When new employees join the company, the staff in the HR and labor department may become busy with procedures and sending out information, making it difficult to tackle other daily tasks. This flow, which integrates Google Workspace and Gmail, automates the onboarding process, helping to avoid human errors such as input mistakes and enabling smoother operations than ever before. This article provides a detailed explanation of how to implement this automation flow and its benefits.
If you are looking to reduce the burden of manual tasks, please read to the end!
Recommended for:
HR personnel at companies using Google Workspace
HR personnel at companies looking to reduce the hassle of registration tasks and seeking quick responses
HR managers looking to reduce errors in onboarding tasks
IT personnel looking to streamline onboarding tasks
For those who want to try it right away:
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 implement it. You can start immediately using the template below, so please give it a try!
When an employee is registered in Google Workspace, notify the employee of the onboarding information via Gmail.
Let's create a flow bot using the template "Notify employees via Gmail when they are registered in Google Workspace".
How to Create a Flow for Google Workspace and Gmail Integration
The process to complete the flow will proceed as follows:
Integrate Google Workspace and Gmail with My Apps
Copy the template
Set up triggers in Google Workspace and configure Gmail
Turn on the trigger
Now, let's proceed with the new connection of the apps to be integrated.
・Integrate Google Workspace and Gmail with My Apps
(1) First, connect Google Workspace to My Apps. After logging into your Yoom account, click "My Apps" on the left and search for Google Workspace from "+ Add ".
(2) Click the Google Workspace app icon and then click "Sign in with Google" on the subsequent screen.
(3) Select an account and choose the account you want to integrate from the management accounts on the right. After selection, proceed to the sign-in screen and complete the authentication. The first Google Workspace connection is now complete.
・Google Workspace is an app available only with the Team Plan and Success Plan. For Free Plan and Mini Plan, operations and data connections of the flow bot will result in errors, 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 apps that are normally restricted.
(4) Next, integrate the Gmail app. Search for the Gmail app icon and click it in the same manner.
(5) You will be taken to the account selection screen, so choose the account you want to integrate from the management accounts on the right. After selection, proceed to the sign-in screen and complete the authentication.
Once the app connection is successfully made, you will be taken to the My Apps screen of your Yoom account with the two apps added. Now, the two apps are connected to your Yoom account.
・Copy the Template
After confirming that the new connection of the target app to your Yoom account is complete, click the "Try it" icon on the template below.
When an employee is registered in Google Workspace, notify the employee of the onboarding information via Gmail.
Since the template will be copied, click the "OK" button.
Move to the "My Projects" screen of your Yoom account and check the template content.
There are two setup flows.
・Google Workspace Trigger Setup
(1) First, set up the Google Workspace app trigger.
From "My Projects" on the left side of the Yoom account screen, click "【Copy】Notify employees via Gmail when they are registered in Google Workspace".
After clicking, the template content will be displayed as shown in the screen below.
(2) First, click on the trigger "When a user is registered".
(3) Enter the account information to be linked and click [Next].
(4) On the next screen, test the account you set up, and if there are no issues, click [Next].
(5) On the next screen, send a Webhook event or execute the trigger event according to the annotations, and click Test.
(6) After the test is successful, if there are no issues, click [Save].
・Gmail Setup
(1) Click the second action "Send Email".
(2) Enter the Gmail account to be linked and fill in the necessary fields.
You can also reference information obtained in the previous step, as shown in the image below. Click the input bar to expand the output and select the relevant information. (As an example, the "User's Email Address" obtained from the previous step is referenced and set in 'To'.)
(3) After entering, click [Next] to see a list of the settings you have configured. As a customization, there is an item to add "Attachments" at the bottom of the screen, and by clicking the red frame part, you can set up a "Pre-confirmation Setting" to confirm before execution. You can also attach the necessary data files for the onboarding guide, so please set it according to the situation.
(4) If there are no issues with the content of the email you created, click [Test], and then click [Save]. (Below is an example of creation.)
The setup is now complete.
・Turn on the Trigger
By clicking the red frame part "Turn on the Trigger" on the screen below, the flow bot will start automatically.
Here is the template used this time
When an employee is registered in Google Workspace, notify the employee of the onboarding information via Gmail.
Other Automation Examples Using Google Workspace and Gmail
In addition to the flow introduced this time, you can achieve various business automations by using the Google Workspace and Gmail APIs. All of these can be used with simple settings, so if you find something interesting, please give it a try!
Other Automation Examples with Google Workspace and Gmail
You can send an email to Gmail when Google Workspace user information is updated, or use Yoom's trigger function to issue an account and send it via Gmail three days before the start date.
Issue the account and send it via Gmail three days before the start date.
