Do you find it time-consuming to check emails and manually create responses for each inquiry? Many people want to improve their everyday work efficiency with AI, but feel that it might be too complicated.
Imagine if you could automate responses to inquiry emails received in Gmail using ChatGPT and generate PDF replies all without coding. That’s possible if you use the no-code tool, Yoom. The process is simple :) With this automation, you can reduce your workload while maintaining high-quality responses. In this article, we’ll show you how can easily set up this automation.
Meet Yoom: No-Code Automation
Yoom is a next-generation no-code automation that lets you connect and automate tasks between your favorite apps. Connecting different apps can be challenging for non-engineers, but Yoom makes automation accessible to everyone.
🌐 Connect with apps like ChatGPT, Google Sheets, Gmail, and more.
📖 Use automation templates - no technical setup required
📈 Boost productivity and reduce human errors
You don't need to go through a complex setup and IT jargon, you can build your automation workflows with just a few clicks :) It's designed for those who want to streamline their daily work and save hours of time and stress from repetitive work.
In this guide, you'll learn the step-by-step process of how to use Yoom to automatically write a response with ChatGPT and reply with a PDF when an inquiry email is received in Gmail.
✔️ For Those Who Want To Try It Now
Yoom offers ready-made templates to automatically compose reply emails with a PDF attachment whenever an inquiry email is received.
We’ll also walk you through the step-by-step process of creating this automation flow in the following section of this article.
When you receive an inquiry email in Gmail, generate a response using ChatGPT, convert it to PDF, and reply.
■Overview The workflow 'Generate a response with ChatGPT and reply with a PDF when an inquiry email is received in Gmail' automates the process of handling customer inquiries. By using an email received in Gmail as a trigger, ChatGPT creates an appropriate response, converts it to PDF format, and automatically replies, enabling efficient support.
■Recommended for - Support staff who primarily use Gmail and spend a lot of time handling inquiries - Companies considering automating inquiry handling using ChatGPT - Teams with business processes that require responses in PDF format - Managers who want to simultaneously improve customer service quality and operational efficiency - IT staff aiming to incorporate AI and RPA into business flows for further automation
■Notes - Please integrate Gmail, ChatGPT, and Yoom. - You can select the trigger activation interval from 5, 10, 15, 30, or 60 minutes. - The shortest activation interval varies depending on the plan, so please be aware. - To execute ChatGPT (OpenAI) actions, a paid OpenAI API plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ - The use of ChatGPT's API is provided by OpenAI for a fee, and it is a pay-as-you-go system based on tokens during API communication. Therefore, if payment cannot be made when using the API, an error will occur, so please be careful.
■Overview The workflow 'Generate a response with ChatGPT and reply with a PDF when an inquiry email is received in Gmail' automates the process of handling customer inquiries. By using an email received in Gmail as a trigger, ChatGPT creates an appropriate response, converts it to PDF format, and automatically replies, enabling efficient support.
■Recommended for - Support staff who primarily use Gmail and spend a lot of time handling inquiries - Companies considering automating inquiry handling using ChatGPT - Teams with business processes that require responses in PDF format - Managers who want to simultaneously improve customer service quality and operational efficiency - IT staff aiming to incorporate AI and RPA into business flows for further automation
■Notes - Please integrate Gmail, ChatGPT, and Yoom. - You can select the trigger activation interval from 5, 10, 15, 30, or 60 minutes. - The shortest activation interval varies depending on the plan, so please be aware. - To execute ChatGPT (OpenAI) actions, a paid OpenAI API plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ - The use of ChatGPT's API is provided by OpenAI for a fee, and it is a pay-as-you-go system based on tokens during API communication. Therefore, if payment cannot be made when using the API, an error will occur, so please be careful.
■Overview The flow 'When an inquiry email is received in Outlook, generate a response with ChatGPT, convert it to PDF, and reply' is a business workflow that achieves efficiency and quality improvement in customer support. By utilizing this flow, emails received in Outlook are automatically analyzed by ChatGPT, which generates appropriate responses.
