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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!
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!
■Overview
This is a flow that notifies employees of their onboarding information via Gmail when they are registered in Google Workspace.
■Recommended for
1. Companies that have adopted Google Workspace as their groupware
・Back-office personnel who want to achieve smooth information sharing when employees join the company
2. People who frequently use Gmail in their daily routine
・Those who want to automate the sending of standardized emails to improve work efficiency
・Recruiters at companies who want to automate the onboarding process by integrating Gmail with Google Workspace
■Benefits of using this template
By implementing the automation flow of "notifying employees of their onboarding information via Gmail when they are registered in Google Workspace," companies can enjoy numerous benefits.
Firstly, it streamlines business processes. Since emails are automatically sent upon the registration of new employees, it reduces the manual effort required by HR personnel to send emails individually.
This allows the HR department to focus on other important tasks.
Additionally, automating email notifications prevents any oversight in communication. As information is reliably conveyed to all employees, they can start smoothly from their first day.
■Notes
・Please integrate Yoom with both Google Workspace and Gmail.
・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 of the flow bot you have set will result in errors, so please be careful.
・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 subject to restrictions.
[What is Yoom]
Let's create a flow bot using the template "Notify employees via Gmail when they are registered in Google Workspace".
The process to complete the flow will proceed as follows:
Now, let's proceed with the new connection of the apps to be integrated.
(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.
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.
■Overview
This is a flow that notifies employees of their onboarding information via Gmail when they are registered in Google Workspace.
■Recommended for
1. Companies that have adopted Google Workspace as their groupware
・Back-office personnel who want to achieve smooth information sharing when employees join the company
2. People who frequently use Gmail in their daily routine
・Those who want to automate the sending of standardized emails to improve work efficiency
・Recruiters at companies who want to automate the onboarding process by integrating Gmail with Google Workspace
■Benefits of using this template
By implementing the automation flow of "notifying employees of their onboarding information via Gmail when they are registered in Google Workspace," companies can enjoy numerous benefits.
Firstly, it streamlines business processes. Since emails are automatically sent upon the registration of new employees, it reduces the manual effort required by HR personnel to send emails individually.
This allows the HR department to focus on other important tasks.
Additionally, automating email notifications prevents any oversight in communication. As information is reliably conveyed to all employees, they can start smoothly from their first day.
■Notes
・Please integrate Yoom with both Google Workspace and Gmail.
・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 of the flow bot you have set will result in errors, so please be careful.
・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 subject to restrictions.
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.
(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].
(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.
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
■Overview
This is a flow that notifies employees of their onboarding information via Gmail when they are registered in Google Workspace.
■Recommended for
1. Companies that have adopted Google Workspace as their groupware
・Back-office personnel who want to achieve smooth information sharing when employees join the company
2. People who frequently use Gmail in their daily routine
・Those who want to automate the sending of standardized emails to improve work efficiency
・Recruiters at companies who want to automate the onboarding process by integrating Gmail with Google Workspace
■Benefits of using this template
By implementing the automation flow of "notifying employees of their onboarding information via Gmail when they are registered in Google Workspace," companies can enjoy numerous benefits.
Firstly, it streamlines business processes. Since emails are automatically sent upon the registration of new employees, it reduces the manual effort required by HR personnel to send emails individually.
This allows the HR department to focus on other important tasks.
Additionally, automating email notifications prevents any oversight in communication. As information is reliably conveyed to all employees, they can start smoothly from their first day.
■Notes
・Please integrate Yoom with both Google Workspace and Gmail.
・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 of the flow bot you have set will result in errors, so please be careful.
・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 subject to restrictions.
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!
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.
■Overview
This is a flow that sends an email to Gmail when user information in Google Workspace is updated.
■Recommended for
1. Those who want to easily share tasks and information
・Sales department personnel responsible for managing numerical targets
・Personnel in charge of the corporate headquarters of companies with many branches
・Professionals such as labor and social security attorneys or tax accountants with advisory contracts
2. Those who use Gmail as their main communication tool
・Department heads using it for internal communication
・Sales assistants responsible for interactions with client companies
3. Those who want to reduce manual input work and automate processes
・Owners of small and medium-sized enterprises aiming for business automation
・Administrative staff who want to improve data accuracy
■Benefits of using this template
・By sending an email to Gmail when user information in Google Workspace is updated, information can be shared quickly.
