integrate Google Sheets and Gmail. Select the app from "Add" in My Apps.
2. Log in with the account you will use.
・For Google Sheets and Gmail, select any account on the following screen and log in.
3. Once integrated, an icon will appear in My Apps.
Copy the Template
1. Click "Try it" from the template link below.
2. Select any workspace from the workspace list.
3. You have successfully copied the template you will use!
STEP1 Setting Up Google Sheets
1. Click on "When a row is added" in the app trigger.
2. On the page to select the linked account and action, change to any title and select "When a row is added" as the trigger action.
Click Next.
3. On the API connection settings for the app trigger page, configure the following items. ※Spreadsheet ID and Sheet ID can be selected from the options. ※Please manually enter the column name for the table range and the column with unique values.
・Trigger interval: Select any time from 5 minutes, 10 minutes, 15 minutes, 30 minutes, 60 minutes ※The selectable time varies depending on the plan. ・Spreadsheet ID ・Sheet ID ・Table range (start) ・Table range (end) ・Column with unique values ※Be sure to enter a unique column. It may not work correctly if values are duplicated.
Click Test. Once you confirm "Test successful," click Save.
STEP2 Setting Up Gmail
1. Click on "Send Email."
2. On the email settings page, change to any title and set the email content. ※Be sure to fill in the required fields.
・To: Enter the email address of the recipient ・Subject: Enter the email title ・Body ※Use manual input and retrieved values to enter the content you want to notify.
Click Next.
3. On the email sending test page, you can check the configured email content.
If there are no issues, click Test. Confirm "Test successful" and click Save.
The Flowbot setup is complete. Finally, turn on the trigger to ensure the flow is active!
Other Automation Examples Using Google Sheets and Gmail
Yoom offers many other examples of automation using Google Sheets and Gmail, so here are a few to introduce. All of them can be used with simple settings, so if you find something interesting, please give it a try!
Other Automation Examples with Google Sheets and Gmail
These are flow bots that can link received email content to Google Sheets or issue invoices based on customer information in Google Sheets and send them via Gmail. Additionally, when a hotel reservation form is submitted, it can be added to Google Sheets and a preliminary reply can be sent via Gmail.
You can retrieve customer information from Google Sheets at a specified date and time, send template emails with Gmail, and extract and add Gmail content to Google Sheets.
Automation Example Using Google Sheets
Delete Registration Information When a Row is Updated in Google Sheets
This is a flowbot that allows you to delete registered information when a row is updated in Google Sheets. It should help reduce the risk of forgetting to delete information or retaining outdated data.
Add a record to Google Sheets when a schedule is registered
By automatically adding records to Google Sheets based on the registered information, you can eliminate the hassle of manually entering data and improve work efficiency.
Add a record to Google Sheets when an event is scheduled in Calendly.
■Overview The "Add a record to Google Sheets when an appointment is registered in Acuity Scheduling" flow is a business workflow that achieves efficient schedule management and centralized data. Every time a reservation is made in Acuity Scheduling, information is automatically added to Google Sheets, reducing manual data entry work and making schedule management and analysis easier.
■Recommended for ・Those who manage reservations with Acuity Scheduling and want to centralize data ・Users who want to analyze schedule data using Google Sheets ・Administrative staff who spend time on manual data entry
■Notes ・Please integrate both Acuity Scheduling and Google Sheets with Yoom.
■Overview The "Add to Google Spreadsheet when an event is created in Google Calendar" workflow streamlines schedule management. You can manage Google Calendar information as data, making it easier to search past records.
■Recommended for ・Those who use Google Calendar for schedule management ・Those who want to understand daily schedules and manage them in a spreadsheet ・Those who want to share schedules with the team and respond quickly ・Those who want to regularly reflect Google Calendar information in a spreadsheet ・Those who find manual data entry cumbersome ・Those who want to prevent missed schedules and input errors and manage schedules efficiently
■Notes ・Please link both Google Calendar and Google Spreadsheet with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
Retrieve information and add it to Google Sheets at the specified schedule
This is a flow bot that automatically retrieves information and adds it to Google Sheets at the specified schedule. By automating the process of adding to Google Sheets, it should help prevent manual transcription errors and omissions.
When the specified schedule arrives, retrieve tasks from Trello and add them to a Google Spreadsheet.
This flow retrieves issues from Trello and adds them to Google Spreadsheet when the specified schedule is reached.
■Notes ・Please connect Yoom with Trello and Google Spreadsheet. ・Operations between 'Repeat the same process' are only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations or Data Connect of the flowbot will result in an error, so please be careful. ・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
Retrieve issues from Jira Software and add them to Google Spreadsheet on a specified schedule
■Notes ・Please link Yoom with both Jira Software and Google Spreadsheet. ・Operations between “Repeat the same process” are features available only with the Team Plan and Success Plan. For Free Plan and Mini Plan users, Flowbot operations or data connections set up will result in errors, so please be careful. ・Paid plans like the Team Plan or Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations). ・Branching is a feature (operation) available with Mini Plan and above. For Free Plan users, Flowbot operations set up will result in errors, so please be careful. ・Paid plans like the Mini Plan, Team Plan, or Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
This flow retrieves tasks from Asana and adds them to Google Spreadsheet on a specified schedule.
■Notice ・Please connect Asana and Google Spreadsheet to Yoom. ・Operations between 'Repeat the same process' are only available in the Team Plan and Success Plan. In the case of Free Plan and Mini Plan, the operations and data connect set in the Flowbot will result in an error, so please be careful. ・Branches are functions (operations) available in plans above the Mini Plan. In the case of the Free Plan, the operations set in the Flowbot will result in an error, so please be careful. ・Paid plans such as Mini Plan, Team Plan, and Success Plan can be trialed for free for two weeks. During the free trial period, you can use restricted apps and functions (operations).
■Overview This flow uploads Gmail attachments to Google Drive and notifies on Slack. With Yoom, you can easily achieve this flow because you can connect applications without programming.
■Recommended for: - Those who manage specific Gmail-received attachments on Google Drive - Those who want to automate file uploads to Google Drive and enhance searchability - Those who want to optimize file management within the team
■Precautions - Please connect Gmail, Google Drive, and Slack each with Yoom. - Branching is a function (operation) available for Mini plan and above. Note that in the case of the free plan, the operation for the flow bot set will result in an error. - Paid plans such as the Mini plan offer a 2-week free trial. During the free trial, you can use apps and functions (operations) subject to restrictions. - Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. - Please note that the shortest activation interval differs depending on the plan.
In project management, it's crucial to quickly notify the entire team about progress and new tasks. By integrating Google Sheets and Gmail, you can automatically send email notifications when information is entered into Google Sheets. This eliminates the need for manual notifications, potentially reducing work time and improving management efficiency.
Benefit 2: Smoother Communication
By automatically sending email notifications to the entire team whenever tasks are added or changed, you can ensure smooth information sharing. This helps team members stay updated with the latest information, potentially preventing information gaps and misunderstandings.
Conclusion
This time, we introduced the benefits of integrating Google Sheets and Gmail, as well as how to integrate them. Using this integration, you can automatically notify information within the sheet, potentially making task management more efficient.
Yoom offers a wealth of other convenient features. For example, you can easily create various workflows such as automatic notifications to chat tools and text translations!
Start with the free plan. You can easily begin from this page. Utilize the abundant templates and experience various features!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
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