"I added a card to Trello but forgot to share it with the members..." Everyone has experienced forgetting to share tasks at least once. Sharing information while handling other tasks is cumbersome and prone to human error. Especially when using Trello and Gmail separately, sharing is required every time a task is added, which can unexpectedly consume a lot of time.
So, what if you could automate notifications by integrating Trello and Gmail? When a card is created or updated in Trello, you can automatically notify Gmail, potentially preventing communication gaps or oversights!
In this article, we will explain in detail what you can do by integrating Trello and Gmail and how to set up automation. We will also introduce automation using Trello and Gmail, so please read to the end.
For those who want to try it quickly
By using Yoom, you can easily integrate Trello and Gmail without any code. Yoom provides templates for integrating Trello and Gmail, so you can achieve integration immediately just by signing up, even without API knowledge.
When a card is newly created in Trello, notify via Gmail.
By integrating the APIs of Trello and Gmail, you can automatically sync Trello data with Gmail! For example, you can automatically perform data synchronization like the following without any manual intervention.
You can immediately experience the integration of Trello and Gmail by simply clicking "Try it out" on the automation example you're interested in and registering an account. Registration takes only 30 seconds, so feel free to give it a try!
Notify Gmail when a new card is created in Trello
This flow is recommended for those who use Gmail to share Trello information.
When a card is newly created in Trello, notify via Gmail.
Notify via Gmail when Trello card information is updated
By utilizing this flow, you can automatically receive notifications in Gmail when updates occur, making the process of checking card information more efficient.
When Trello card information is updated, notify via Gmail.
■Overview The “Notify Gmail after a card is updated in Trello” workflow streamlines sales management on Trello and improves information sharing across the team. When a card’s status changes during sales activities, a notification is automatically sent to Gmail, ensuring you never miss important changes and can respond promptly. This enhances transparency in the sales process and strengthens collaboration across the entire team.
■Recommended for ・Sales representatives who manage their sales activities using Trello ・Sales managers who want to streamline information sharing within the team and monitor status in real time ・Corporate IT staff who want to integrate Trello and Gmail to visualize operations ・Business owners who want to improve work efficiency by automating notifications in the sales process ・Organizations that often need immediate action triggered by card updates in Trello
■Notes ・Please connect Yoom with both Trello and Gmail.
Create a card in Trello based on form information and send it via Gmail.
This is recommended for those who want to check the latest card information, as it automates the card creation flow and allows notifications via Gmail.
Create a card in Trello based on the form information and send it via Gmail.
■Overview The workflow 'Create a card in Trello based on form information and send it via Gmail' helps prevent task omissions. You can automatically create cards based on form information and send emails to the person in charge.
■Recommended for ・Those who manage projects or tasks using Trello ・Teams using Trello for task management but often experience communication omissions ・Those who want to receive task notifications quickly and proceed with work efficiently ・Those who use Gmail as a communication tool ・Those who use Gmail daily and want to quickly check task progress notifications ・Project managers who want to grasp the task status of team members at a glance
■Notes ・Please link both Trello and Gmail with Yoom.
Now, let's create a flow that integrates Trello and Gmail!
This time, we will use the no-code tool Yoom to proceed with the integration of Trello and Gmail. If you do not have a Yoom account yet, please issue one from this registration form.
[What is Yoom]
This time, we will create a flow that sends a notification to Gmail when a new card is created in Trello! The creation process is broadly divided into the following steps.
Register My Apps for Trello and Gmail
Copy the template
Set up Trello triggers and Gmail actions
Set the trigger to ON and complete the preparation for flow operation
When a card is newly created in Trello, notify via Gmail.
Now you have copied the template. The copied template is saved in My Projects.
Step 3: Set up Trello Trigger
Once the preparation is done, let's set up the flow bot. Click "When a card is newly created (Webhook)" in the copied template.
Select Linked Account and Action
The title is pre-entered but can be changed. Check the account information linked with Trello. Ensure the trigger action is set to "When a card is newly created (Webhook)" and click Next.