Integrate with Databases and Forms to Add to Google Workspace
Based on the information from Yoom's database and form functions, accounts can be issued or new users can be created and added to Google Workspace, which should help prevent citation errors and registration omissions.
■Overview This is a flow to add an employee to a Google Workspace group when a Yoom form employment application is approved. With Yoom, you can easily achieve this flow without programming, as it allows for integration between apps.
■Recommended for - Companies with a large number of employees that find adding members to Google Workspace groups time-consuming - Those who want to prevent omissions in new employee registrations and ensure smooth onboarding and operations - Those who want to conduct seamless non-face-to-face onboarding procedures due to the introduction of remote work - Companies that want to standardize onboarding procedures and prevent the personalization of business processes
■Notes - Please integrate Google Workspace with Yoom. - Google Workspace is an app available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in the flow bot will result in errors, so please be careful. - Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions.
■Overview The flow 'Notify Microsoft Teams when user information is updated in Google Workspace' is a business workflow that supports the efficiency of user management and information sharing. Changes in user information must be communicated quickly and accurately to the entire team. By linking Google Workspace and Microsoft Teams, you can automatically notify Teams of updates, thus preventing manual notification tasks and information omission.
■Recommended for Administrators who manage users using Google Workspace Those who use Microsoft Teams but feel that user information updates are not easily conveyed to the team IT personnel who spend time and effort on manual information notification Administrators of companies looking to improve communication efficiency within the team
■Notes Please link Google Workspace and Microsoft Teams each to Yoom. Google Workspace is an app that is available only with team plans and success plans. In the case of free plans or mini plans, the operation and data connect of the flowbot configured will result in an error, so please be careful. Paid plans like team plans and success plans offer a 2-week free trial. During the free trial, you can use restricted apps. Microsoft365 (formerly Office365) has home plans and general corporate plans (Microsoft365 Business), and there is a possibility of authentication failure if you are not subscribed to the general corporate plan.
■Overview The "Notify Slack when user information is updated in Google Workspace" flow connects Google Workspace with Slack to automatically notify your team when changes to user information occur. By using this flow, updates to user information in Google Workspace are automatically notified to Slack, allowing you to share the latest information with the entire team.
■Recommended for - IT personnel using Google Workspace who want to streamline user management - Team leaders who want to use Slack to facilitate information sharing within the team - Executives or managers who want to communicate changes in user information to their team - Organizational administrators who are currently spending too much time on manual information sharing and are considering automation
■Notes - Connect both Google Workspace and Slack with Yoom. - Google Workspace is an application available only for Team Plans and Success Plans. Please note that with the Free Plan or Mini Plan, operations or data connections set up with Flowbots will result in errors. - Paid plans like Team Plan or Success Plan offer a 2-week free trial where you can use restricted applications.
■Overview Are you manually uploading attachments such as invoices and reports received in Gmail to Microsoft SharePoint? As the number of items increases, this work becomes a heavy burden and also carries the risk of missed saves. By leveraging this workflow, you can use email receipt in Gmail as a trigger to automatically upload attachments to Microsoft SharePoint, freeing you from such routine tasks and helping improve operational accuracy.
■Recommended for ・Those who manually save attachments received in Gmail to Microsoft SharePoint ・Those in departments that handle important files such as invoices and want to prevent missed saves due to manual work ・Those who want to automate routine file management tasks and focus on more important work
■Notes ・Please connect Yoom with both Gmail and Microsoft SharePoint. ・Microsoft 365 (formerly Office 365) has consumer plans and commercial plans (Microsoft 365 Business). If you are not subscribed to a commercial plan, authentication may fail. ・Branching is a feature (operation) available on the Mini plan and above. On the Free plan, operations configured in Flow Bots will result in errors, so please be careful. ・Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use restricted apps and features (operations). ・For triggers, you can choose a run interval of 5, 10, 15, 30, or 60 minutes. ・The minimum run interval varies by plan, so please note. ・The maximum downloadable file size is 300MB. Depending on the app specifications, it may be less than 300MB, so please be aware. ・For details on the file sizes that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924
■Overview This is a flow to automatically send follow-up emails via Gmail after a Zoom webinar ends. By using Yoom, you can easily connect apps without the need for programming.
■Recommended for 1. Those who frequently host webinars on Zoom ・Those who want to ensure follow-up emails are sent to participants after the webinar ends but find manual work cumbersome ・Those who want to send follow-up emails to webinar participants quickly and efficiently
2. Those who use Gmail as a primary means of communication ・Those who use Gmail daily and want to improve work efficiency by automating template emails ・Those who want to avoid the hassle of sending individual emails to all participants
■Notes ・Please connect both Zoom and Gmail with Yoom. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■Overview This is a flow to retrieve customer information from Notion at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Notion ・Those who find it burdensome to send regular follow-up emails to customers ・Corporate sales representatives or assistants who need to send reminder emails to customers according to contract renewal times or deadlines ・Those who want to send notifications such as coupons to multiple customers meeting certain conditions on a scheduled basis
■Notes ・Please integrate Notion and Gmail with Yoom. ・The operation between "repeating the same process" is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations or data connections set in the flow bot will result in an error, so please be careful. ・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 features (operations).
