When you're caught up in daily work, it's easy to put off checking tasks. Especially when using multiple tools, it can be confusing to know where to check what. Have you ever experienced the panic of realizing a task registered in Todoist has expired? The integration between Todoist and Gmail can solve this issue. For example, by regularly retrieving overdue tasks from Todoist and automatically notifying Gmail, you can keep track of the day's tasks along with your morning email check.
Prevent missing tasks and significantly reduce work oversights. In this article, we will introduce you to this convenient automation method. Please read to the end!
For those who want to try it quickly
By using Yoom, you can easily integrate Todoist and Gmail without any coding. Yoom provides a template for integrating Todoist and Gmail, so you can achieve integration immediately by simply registering, even without API knowledge.
Regularly retrieve overdue tasks from Todoist and notify via Gmail.
■Overview The "Periodically retrieve overdue tasks from Todoist and notify via Gmail" flow is a business workflow that supports efficient task management. When a task set in Todoist is overdue, a notification is automatically sent to Gmail, preventing important tasks from being overlooked. By utilizing this workflow, deadline management becomes more reliable, supporting the smooth progress of work.
■Recommended for - Those who use Todoist to manage daily tasks but tend to overlook overdue tasks - Business people who use Gmail regularly and want to centrally manage notifications - Team leaders interested in automating task management and improving work efficiency - IT personnel using multiple SaaS applications who want to facilitate smooth information integration - Managers who want to conduct regular task reviews and understand project progress
■Notes - Please integrate Todoist and Gmail with Yoom.
By integrating the APIs of Todoist and Gmail, you can automate actions such as notifying Gmail of Todoist tasks under specific conditions. For example, the following template applies.
Regularly Retrieve Overdue Tasks from Todoist and Notify Gmail
This flow retrieves overdue tasks from Todoist at a specified schedule and automatically notifies Gmail. Since information is consolidated in Gmail, it reduces the effort of task verification and minimizes human errors such as overlooking overdue tasks.
Regularly retrieve overdue tasks from Todoist and notify via Gmail.
■Overview The "Periodically retrieve overdue tasks from Todoist and notify via Gmail" flow is a business workflow that supports efficient task management. When a task set in Todoist is overdue, a notification is automatically sent to Gmail, preventing important tasks from being overlooked. By utilizing this workflow, deadline management becomes more reliable, supporting the smooth progress of work.
■Recommended for - Those who use Todoist to manage daily tasks but tend to overlook overdue tasks - Business people who use Gmail regularly and want to centrally manage notifications - Team leaders interested in automating task management and improving work efficiency - IT personnel using multiple SaaS applications who want to facilitate smooth information integration - Managers who want to conduct regular task reviews and understand project progress
■Notes - Please integrate Todoist and Gmail with Yoom.
Every day, retrieve tasks due today from Todoist and notify via Gmail
This flow retrieves tasks due today from Todoist every morning and automatically notifies you via Gmail. Along with checking emails in Gmail at the start of work, you can confirm important deadlines and priority tasks. Similar to the aforementioned flow, managing tasks centrally in Gmail improves work efficiency.
Every day, retrieve tasks due today from Todoist and notify via Gmail.
■Overview The "Retrieve tasks due today from Todoist daily and notify via Gmail" workflow supports daily task management in a simple and effective manner. Every day, it automatically picks up tasks due on the day from Todoist and sends email notifications through Gmail. This ensures you don't miss important deadlines or priority tasks, allowing you to proceed smoothly with your work.
■Recommended for ・Todoist users who want to streamline daily task management ・Those who want to receive task reminders using Gmail ・Business professionals managing multiple projects and facing challenges with deadline management ・Those who want to prevent missing tasks and clarify work priorities ・IT personnel who want to reduce the burden of daily tasks using automation tools
In this article, we will create the flow introduced earlier: "Periodically retrieve overdue tasks from Todoist and notify via Gmail!" The creation process is broadly divided as follows:
Integration of Todoist and Gmail with My Apps
Copy the template
Schedule the trigger, set the list of tasks to retrieve, and configure the email to send
Prepare for flow operation (set the trigger to ON)
Regularly retrieve overdue tasks from Todoist and notify via Gmail.