API Connection Settings for the App Trigger
Enter the username and board ID. The username can be checked from the profile.
Select the board ID from the options.
After setting, click Test, and if it shows Test Successful, select Next. Proceed to the next screen, add a new card to Trello (do not set other conditions when executing a test, just add a card), and click Test again. If the Trello card information is correctly retrieved, save it.
Step 4: Set up Gmail Action
This is the final setup step. Click "Send Email".
Email Settings
The title can be changed. Check the account information linked with Gmail.
Set the To and Subject.
For the body, select items from retrieved values from Trello as shown in the attached image. When selected from the retrieved value, it is noted as {{●}}. This allows automatic conversion without updating the values each time. If you do not use the retrieved value, only the same content will be notified, so be sure to use the retrieved value. For more details, check here.
Once set, click Next. Proceed to the next screen, check the message content, and click Test. If the message is sent successfully in Gmail, save it.
After saving, turn on the trigger and check the operation.
Now the flow bot setup is complete.
If you want to link Gmail data to Trello
This time, we introduced how to link data from Trello to Gmail, but if you want to link data from Gmail to Trello, please also use the following template.
Create a Trello card when an inquiry email arrives in Gmail
If you want to reduce the work of manually adding tasks, try this flow. It reduces the burden of clerical work and allows you to use your time for other tasks.
When an inquiry email arrives in Gmail, register a task in Trello.
Create a Trello card by extracting necessary information from Gmail
This flow is recommended for those who manually register information from Gmail to Trello. It allows you to extract only the necessary data, which can improve the efficiency of task management.
Extract necessary information from Gmail and create a card in Trello.
■Overview Are you manually copying each inquiry or request received in Gmail into Trello one by one? This work not only takes time but can also lead to copy-and-paste errors or missed follow-ups. With this workflow, simply receiving an email in Gmail with a specific label will prompt AI to extract the necessary information from the body and automatically create a card in Trello. This helps improve task management efficiency and reduce mistakes.
■Who we recommend this template for ・Those who manage inquiry content from Gmail in Trello and find manual transcription burdensome ・Project managers who receive team tasks via Gmail and manage them in Trello ・Those who want to prevent missed task creation or delayed responses starting from emails and improve operational efficiency
■Notes ・Please connect Gmail and Trello with Yoom. ・You can choose the trigger interval at 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan.
Other Automation Examples Using Trello and Gmail API
It is possible to automate various tasks using the Trello and Gmail API. If you find something interesting, please give it a try!
Automation Examples Using Trello
You can automatically create a card in Trello when a deal is updated to closed or when a message containing specific keywords is received. You can also link information to other databases or add it to a calendar.
Once Trello is launched, add Trello information to the Google Spreadsheet.
■Overview The "When Trello card information is updated, sync to Notion" flow is a business workflow to streamline project management. By automatically reflecting updates made to cards in Trello in Notion, centralized information management becomes possible. This makes information sharing among team members easier and prevents duplicate work or omissions. In particular, for teams that use Trello and Notion on a daily basis, this integration will be a powerful support that significantly improves operational efficiency.
■Recommended for ・Team leaders who manage projects using both Trello and Notion ・Project managers who spend time on manual information synchronization ・Those who aim for centralized information management and want to streamline their business workflows ・Those who want to make information sharing among team members smoother ・IT personnel who want to automate business processes using Yoom
■Notes ・Please integrate Yoom with both Trello and Notion.
■Overview Do you want to manage task requests and important reports from Slack in Trello without missing them? Manually picking out tasks from messages posted in the channel and creating cards is time-consuming and can lead to missed follow-ups. By using this workflow, you can detect Slack messages that contain specific keywords and automatically create cards in Trello, improving task management efficiency and preventing omissions.
■Who we recommend this template for - Project managers who manually copy requests and reports from Slack into Trello - Support representatives who want to manage customer inquiries and bug reports posted in Slack - Team leaders who want to streamline task management within the team and prevent missed responses
■Notes - Connect Yoom with both Slack and Trello. - You can choose the trigger interval from 5, 10, 15, 30, or 60 minutes. - The shortest trigger interval varies by plan.