■Recommended for ・Customer support representatives who want to efficiently process a large number of inquiry emails ・IT administrators who want to streamline operations by integrating with Outlook and automating processes ・Companies that want to improve customer satisfaction by providing speedy responses using ChatGPT ・Sales teams that want to standardize replies in PDF format and simplify document management ・Executives who want to advance business process automation and allocate human resources to other important tasks
■Notes ・Please integrate ChatGPT, Outlook, and 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. ・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・To execute ChatGPT (OpenAI) actions, a contract for OpenAI's API paid plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ ・The use of ChatGPT's API is provided by OpenAI for a fee, and it is a pay-as-you-go system based on tokens during API communication. Therefore, if payment cannot be made when using the API, an error will occur, so please be careful.
Automatically Send and Forward Form Data to ChatGPT
Recommended for those who handle large amounts of form data and want to quickly summarize and compile it into reports. Perfect for teams that need to process collected data efficiently.
Summarize the content submitted to Google Forms using ChatGPT, convert it to PDF, and send it via Gmail.
■Overview The "Workflow to summarize content submitted to Google Forms with ChatGPT, issue documents, and notify" is a business workflow that efficiently processes form input data and automatically generates and distributes necessary documents. By utilizing Yoom, information collected through Google Forms can be summarized by ChatGPT, created as a PDF, and automatically notified to stakeholders, reducing effort.
■Recommended for ・Persons in charge of collecting large amounts of data using Google Forms ・Business users who want to quickly summarize collected data and compile it into a report ・Team leaders who spend time on manual data organization and document creation ・Companies considering efficient business automation using ChatGPT
■Notes ・Please integrate Google Forms, ChatGPT, Gmail, and Yoom. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133 ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・To execute ChatGPT (OpenAI) actions, a paid OpenAI API plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ ・The use of ChatGPT's API is provided by OpenAI for a fee, and it is a pay-as-you-go system based on tokens during API communication. Therefore, if payment cannot be made when using the API, an error will occur, so please be careful.
■Overview The flow 'Summarize content submitted to Jotform with ChatGPT, convert to PDF, and send via Gmail' efficiently processes data from forms and automatically shares reports as a business workflow. By implementing this workflow, you can eliminate manual effort and enable quick responses.
■Recommended for ・Those who use Jotform to collect a large amount of form data but find it cumbersome to organize the data ・Business people who want to automate and streamline operations using ChatGPT ・Marketing personnel who want to compile information from forms into PDF format and share it via email ・IT personnel or company administrators who want to advance the automation of business flows ・Team leaders who want to streamline the creation of routine reports and save time
■Notes ・Please integrate Jotform, ChatGPT, Gmail, and 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. ・To execute ChatGPT (OpenAI) actions, you need to subscribe to OpenAI's paid API plan. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ ・The use of ChatGPT's API is provided by OpenAI for a fee, and it is a pay-as-you-go system based on tokens during API communication. Therefore, please be aware that an error will occur if payment cannot be made when using the API.
Automatically Send and Forward Chat Tool Data to ChatGPT
Perfect for teams and project managers who want to organize and analyze information using ChatGPT, then compile it into a PDF. This automation can allow smooth sharing and reporting within teams.
When a specific keyword is posted on Microsoft Teams, organize the information with ChatGPT, generate a PDF, and upload it.
■Overview This is a workflow that uses Yoom to organize information with ChatGPT and automatically generate and upload a PDF when a specific keyword is posted within Microsoft Teams. This improves information sharing within the team, allowing necessary information to be viewed and saved immediately.
■Recommended for ・Business people who use Microsoft Teams daily and spend time organizing information ・Administrators interested in automating ChatGPT and PDF creation to improve work efficiency ・Project leaders who want to smooth information sharing within the team and efficiently prepare necessary materials ・IT personnel who want to optimize business workflows using API integration and RPA
■Notes ・Please integrate ChatGPT, Microsoft Teams, and Yoom. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail. ・The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・To execute ChatGPT (OpenAI) actions, a paid plan contract for OpenAI's API is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ ・The use of ChatGPT's API is provided by OpenAI for a fee, and it is a pay-as-you-go system based on tokens during API communication. Therefore, please be aware that an error will occur if payment cannot be made when using the API.