■Overview The "Periodically retrieve overdue tasks from Todoist and notify via Gmail" flow is a business workflow that supports efficient task management. When a task set in Todoist is overdue, a notification is automatically sent to Gmail, preventing important tasks from being overlooked. By utilizing this workflow, deadline management becomes more reliable, supporting the smooth progress of work.
■Recommended for - Those who use Todoist to manage daily tasks but tend to overlook overdue tasks - Business people who use Gmail regularly and want to centrally manage notifications - Team leaders interested in automating task management and improving work efficiency - IT personnel using multiple SaaS applications who want to facilitate smooth information integration - Managers who want to conduct regular task reviews and understand project progress
■Notes - Please integrate Todoist and Gmail with Yoom.
In this flow, we handle overdue tasks in Todoist, so please ensure that there are overdue tasks in Todoist. You cannot create new overdue tasks.
※ Todoist management screen
Step 1: Connect Todoist and Gmail to My Apps
Register Todoist and Gmail to My Apps and connect them with Yoom.
Select "My Apps" from the sidebar of the Yoom management screen and click "+ Add" on the right side of the My Apps screen.
Let's connect Todoist first. When the "App List" is displayed, search for and select Todoist.
Please log in with any account. Return to the "My Apps" screen, and if Todoist is added, the connection is complete.
Next, let's connect Gmail. After clicking "+ Add" in "My Apps", when the "App List" is displayed, search for and select Gmail.
Click "Sign in with Google".
Select any Google account and log in.
Review the content and click "Next".
Review the content and click "Continue". ※ If "Select the information Yoom can access" is displayed, please check "Select All".
Return to the "My Apps" screen, and if Gmail is added, the connection is complete.
Step 2: Copy the Template
Once the connection between Todoist and Gmail is complete, copy the template you will use. After logging into Yoom, click "Try it" on the banner below.
Regularly retrieve overdue tasks from Todoist and notify via Gmail.
■Overview The "Periodically retrieve overdue tasks from Todoist and notify via Gmail" flow is a business workflow that supports efficient task management. When a task set in Todoist is overdue, a notification is automatically sent to Gmail, preventing important tasks from being overlooked. By utilizing this workflow, deadline management becomes more reliable, supporting the smooth progress of work.
■Recommended for - Those who use Todoist to manage daily tasks but tend to overlook overdue tasks - Business people who use Gmail regularly and want to centrally manage notifications - Team leaders interested in automating task management and improving work efficiency - IT personnel using multiple SaaS applications who want to facilitate smooth information integration - Managers who want to conduct regular task reviews and understand project progress
■Notes - Please integrate Todoist and Gmail with Yoom.
The template will be copied to your Yoom management screen. Click "OK" to proceed to the flow settings.
Step 3: Set the Trigger Schedule
First, set the trigger action that will be the starting point of the flow.
Click "When the specified schedule is reached" as the schedule trigger.
By default, the flow is set to start at 9 AM every day of the week, so change it to any day and time if necessary.
Click "Save".
Return to the flow screen, and if "When the specified schedule is reached" is still checked, you are done.
Step 4: Set the Task List to Retrieve from Todoist
Next, set up to retrieve a list of overdue tasks from Todoist.
Click "Retrieve Overdue Task List" in Todoist.
Click "Test" to run a test of retrieving the task list.
When the "Test Successful" result is displayed, the list of overdue tasks retrieved from Todoist will be added to the "Output". If there are no issues with the output, click "Save".
Return to the flow screen, and if "Retrieve Overdue Task List" is checked, you are done.
