How to integrate Google Workspace with Gmail to notify new employees via Gmail after registering them in Google Workspace

How to Create a Google Workspace and Gmail Integration Flow

The process to complete the flow will proceed as follows.

・Integrate Google Workspace and Gmail with My Apps
・Copy the template
・Set triggers in Google Workspace and configure Gmail
・Turn on the trigger

Now, let's establish a new connection for the apps you want to integrate.

・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 panel and search for Google Workspace from "New Connection".

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(2) Click the Google Workspace app icon and then click "Sign in with Google" on the subsequent screen.

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(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, the operations and data connections of the flow bot you set 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 subject to restrictions.

(4) Next, integrate the Gmail app.
Search for and click the Gmail app icon using the same procedure.

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(5) Proceed to the screen to 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.

Once the app connection is successful, 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 icon for "Try this template" below.

The template will be copied, so 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.

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From "My Projects" on the left side of your 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 a successful test, if there are no issues, click [Save].

・Gmail Setup

(1) Click on 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 refer to the 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.
(For 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 "Pre-confirmation settings" to confirm before execution.
You can also attach the necessary data files for the onboarding guide, so 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], then click [Save]. (Below is an example.)

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This completes the setup.

・Turn on Trigger

By clicking "Turn on Trigger" in the red frame part of the screen below, the flow bot will start automatically.

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Here is the template used this time

Other Automation Examples Using Google Workspace

There are other examples of automation using Google Workspace on Yoom, so here are a few introductions.

Send an Email via Gmail When Google Workspace User Information is Updated

When Google Workspace user information is updated, an email is sent via Gmail, allowing for quick information sharing.
Notifications regarding updates to user information are automated, which can improve work efficiency.

Issue the account and send it via Gmail three days before the joining date

By utilizing this flow, you can expect to reduce the time spent on manually issuing accounts and sending emails.
It will also help decrease account information errors and email sending mistakes.

Register Employees in Google Workspace by Reading Resumes with OCR

This template is recommended for those who want to accurately register employee information.
It allows for automatic registration of employees in Google Workspace, preventing data entry errors and omissions.

Summary

The automation flow through the integration of Google Workspace and Gmail streamlines HR operations in companies, contributing to faster procedures and a reduction in human errors.
By automating part of the onboarding process, it is expected to reduce inconsistencies 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.