■Overview The workflow "When a specific keyword is posted on Slack, organize the information with ChatGPT, generate a PDF, and upload it" is a business workflow that streamlines team communication and automates information management. This eliminates the need for manual information organization and document creation, enabling speedy and accurate information sharing.
■Recommended for ・Business users who use Slack regularly and want to automate information organization based on specific keywords ・Those who want to efficiently organize and analyze information using ChatGPT and compile it into a PDF ・Project managers or leaders who want to facilitate smooth information sharing within the team ・IT personnel in companies who are spending time on manual document creation and want to improve work efficiency through automation
■Notes ・Please integrate ChatGPT, Slack, and 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. ・Branching is a feature (operation) available in plans above the mini plan. In the case of the free plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the mini plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations). ・To execute ChatGPT (OpenAI) actions, a contract for OpenAI's API paid plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ ・The use of ChatGPT's API is provided by OpenAI for a fee, and it is a pay-as-you-go system based on tokens during API communication. Therefore, if payment cannot be made when using the API, an error will occur, so please be careful.
🚀 Let's Create Flowbot to Automatically Create PDF with ChatGPT for Email Responses
Let's walk through how to set up a flow that automatically writes a response with ChatGPT and replies with a PDF when an inquiry email is received in Gmail.
⏱️ Setup time: 10 minutes
🔧 What You’ll Need
A free Yoom account
Access to Google Sheets, Gmail, and ChatGPT
If you don’t have a Yoom account yet, register now from thisregistration form!
⚠️ Note: To run ChatGPT (OpenAI) actions, you’ll need a paid OpenAI API plan. Make sure you have your payment set up ready for smoother transactions when the API usage fees are incurred. For more details, visitOpenAI API Pricing.
When you receive an inquiry email in Gmail, generate a response using ChatGPT, convert it to PDF, and reply.
■Overview The workflow 'Generate a response with ChatGPT and reply with a PDF when an inquiry email is received in Gmail' automates the process of handling customer inquiries. By using an email received in Gmail as a trigger, ChatGPT creates an appropriate response, converts it to PDF format, and automatically replies, enabling efficient support.
■Recommended for - Support staff who primarily use Gmail and spend a lot of time handling inquiries - Companies considering automating inquiry handling using ChatGPT - Teams with business processes that require responses in PDF format - Managers who want to simultaneously improve customer service quality and operational efficiency - IT staff aiming to incorporate AI and RPA into business flows for further automation
■Notes - Please integrate Gmail, ChatGPT, and Yoom. - You can select the trigger activation interval from 5, 10, 15, 30, or 60 minutes. - The shortest activation interval varies depending on the plan, so please be aware. - To execute ChatGPT (OpenAI) actions, a paid OpenAI API plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ - The use of ChatGPT's API is provided by OpenAI for a fee, and it is a pay-as-you-go system based on tokens during API communication. Therefore, if payment cannot be made when using the API, an error will occur, so please be careful.
■Overview The workflow 'Generate a response with ChatGPT and reply with a PDF when an inquiry email is received in Gmail' automates the process of handling customer inquiries. By using an email received in Gmail as a trigger, ChatGPT creates an appropriate response, converts it to PDF format, and automatically replies, enabling efficient support.
■Recommended for - Support staff who primarily use Gmail and spend a lot of time handling inquiries - Companies considering automating inquiry handling using ChatGPT - Teams with business processes that require responses in PDF format - Managers who want to simultaneously improve customer service quality and operational efficiency - IT staff aiming to incorporate AI and RPA into business flows for further automation
■Notes - Please integrate Gmail, ChatGPT, and Yoom. - You can select the trigger activation interval from 5, 10, 15, 30, or 60 minutes. - The shortest activation interval varies depending on the plan, so please be aware. - To execute ChatGPT (OpenAI) actions, a paid OpenAI API plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ - The use of ChatGPT's API is provided by OpenAI for a fee, and it is a pay-as-you-go system based on tokens during API communication. Therefore, if payment cannot be made when using the API, an error will occur, so please be careful.
Click "OK" and give the Flowbot a name to recognize.
This template will be copied to your “My Project”.