Step 5: Set Up Notifications to Gmail
Finally, set up to notify Gmail of the list of overdue tasks obtained in Step 4.
Click "Send Email" in Gmail.
Set the desired email content according to the description below the input field.
Click the "From" input field to display the accounts linked as candidates in the dropdown, and you can select from there.
From the "Date" item in the dropdown, you can set any date as shown below.
The default setting of {{id}} in the "Body" will be the list of overdue tasks obtained in Step 4.
* You can also add any output, such as task content, from the "Output" item in the dropdown to the body.
Once you have set the email content, click "Next".
Check the displayed email content, and if there are no issues, click "Test". The email will be sent to the specified recipient.
When the "Test Successful" result is displayed, confirm that the email has been sent to Gmail as specified.
If there are no issues with the result, click "Save".
Step 6: Prepare to Operate the Flow (Set the Trigger to ON)
Return to the flow screen, and if "All settings are complete!" is displayed, the flow setup is complete. If you want to operate the flow immediately, click "Turn on the trigger".
If you want to operate it later, you can turn the trigger ON by clicking the trigger switch on the flow screen.
Based on this flow bot, you can automate various other tasks! Please try the convenient features of Yoom.
If You Want to Integrate Gmail Data with Todoist
This article introduced a flow to notify Gmail of Todoist data, but if you want to operate Todoist starting from Gmail, please use the following template.
Create a Task in Todoist Based on Content Received in Gmail
This flow extracts data from received emails and creates tasks in Todoist when Gmail receives an email containing specific keywords. By managing email and task management in one place, it prevents task creation omissions and duplicate creations, supporting improved work efficiency.
Additionally, the task content, description, and due date are automatically entered based on the received email, reducing the effort and errors of manual creation.
Create a task in Todoist based on the content received in Gmail.
■ Overview The "Create a task in Todoist based on Gmail received content" flow is a business workflow that smooths task management from email. It automatically registers tasks that are often overlooked during daily email checks into Todoist, supporting efficient business management. By using this flow, Gmail content can be automatically reflected in Todoist, streamlining task management.
■ Recommended for ・Those who manage a lot of emails in Gmail and want to streamline task management in Todoist ・Business people looking to reduce the time to manually add tasks and improve productivity ・Project managers who find extracting tasks from emails cumbersome ・Those who want to smartly proceed with daily work by utilizing automation tools
■ Precautions ・Please integrate each with Todoist and Gmail with Yoom. ・The trigger can be set at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval depends on the plan.
Create a task in Todoist when an email with specific conditions is received in Gmail
This flow creates a task in Todoist from the subject and body of an email when Gmail receives an email with a specific label. Although the purpose is similar to the flow mentioned above, you can narrow down the trigger emails using labels specifically for task creation.
When you receive an email with specific conditions in Gmail, create a task in Todoist.
■Overview The flow 'Create a task in Todoist when an email with specific conditions is received in Gmail' is a business workflow that integrates important emails into task management automatically. As the number of received emails in Gmail increases, it is ideal for those who want to eliminate the effort of manually creating tasks and proceed with work efficiently. With this integration, a task is automatically added to Todoist whenever an email meeting specified conditions arrives, enabling smooth business management.
■Recommended for ・Business people managing tasks using both Gmail and Todoist ・Those who want to automatically convert emails meeting specific conditions into tasks ・Those who want to streamline the process of forwarding emails to tasks ・Those considering automating business workflows using Yoom ・Those who want to centralize email management and task management in daily operations
■Notes ・Please connect both Todoist and Gmail with Yoom. ・The trigger interval can be selected from 5, 10, 15, 30, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■Overview The 'Retrieve today's due tasks from Todoist daily and notify them on Slack' workflow automates daily task management and enhances operational efficiency. By automatically obtaining tasks due on the current day registered in Todoist and notifying Slack, the entire team can quickly grasp priorities. This allows tasks to be checked effortlessly, supporting smooth operation progress.