・Notifications regarding updates to Google Workspace user information are automated, improving work efficiency.
■Notes
・Please link both Gmail and 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 of the configured flow bot will result in errors, so please be careful.
・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 normally restricted.
■Overview
This flow involves issuing Gmail and Zoom accounts and sending them via Gmail to the relevant employees three days before their start date.
■Recommended for
1. HR personnel and IT administrators
・Those who want to streamline the onboarding process for new employees
・Those who want to automate account issuance to improve operational efficiency
2. Corporate management departments
・Those who want to support new employees in starting their work smoothly
■Benefits of using this template
・Significantly reduces the time required for manual account issuance and email sending.
・Reduces errors in account information and email sending mistakes.
■Notes
・Please integrate Zoom, Google Workspace, and Gmail 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 two-week free trial. During the free trial, you can use the restricted apps.
Automatically creating folders reduces the manual effort and time required, facilitating the smooth progress of work.
■Overview
This is a flow that creates a folder for each employee in Dropbox when they are registered in Google Workspace.
■Recommended for
1. Those who utilize Google Workspace for business
・Those who use multiple Google-related tools for business
2. Those who utilize Dropbox for business
・Those who use it for centralized management of business-related documents
■Benefits of using this template
Dropbox is a tool that can streamline business operations through efficient file sharing.
By creating folders for each individual and utilizing them for their respective tasks, you can smoothly store files and achieve centralized information management.
However, manually creating folders every time an employee is registered in Google Workspace wastes valuable time.
This flow is suitable for those who want to save time spent on manual tasks and streamline business operations.
By using this flow, folders are automatically created in Dropbox by referencing the information of employees registered in Google Workspace.
Automatic folder creation reduces the effort and time spent on manual tasks, smoothing the progress of business operations.
■Notes
・Please integrate both Google Workspace and Dropbox 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 of the flow bot you set will result in errors, so please be careful.
・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 normally restricted.
■Overview
This is a flow that creates a folder for each employee in OneDrive when an employee is registered in Google Workspace.
■Recommended for
1. Those who use Google Workspace for business
・Those who advance their work using Google services
2. Those who manage folders in the cloud
・Those who manage folders using OneDrive
■Benefits of using this template
OneDrive allows you to manage folders and files in the cloud, facilitating smooth collaboration within the team.
However, if you manually create folders in OneDrive, there is a risk of omissions or errors in folder names.
This template automatically creates a folder for each employee in OneDrive when they are registered in Google Workspace, reducing errors in manual operations.
By automating folder creation, you can proceed with management tasks smoothly.
■Notes
・Please link both Google Workspace and OneDrive 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 normally restricted.
・Microsoft 365 (formerly Office 365) has both a home plan and a general business plan (Microsoft 365 Business). If you are not subscribed to the general business plan, authentication may fail.
■Overview
This is a flow that creates a folder for each employee in Microsoft SharePoint when an employee is registered in Google Workspace.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who manage employees using Google Workspace
・Those who want organized folders for each employee when they are registered
2. Companies using Microsoft SharePoint
・Those who want to automate the creation of employee folders to save time
■Benefits of using this template
By connecting Google Workspace and Microsoft SharePoint, folders can be automatically created when an employee is registered.
This eliminates the need to manually create folders, improving work efficiency.
Additionally, since individual folders are automatically created for each employee, it becomes easier to organize information and manage it.
■Notes
・Please connect both Google Workspace and Microsoft SharePoint 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 normally restricted.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
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
When a new employee joins, a Google Workspace account is automatically created based on the employee information in the Yoom database.
■Setup Instructions
1. Integrate Google Workspace with Yoom. (My App Integration)
2. Set the desired database or table as a trigger.
3. In Google Workspace operations, set the desired information such as username and initial password based on the information retrieved from the Yoom database.
4. Specify the desired records using checkboxes or similar from the relevant database and activate the flow bot.
■Notes
・It is necessary to set the account information for integration in the operations of each app.