Step 3: Detect Inquiry Emails
In this step, you will set up Gmail to start the Flowbot when an email containing specific keywords is received. To get started, click on "When an email matching a specific keyword is received".
Give your trigger a title (optional) and confirm that the correct Google account is selected. Then, click "Next"
Set your trigger interval (frequency of sync) to how frequently Yoom checks Gmail for updates. It can be set to 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. We recommend setting the trigger to the shortest activation interval available for your plan.
⚠️ Note: The trigger interval varies depending on your Yoomplan. Be sure to check your current plan’s limit.
Then, set a keyword. For this example, we will put in "Inquiry" as the keyword.
Send a test email using Gmail that includes the specified keyword, then click "Test". If the test is successful, you will see the retrieved value get updated as below. Then click "Save".
Step 4: Create Responses with ChatGPT
Let's set up an action to generate responses with ChatGPT. Click "Generate Text".
Change the title (optional) and check that your correct account is selected. Then, click "Next".
Click on the input field to display the retrieved value from the received email in Gmail. You can use these dynamic values to create your instructions. Using the retrieved values will create instructions that change each time the flow is triggered. Avoid entering fixed text, as it will generate the same way each time.
Select "Body" from the retrieved value in the displayed options, as shown below. You can modify the instructions if needed.
📚 Reference: For more details on retrieved values and how to set them up, see theguide here.
The role is set to "user" by default, but you can change it as you like!
For temperature, set a value between 0 and 1. A higher temperature value (e.g., 0.8) generates more creative and varied responses, while a lower value (e.g., 0.3) produces more focused and consistent outputs. For this example, we will set it to "0.5" to get a clearer answer.
For the Maximum Tokens, keeping the input text (original email) to about 1,000 tokens is recommended to ensure the accuracy of the summary. In this case, we will use "200" tokens as the input.
Select the model to be used for generating texts (default is gpt-4o). Different models may affect the quality and style of the output.
For this example, we will go with the default setting.
Once the setup is complete, click "Test".
If the result is successful, click "Save".
Step 5: Create Documents with Google Sheets
Next, let's set up an action to use the generated response created in ChatGPT to create a document with Google Sheets. Click "Issue Document".
Confirm that the correct Google Sheets document is selected, then proceed with the input.
For the template document setting, enter the details from the displayed options.
For the Destination Google Drive Folder ID, select where you want to save your PDF from the displayed options.
Set the Exported File Name to "Subject" from the Gmail retrieved value.
Next, you will see the screen for setting replacement conditions. Create a Google Sheet following the instructions.
📚 Reference: For template documents, refer to this link.
After creating the template document, run a test. After confirming that your retrieved data gets updated correctly, click "Save".
Step 6: Compose Email with Gmail
For the final step, we will set up an action to send the created PDF through Gmail.
Click "Send Email".
Change the title (optional) if needed and check that your Google account is selected.
Then click "Next".
Now we create the email.
Specify From from the displayed options.
For the To field, enter the sender of the inquiry (the customer's email address) as shown in the screen below.
Enter any content for the subject.
Then, enter the body.
Below is an example noting that the inquiry has been answered in a PDF.
You can use the dynamic values to create your body. Using the retrieved values will create personalized emails that change each time the flow is triggered.
In the attachment files, select "use retrieved value" and choose the PDF generated by ChatGPT from the previous step.
After completing the input, click "Next". Test send and check if the email is received in Gmail. If successful, hit "Save".
Step 7: Activate the Flowbot
Toggle the "Trigger On" button to activate your flow!
Check if the Flowbot you set up is working properly.
That’s it! Your Flowbot is complete!
💡 Other Automation Examples Using ChatGPT
You can try out more automation using ChatGPT and Yoom. Here are some more examples you can explore for your next automation.
Add content to Google Sheets, generate images with OpenAI, and update the obtained URL in Google Sheets.
■Overview This workflow automatically generates a detailed description using OpenAI for tasks created in Asana and adds it as a comment. This deepens understanding of the task and improves overall team efficiency. The integration between Asana and OpenAI via Yoom supports everyday task management.