■Overview The 'Automatically register inquiry emails received in Gmail to Salesforce' workflow leverages the integration between Gmail and Salesforce to automatically register inquiry emails to Salesforce.
■Recommended for - Sales and support personnel managing a large number of inquiry emails in Gmail - IT personnel looking to centralize customer data management using Salesforce - Company managers seeking to improve work efficiency, who are spending too much time on manual data entry - Team leaders aiming to enhance data accuracy and reduce human errors
■Notes - Please integrate Gmail and Salesforce with Yoom respectively. - Salesforce is an application available only under the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, operations and data connections set for Flow Bots will result in errors, so please be aware of this. - Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. You can use apps that are otherwise restricted during the free trial period.
■Overview This is a flow to extract inquiry content from Gmail and set up automatic replies. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Customer support personnel who receive inquiry emails from customers via Gmail ・Business owners or managers of companies that operate customer support departments with a small team and urgently need to improve inquiry response efficiency ・Those who receive many similar inquiries and spend a lot of time on standard initial responses ・Support team leaders who want to reduce the burden on staff handling inquiries ・Those who want to build a 24-hour inquiry response system
■Notes ・Please integrate 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 The "Send a report via Gmail when an Asana task is completed" workflow utilizes the integration of Asana and Gmail to automatically send a report email when a task is completed. This reduces manual reporting tasks and improves work efficiency.
■Recommended for ・Team leaders managing tasks with Asana ・Personnel who want to send a report email after task completion ・Companies looking to automate business reporting using Gmail ・Project managers spending time on manual email sending
■Notes ・Please integrate Yoom with both Asana and Gmail. ・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■Overview Are you finding it cumbersome to manually save to Google Drive the attachments of invoices and important documents received in Gmail? Handling them one by one takes time and can lead to mistakes such as forgetting to save. By using this workflow, when an email with a specific label is received in Gmail, attachments can be automatically uploaded to Google Drive, streamlining file management tasks.
■Recommended for - Those who spend time downloading and organizing attachments received in Gmail - Accounting personnel who want to centrally manage items such as invoices from business partners in Google Drive - Those who want to prevent mistakes such as omissions in manually saving files or putting them in the wrong location
■Notes - Please connect both Gmail and Google Drive with Yoom. - For the trigger, you can select an execution interval of 5, 10, 15, 30, or 60 minutes. - The minimum execution interval varies depending on your plan. - Branching is a feature (operation) available with the Mini plan or higher. With the Free plan, operations of the configured flow bot will result in an error. - Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
■Overview The "Translate received text in Gmail and notify on Discord" workflow automatically translates a large amount of text received in Gmail and efficiently shares it with the team on Discord. By utilizing this workflow, you can streamline operations and facilitate communication by automatically notifying translated text received in Gmail to Discord.
■Recommended for ・Business persons who receive a large number of emails in Gmail and want to quickly share the content with their team ・Team leaders considering automating translation tasks for projects requiring multilingual support ・Administrators using Discord for team communication and aiming to improve information sharing efficiency ・IT personnel in companies looking to automate business workflows and reduce daily cumbersome tasks ・Individuals handling large amounts of text data and wanting to centralize the translation and notification process
■Notes ・Please link Yoom with both Discord and Gmail. ・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.
Integrating Trello with Gmail will make task management and information sharing smoother than ever before. In particular, by utilizing automation that triggers notifications to Gmail when creating or updating cards in Trello, you can save the effort of manual sharing and expect enhanced communication. Furthermore, by automatically creating cards in Trello based on the content received in Gmail, you can manage tasks that consolidate only the necessary data for inquiry responses.
If you're struggling with "wanting to reduce manual sharing" or "wanting to make task management more efficient," we recommend integrating Trello with Gmail. If you're even slightly interested in automation, please create a free account from here. Registration is simple and can be completed in about 30 seconds, so you can set it up during a break at work!
Let automation take care of the mundane daily task sharing, and proceed with your work smoothly!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
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