How to Notify New Employees of Onboarding Information via Gmail After Registering Them in Google Workspace

Since the template will be copied, click the "OK" button.

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Move to the "My Projects" screen of your Yoom account and check the template content.

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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".

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After clicking, the template content will be displayed as shown in the screen below.

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(2) First, click on the trigger "When a user is registered".

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(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].

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(5) On the next screen, send a Webhook event or execute the trigger event according to the annotations, and click Test.

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(6) After the test is successful, if there are no issues, click [Save].

・Gmail Setup

(1) Click the second action "Send Email".

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(2) Enter the Gmail account to be linked and fill in the necessary fields.

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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'.)

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(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.

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(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.)

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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.

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Here is the template used this time

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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.

Automation Example Using Google Workspace

Create a Folder for Each Employee When They Are Registered in Google Workspace

Automatically creating folders reduces the manual effort and time required, facilitating the smooth progress of work.

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.

Notify When User Information is Updated in Google Workspace

Automatically notifying updates can help prevent manual notification tasks and information omissions.

Example of Automation Using Gmail

Upload attachments received via Gmail

Since they are automatically uploaded to a specified folder, it is useful for sharing files received via email.

Automatically Send Emails to Managed Recipients

Since manual information retrieval and email creation/sending become unnecessary, it may reduce the effort required for tasks.

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.

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.