・Please create and use a database in Yoom to manage employee information.
・Replace the employee information registered in Google Workspace with desired values for use.
■Overview
This flow adds employees to a Google Workspace group once their employment application is approved via the Yoom form.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
When using Google Workspace for business, manually adding each new employee to a group is inefficient.
As the number of employees increases, so does the workload, leading to increased operational burden and risk of human error for companies with many employees.
With this flow, once an employment application submitted via the form is approved, the respective user is automatically added to the Google Workspace group.
This ensures smooth system usage from the first day of employment.
■Overview
When user information is entered into the input form, a new user is automatically created within Google Workspace.
The information of the created user will reflect what was specified in the input form.
Additionally, information such as the email address and password of the created user will be notified to the email address specified in the form.
■Setup Instructions
1. Please integrate Google Workspace with Yoom.
2. In the My Apps integration, change the input form fields to any desired fields (e.g., name, email address, initial password, etc.).
3. In the "Issue Account" operation of Google Workspace, set any desired information such as username and initial password based on the information obtained from the input form.
4. Submit the information in the input form and activate the flow bot to create a new user in Google Workspace.
■Notes
・It is necessary to set up the account information for integration in each app's operation.
・Please replace the Google Workspace configuration information and the content of the emails to be sent with any desired values.
・Google Workspace is an app available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations and data connections of the configured 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 the apps that are subject to restrictions.
Automatically notifying updates can help prevent manual notification tasks and information omissions.
■Overview
The "Notify Slack when user information is updated in Google Workspace" flow integrates Google Workspace with Slack to automatically notify the team when changes to user information occur.
By utilizing this flow, updates to user information in Google Workspace are automatically notified to Slack, allowing the latest information to be shared with the entire team.
■Recommended for
■Benefits of using this template
■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.
It is essential to communicate changes in user information quickly and accurately to the entire team. By integrating Google Workspace with Microsoft Teams, updates are automatically notified to Teams, preventing manual notification tasks and information omissions.
■Recommended for
■Benefits of using this template
When user information is updated in Google Workspace, it is automatically notified to Microsoft Teams, eliminating the need for manual notification tasks.
Notifications in Microsoft Teams allow the entire team to quickly grasp the latest information.
Automation prevents information leakage and miscommunication, improving the accuracy of information.
Since they are automatically uploaded to a specified folder, it is useful for sharing files received via email.
■Overview
This is a flow to save files received in Gmail to OneDrive.
■Recommended for
1. Those who use Gmail and OneDrive for business
・Personnel who use Gmail for communication with clients
・Personnel who use OneDrive for file management
・Those considering efficiency improvements by integrating Gmail and OneDrive
2. Those who want to reduce manual file saving tasks and automate them
・Owners of small and medium-sized enterprises aiming for business automation
・Personnel in general affairs and administration with many manual tasks
■Benefits of using this template
・By automatically saving files received in Gmail to OneDrive, you can improve business efficiency.
・Automatically saving files to OneDrive helps prevent human errors.
・You no longer need to perform file saving tasks from Gmail, allowing you to allocate time to other important tasks.
・By customizing the flow bot, you can also send notifications to communication tools after saving files to OneDrive.
■Notes
・Please integrate both Gmail and OneDrive with Yoom.
・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business). If you are not subscribed to the general corporate plan, authentication may fail.
・For forwarding processing when using Gmail as a trigger by integrating Gmail with Yoom, please refer to the following:
■Overview
This is a flow to upload attachments received in Gmail to Dropbox.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who manage business emails using Gmail
・Those who receive a large number of attachments via email for business purposes and find manual organization time-consuming
・Those who want to efficiently save and manage attachments in cloud storage
2. Those who use Dropbox for file sharing and management
・Those who want to save files collectively in Dropbox but find manual uploading cumbersome
・Those who want to automate file management by linking Gmail and Dropbox
■Benefits of using this template
By uploading attachments received in Gmail to Dropbox, you can enjoy the following benefits.
Firstly, the task of manually downloading and uploading files is eliminated.
This improves work efficiency and allows you to dedicate valuable time to other important tasks.