■Overview ・Send emails at once to the addresses in the customer list within Google Spreadsheet. ・By using the process of repeating the same operation, you can send emails by converting the company name and contact person name for each customer.
■Actual Flowbot Movement https://youtu.be/dUv9YYx5wHo
■Notes ・The operation of repeating the same process used this time is available for team plans and above. ※Even in the free plan, a two-week trial of the paid plan is possible once. You can apply from the plan change at the bottom left of the Yoom workspace (management screen), so please use this for function verification of the paid plan.
What you can do with the free trial, how to start, and points to note▼ https://intercom.help/yoom/ja/articles/9115350
Add Content When Emails with Specific Labels Arrive in Gmail
By extracting necessary information from emails with specific labels using AI, it may be possible to reduce the time spent on information editing tasks.
When an email with a specific label arrives in Gmail, add a task to GitHub.
■Overview This is a flow that adds an issue to GitHub when an email with a specific label arrives in Gmail. With Yoom, you can connect apps without programming, making it easy to implement this flow.
■Recommended for ・Members of a development team managing inquiries or bug reports received via email from customers on GitHub ・Those who want to organize sales or support interactions as GitHub Issues ・Product managers who want to respond quickly to feedback from users ・Those who want to automate organizing and transcribing email content to reduce the hassle of registering GitHub Issues ・Business unit managers managing multiple projects simultaneously who want to efficiently manage email requests from stakeholders
■Notes ・Please connect both Gmail and GitHub with Yoom. ・Triggers can be set at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval may vary depending on your plan.
■Overview Are you manually creating tickets in Zendesk for inquiries that arrive in Gmail? While this task is simple, there is no room for missed responses or input errors, and it often becomes a heavy burden. By using this workflow, a ticket is automatically created in Zendesk just by receiving an email in Gmail with a specific label, enabling you to streamline manual response tasks and speed up customer support.
■Recommended for ・Customer support staff who manage inquiries received via Gmail in Zendesk ・Those who are concerned about missed responses or delays caused by manual ticket creation ・Those who want to automate inquiry handling and improve team productivity
■Notes ・Please connect Yoom with both Gmail and Zendesk. ・Zendesk is available only on the Team and Success plans. On the Free and Mini plans, the Flowbot operations and Data Connect configured will result in errors, so please be aware. ・Paid plans such as the Team plan and Success plan offer a two-week free trial. During the free trial, you can use apps that are otherwise restricted. ・You can choose trigger intervals of 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan; please note.
Benefits of Integrating Google Workspace and Gmail
Benefit 1: Streamlining Procedures
By implementing the integration flow of Google Workspace and Gmail, you can expedite the onboarding process. For example, when HR personnel manually sent emails, the registration process and email creation took time, making it difficult to provide prompt onboarding guidance. With this flow, the time spent on information input can be reduced, potentially improving the overall productivity of the company. Additionally, since the onboarding information is consistently sent, it can prevent information leaks and errors, leading to a more efficient onboarding process.
Benefit 2: Reducing Human Errors
By utilizing a flow that automatically notifies onboarding information via Gmail after registering employee information in Google Workspace, you can potentially reduce input errors and sending errors associated with manual email transmission. For instance, during seasons when many new employees join, onboarding tasks can become concentrated, leading to transcription errors or misdeliveries. If information can be automatically registered, such human errors can be minimized, helping to prevent issues like guidance mistakes.
Benefit 3: Reducing Variability in Responses
Integrating Google Workspace and Gmail may help reduce the variability in responses that occurred during onboarding procedures. In traditional processes, manual onboarding could lead to different guidance content depending on the person in charge, causing confusion. With the introduction of this automation, all new employees should be able to undergo the same onboarding process.
Conclusion
The automation flow through the integration of Google Workspace and Gmail streamlines HR operations, contributing to faster procedures and a reduction in human errors. By automating part of the onboarding process, it is expected to reduce variability in responses and provide consistent information to all new employees.
To aim for smoother business operations, please utilize Yoom to experience automation through app integration.
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
As a customer support representative, I have been dedicated to resolving users' questions and concerns. I was impressed to learn that by utilizing yoom, the increasingly complex daily tasks can be handled more efficiently. For those aiming to improve operational efficiency, we will continue to deliver clear and understandable content to ensure smooth service utilization.
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