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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.
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 <span class="mark-yellow">Yoom makes automation accessible to everyone</span>.
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.
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In this guide, you'll learn the step-by-step process of how to use Yoom to <span class="mark-yellow">automatically write a response with ChatGPT and reply with a PDF when an inquiry email is received in Gmail</span>.
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.
There are several ways to automate the data flow with ChatGPT. Here are some practical, ready-to-use templates you can try out.
Just click on the "Try It" button to get started quickly!
Perfect for companies looking to automate inquiry responses using ChatGPT or teams with business processes that require responses in PDF format.
Recommended for those who handle large amounts of form data and want to quickly summarize and compile it into reports. <span class="mark-yellow">Perfect for teams that need to process collected data efficiently</span>.
<span class="mark-yellow">Perfect for teams and project managers</span> 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.
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
If you don’t have a Yoom account yet, register now from this registration 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, visit OpenAI API Pricing.
Go to "My Apps" from the left side menu, and click the "+ Add" button.
Search for "ChatGPT" from the app list and select it.
Enter the account name.
Use a name that's easy to recognize, such as your company name or the person responsible for the account.
To get your access token, you need to create and obtain the API Secret key.
Similarly, go to "My Apps" from the left side menu, and click the "+ Add" button.
Search for Gmail from the app list and select it.
Click on "Sign in with Google".
Select the account you want to connect to, then click "Continue".
Search for Google Sheets from the app list and select it.
Click on "Sign in with Google".
Select the account you want to connect to, then click "Continue".
Click the "Try It" button to copy the pre-built template into your project.
Click "Try this template".
Click "OK" and give the Flowbot a name to recognize.
This template will be copied to your “My Project”.
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 Yoom plan. 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".
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 the guide 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".
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".
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".
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!
You can try out more automation using ChatGPT and Yoom. Here are some more examples you can explore for your next automation.
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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