This is especially effective in tasks that frequently handle files.
Furthermore, automation reduces missed files and errors, achieving accurate data management.
This reduces future troubles and verification tasks, ensuring smooth business operations.
■Notes
・Please connect both Gmail and Dropbox 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.
Since manual information retrieval and email creation/sending become unnecessary, it may reduce the effort required for tasks.
■Overview
Emails are sent at once to the addresses in the customer list within the Google Spreadsheet.
By using a process that repeats the same operation, you can change the company name and contact person for each customer and send the email.
Actual flowbot operation: https://youtu.be/dUv9YYx5wHo
■Notes
・The operation of repeating the same process used this time is available for team plans and above.
※Even with the free plan, a two-week trial of the paid plan can be conducted once. You can apply from the plan change option at the bottom left of the Yoom workspace (management screen), so please use this when verifying the features of the paid plan.
※What can be done with the free trial, how to start it, and points to note: https://intercom.help/yoom/ja/articles/9115350
■Overview
This is a flow that automatically sends 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 a webinar 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 their primary means of communication
・Those who use Gmail regularly and want to improve work efficiency by automating template emails
・Those who want to eliminate the hassle of sending individual emails to all participants
■Benefits of using this template
By automatically sending follow-up emails via Gmail after a Zoom webinar ends, you can follow up with participants quickly and effectively.
Using this automated flow eliminates the need for manual email sending tasks, improving work efficiency.
Additionally, ensuring that follow-up emails reach all participants prevents any follow-up omissions and enhances participant satisfaction.
Furthermore, conducting follow-ups with consistent email content can give a professional impression and contribute to improving your brand image.
■Overview
This flow retrieves customer information from Notion at a specified date and time and sends a template email via Gmail.
With Yoom, you can easily achieve this flow without the need for programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
By implementing this flow, template emails in Gmail will be automatically sent based on customer information managed in Notion and according to the specified schedule.
Automations include sending reminders based on contract renewal dates or deadlines, sending birthday greetings or coupons to individual customers, and campaign announcements based on purchased products or purchase frequency.
Manual information retrieval and email creation/sending are no longer necessary, preventing errors in recipient addresses and missed sends.
Additionally, using templated emails allows for consistent quality communication.
By extracting necessary information from emails with specific labels using AI, it may be possible to reduce the time spent on information editing tasks.
■Overview
This is a flow where a ticket is created in Zendesk when an email with a specific label is received in Gmail.
With Yoom, you can easily achieve this flow without the need for programming, as it allows for seamless integration between applications.
■Recommended for
■Benefits of using this template
With this flow, you can automatically extract necessary information from emails with specific labels received in Gmail using AI and register them as tickets in Zendesk.
By eliminating the need for manual email verification and ticket creation, it is possible to reduce the workload of the support team and facilitate rapid information sharing.
Additionally, it helps mitigate the risk of human errors such as overlooking emails or missing ticket creation.
Support staff can be freed from routine tasks and focus on solving more complex problems and communicating with customers.
■Overview
This is a flow where an email with a specific label in Gmail triggers the addition of an issue in GitHub.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between applications.
■Recommended for
■Benefits of using this template
With this flow, you can automatically extract necessary information using AI from emails with specific labels received in Gmail and register them as GitHub Issues.
By eliminating the effort of checking and transcribing emails, you can reduce working hours and prevent human errors, allowing team members to allocate more time to creative and high-value tasks.
Since the process from email reception to Issue registration is seamless, information sharing and follow-up among stakeholders can proceed smoothly.
■Overview
This is a flow that adds emails with specific labels received in Gmail to a Google Spreadsheet.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
You can automatically organize and register the content of emails with specific labels received in Gmail into Google Spreadsheet using AI extraction and summarization features.
By eliminating the hassle of checking, summarizing, and transcribing emails, you can reduce working hours and prevent human errors, allowing personnel to spend more time on creative and high-value tasks.
Additionally, you can quickly grasp important points from long emails, improving information processing efficiency and speeding up operations.
It is useful for various tasks such as handling inquiries, managing project reports, and converting report emails into a database.
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.
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.
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.
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.