■Recommended for ・Those managing daily tasks with Todoist ・Leaders who share information with their team using Slack ・Project managers looking to streamline task deadline management ・Corporate personnel aiming to boost productivity through automation ・Business persons who want to minimize time spent on daily task checks
■Notes ・Please integrate both Todoist and Slack with Yoom. ・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.
■Overview The workflow 'Automatically Compile Incomplete Todoist Tasks as Notion Pages Daily' is an automation to seamlessly manage daily tasks. It automatically retrieves incomplete tasks from Todoist daily and compiles them into organized pages in Notion, supporting efficiency in operations.
■Who We Recommend This Template For - People who manage daily tasks in Todoist but find reviewing incomplete tasks cumbersome - Team leaders or project managers who want to use Notion for organizing tasks and sharing information - Business people who want to centralize task progress management and proceed with work efficiently - Individuals looking to leverage automation tools to reduce the burden of daily operations
■Notice - Please link both Todoist and Notion with Yoom. - The operation 'Repeat the same process' is only available in the Team Plan and Success Plan. Operations or data connections set in the Free Plan and Mini Plan will result in errors, so please be cautious. - Paid plans such as the Team Plan or Success Plan can be tested with a two-week free trial. During the free trial, you can use apps and features (operations) that are subject to restrictions.
It is possible to send emails with any content from Gmail, triggered by actions from various apps used in daily operations, such as meeting notifications, Q&A, and employee information management. Additionally, you can operate various apps based on the content of emails received by Gmail.
Automatically send follow-up emails via Gmail after a Zoom webinar ends.
■Overview This is a flow to automatically send 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 the webinar ends 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 a primary means of communication ・Those who use Gmail daily and want to improve work efficiency by automating template emails ・Those who want to avoid the hassle of sending individual emails to all participants
■Notes ・Please connect both Zoom and Gmail with 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.
■Overview This is a flow to translate an email received in Gmail with DeepL and request the person in charge. With Yoom, you can easily achieve this flow without programming by linking apps.
■Recommended for ・Those working in a global team who want to facilitate communication between multiple languages ・Those who frequently receive emails in foreign languages from overseas clients or customers and need to quickly understand and respond to the content ・Those who want to smoothly proceed with translation of email content with DeepL and email response requests ・Those who want to prevent missing important business emails ・Support team members who are conducting international customer support and want to improve the efficiency of multilingual inquiry handling
■Notes ・Please link Gmail and DeepL 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.
■Overview ・Send emails at once to the addresses in the customer list within Google Spreadsheet. ・By using the process of repeating the same operation, you can send emails by converting the company name and contact person name for each customer.
■Actual Flowbot Movement https://youtu.be/dUv9YYx5wHo
■Notes ・The operation of repeating the same process used this time is available for team plans and above. ※Even in the free plan, a two-week trial of the paid plan is possible once. You can apply from the plan change at the bottom left of the Yoom workspace (management screen), so please use this for function verification of the paid plan.
What you can do with the free trial, how to start, and points to note▼ https://intercom.help/yoom/ja/articles/9115350
How was it? By integrating Todoist with Gmail, you should be able to resolve concerns such as "I don't want to miss any tasks," "I want to check my daily tasks more smoothly," and "I want to ensure I am aware of important deadlines." Automating task management and notifications can simultaneously improve work efficiency and prevent mistakes.
By utilizing the no-code tool Yoom, you can easily integrate Todoist and Gmail without any programming knowledge! If you're interested, start by creating a free account and see how it works for yourself. Registration takes just 30 seconds! You can experience automatic integration immediately.
Having worked as a system engineer for four years, I often struggled with manually entering attendance data into Excel and digitizing receipts. I wish I had discovered Yoom sooner. Although I have only just begun using Yoom, I am committed to providing information that will help fulfill everyone's wish for automation.
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