■Who we recommend this template for ・Project managers who want to manage tasks in Asana more efficiently ・Team leaders who do not want to spend time filling in task details ・Company staff who want to automate business processes using AI ・Managers who want to facilitate information sharing within the team ・Members who want to quickly understand task contents
■Notes ・Please connect Yoom with both Asana and OpenAI. ・To execute ChatGPT (OpenAI) actions, a paid OpenAI API plan is required (your account must be able to be charged when the API is used). https://openai.com/ja-JP/api/pricing/ ・Use of the ChatGPT API is provided by OpenAI for a fee and is billed based on tokens during API calls. Therefore, please note that an error will occur if payment cannot be processed when the API is used.
■Overview The workflow "Transcribe Zoom call content, summarize with OpenAI, and add to Google Spreadsheet" automatically transcribes the content of calls conducted on Zoom, summarizes the transcription results with OpenAI, and adds them to a Google Spreadsheet. This allows you to quickly review the content of the call, grasp the key points concisely, and manage the data in a form that can be easily searched and analyzed later. ■Recommended for ・Those who regularly hold meetings or calls on Zoom and want to efficiently record and manage the content ・Project leaders or team members who want to summarize call content and organize it in Google Spreadsheet ・Personnel who want to quickly understand the content of calls and save it for later review ・Those who want to automate the summarization of call content using OpenAI to improve work efficiency ・Teams that want to reduce the burden of manually transcribing and summarizing
■Notes ・Please integrate Yoom with OpenAI, Zoom, and Google Spreadsheet. ・The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・To execute ChatGPT (OpenAI) actions, a paid OpenAI API plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ ・The use of ChatGPT's API is provided by OpenAI for a fee, and it is charged based on tokens during API communication. Therefore, if payment cannot be made when using the API, an error will occur, so please be careful. ・Please note that there are actions available and not available depending on the Zoom plan. ・Currently, the following actions are only available with Zoom's paid plan: ・When the meeting ends ・Retrieve meeting recording information (only recordings existing in the cloud can be retrieved) ・For details, please refer to the following. https://intercom.help/yoom/en/articles/9550398-zoom%E3%81%A7%E3%83%9F%E3%83%BC%E3%83%86%E3%82%A3%E3%83%B3%E3%82%B0%E3%81%AE%E3%83%AC%E3%82%B3%E3%83%BC%E3%83%87%E3%82%A3%E3%83%B3%E3%82%B0%E6%83%85%E5%A0%B1%E3%82%92%E5%8F%96%E5%BE%97%E3%81%99%E3%82%8B%E9%9A%9B%E3%81%AE%E6%B3%A8%E6%84%8F%E7%82%B9
■Overview The 'Translate messages posted to Slack with OpenAI and reply the results in a thread' workflow is a business workflow designed to facilitate international team communication. By utilizing Yoom and leveraging the integration between Slack and OpenAI, it smoothly and automatically translates posted messages. The translation result is automatically replied in the thread of the original message, enabling smooth communication without feeling the language barrier.
■Recommended for those who: - Administrators of companies using Slack on a daily basis in multinational teams - Project leaders who want to improve communication efficiency between members with different languages - Marketing personnel deploying services for the global market - Managers of customer support teams requiring multilingual support - Companies in remote work environments that prioritize quick and accurate communication - Executives who want to reduce time and costs associated with language translation - Technical personnel who want to automate operations using Slack and OpenAI integration
■Cautions - Integrate both OpenAI and Yoom with Slack. - To execute an action of ChatGPT (OpenAI), it is required to have a contract for OpenAI's API paid plan. (Ensure that payment can be made when the API is used) https://openai.com/api/pricing/ - The use of ChatGPT's API is provided by OpenAI as a paid service and operates on a token-based usage billing system. Please make sure that payment can be made when using the API, or an error will occur. - Trigger intervals can be chosen at 5, 10, 15, 30, or 60 minutes. - Note that the minimum trigger interval differs by plan.
If you're looking to improve the handling of inquiries, automatically creating a PDF with ChatGPT is your solution. Yoom allows you to automate email responses by integrating ChatGPT with Gmail. Best of all, no special knowledge is needed, and anyone can easily set it up! Ready to simplify your workflow? Sign up for Yoom and try it today!
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