Automatically Send and Forward Form Data to ChatGPT
This is recommended for those responsible for collecting large amounts of data using forms and business users who want to quickly summarize collected data and compile it into a report.
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Are you feeling that checking emails and creating responses for each inquiry is time-consuming and tedious? The more carefully you handle each case, the higher the risk of oversight and mistakes. However, many people might feel that "I want to use AI to improve efficiency, but it seems difficult..."
For those people, we recommend the no-code tool Yoom! In this article, we will introduce a flow where you create responses using ChatGPT for inquiry emails received in Gmail and reply as a PDF.
All settings can be completed with no code, and the key point is that you can implement it without relying on engineers. You can significantly reduce the workload while maintaining the quality of inquiry responses. If you want to improve work efficiency but don't know where to start, please check it out until the end.
Yoom offers templates to automate workflows using it! If you want to start right away, click the banner below to get started!
There are several ways to automatically send and forward data with ChatGPT. We've picked out a few methods for you to check out!
Simply click "Try it out" on the automation example you're interested in and register an account to immediately experience automatic updates with ChatGPT. Registration takes just 30 seconds, so feel free to give it a try!
This is recommended for companies considering automating inquiry responses using ChatGPT or teams with business processes that require responses in PDF format.
This is recommended for those responsible for collecting large amounts of data using forms and business users who want to quickly summarize collected data and compile it into a report.
This is recommended for those who want to efficiently organize and analyze information using ChatGPT and compile it into a PDF, as well as for project managers and leaders who wish to facilitate smooth information sharing within their teams.
*In this flow, we will use the interactive AI tool ChatGPT developed by OpenAI.
Now, let's create a flow to automatically send and forward data using ChatGPT!
We will proceed with the setup using Yoom without any coding, so if you don't have a Yoom account yet, please issue an account fromthis registration form.
[What is Yoom]
<span class="mark-yellow">This time, we will create a flow bot that generates a response with ChatGPT when an inquiry email is received in Gmail, converts it to PDF, and replies!</span>
The creation process is broadly divided as follows.
Register ChatGPT, Gmail, and Google Sheets to Yoom's My App!
Registering in advance will make the later settings smoother.
Click "+ Add" on the right side of the screen and enter ChatGPT in the search box. Click on the displayed suggestion.
A screen like the one in the image below will be displayed, so follow the instructions to enter the required information.
For more information on registering ChatGPT to My App, please check here.
Once ChatGPT is displayed in My App, the registration is complete.
Click "My App" on the left side of the screen, then select "+ Add" on the right side of the screen.
Enter Gmail in the search box and click on the displayed suggestion.
The Yoom and Gmail integration screen will be displayed, so click "Sign in with Google" .
Select the account you want to integrate this time and proceed with the Yoom and Gmail integration.
* Allow all permissions to Gmail during authentication.
Gmail will be displayed in My App.
Click "My App" on the left side of the screen, then click "+Add" on the right side of the screen.
Enter Google Sheets in the search box and click on the displayed suggestion.
The Google Sheets and Yoom account integration screen will be displayed. Click the "Sign in with Google" .
Select the Google account you want to integrate this time and proceed with the integration.
* Check to grant all permissions.
Once the integration is complete, Google Sheets will be displayed in My App.
Once registration to My App is complete, proceed to the next step!
To set up automation, click "Try it" on the banner below.
Read the following screen display and click "OK".
If changes are needed, you can make them by clicking on the relevant section.
In this flow, you will set up Gmail to trigger automation when an email containing specific keywords is received!
Click "When an email matching a specific keyword is received".
On the screen to select the linked account and action, confirm that the Gmail account to be linked this time is correct, and click "Next".
The API connection settings screen for the app trigger will be displayed.
Follow the content and input accordingly.
You can choose the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ Depending on your plan, the shortest interval you can set for the trigger may vary, so be sure to check that.
※ It is generally recommended to use the shortest activation interval for your plan.
Set any keyword you like.
This time, we entered "Inquiry" to check the inquiry content.
After inputting, actually send an email to the target Gmail and click "Test"!
The content of the email will be displayed in the output as shown in the screen below.
After this, you can use the content of this output for input.
※ For more details about the output, please check here.
After a successful test, click "Save".
Set up to obtain responses to inquiries received in Gmail using ChatGPT!
Click "Generate Text".
On the screen to select the linked account and action, confirm that it is the ChatGPT account to be linked this time and click "Next".
※ To execute actions with ChatGPT (OpenAI), 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, if you are not in a situation where payment can be made when using the API, an error will occur, so please be careful.
The API connection settings will be displayed, so proceed with the settings!
For the message content, click "Body" from the output displayed below the input field, as shown in the screen below.
Also, input instructions to respond to this content!
The role is set to "user" by default, but you can select it as you like!
A higher temperature value results in more random and unpredictable outputs, often leading to interesting and novel suggestions, while a lower value provides more consistent, clear, and stable outputs.
This time, we input "0.5" to get a clearer answer.
For the maximum number of tokens, considering practical use, keeping the input text (original email) within about 1,000 tokens helps maintain the accuracy of the summary.
This time, we input 200.
It is recommended to input "gpt-4o" for the model.
Once you have inputted, click "Test"!
Once confirmed, click "Save".
To send the response obtained from ChatGPT, set up to create a document with Google Sheets.
Click "Issue Document" below.
The document linking screen will be displayed.
Confirm that it is the Google Sheets to be linked this time and proceed with the input!
For the template document linking section, input from the candidates displayed below the input field.
For the issued document, similarly click from the candidates below the input field.
Enter the output file name as "Regarding the Subject" as shown below.
The screen for setting replacement conditions will be displayed.
Create a Google Sheet according to the following instructions.
※ For template documents, please check here.
After creating the template document, execute the test.
After confirming the content, click "Save".
Finally, set up to actually send the created PDF with Gmail!
Click "Send Email".
The email settings screen will be displayed.
Confirm that it is the Gmail account to send the reply!
Enter the email content.
Select "From" from the items displayed below the input field.
For "To", enter the sender of the inquiry (customer's email address) as shown in the screen below.
Enter any content for the subject.
Also enter the body content.
Below is an example of noting that the inquiry content has been answered in a PDF!
After completing the input, click "Next"!
Perform a test send and check if the email is actually received in Gmail.
After confirming sending and receiving, click "Save"!
By clicking the red frame part "Turn on the trigger" on the screen below, the flow bot will automatically start.
Thank you for your hard work on the setup!
By linking ChatGPT with Yoom, you can instruct ChatGPT using information from the Yoom database and various SaaS.
For example, you can automate various tasks using ChatGPT, such as summarizing meeting minutes, extracting text from email content, and creating product descriptions.
Many of you may have become interested in automation using AI while considering how to improve the efficiency of handling inquiries.
As introduced in this article, with Yoom, you can automate responses to inquiry emails by integrating ChatGPT with Gmail, even without programming knowledge.
If you are looking to streamline your daily tasks, start by registering for Yoom for free and experience its convenience.
You are sure to find the perfect automation for your team.
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