Create an AI-powered e-learning plan when a form is submitted and notify via Gmail

Launch this workflow to connect Gmail !

■Overview

When someone submits an application or inquiry through a form, creating an individual e-learning plan and sending notifications manually can be time-consuming and labor-intensive, taking time away from more important tasks. Manual processes can also make it difficult to maintain consistency and personalization. With this workflow, once a form is submitted through the form trigger, the AI feature automatically creates an e-learning plan tailored to the submitted information and sends a notification via Gmail, helping resolve these challenges.

■Who Should Use This Template

Training coordinators who manually provide e-learning guidance and create plans after receiving form submissions
Education-related teams considering using AI to provide learning plans tailored to individual needs
Anyone who wants to automate routine Gmail notifications and spend more time on core tasks

■Benefits of This Template

Automate the entire process—from form submission and e-learning plan creation to Gmail notifications—to reduce time spent on manual work and deliver information faster.
Because the AI feature creates the plan, you can reduce variations between coordinators and provide personalized e-learning plans with consistent quality.

■Flow Bot Process

First, connect Gmail to Yoom as a My App.
Next, select the form trigger feature as the trigger and set the action to “When a form is submitted.” Create and configure the form fields needed to create the e-learning plan.
Then, select the AI feature as an operation and set the action to “Generate text.” In this step, instruct the AI to generate an e-learning plan based on the information received through the form trigger.
Finally, configure Gmail’s “Send an email” action as an operation. Include the plan generated by the AI feature in the email body and set it to automatically notify the form submitter.

※“Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.

■Customization Options

For the form trigger feature, freely design and configure the fields needed to create the e-learning plan, such as current skill level, preferred learning areas, and goals.
When configuring the AI feature’s “Generate text” action, you can customize the prompt in detail to create a more accurate and comprehensive e-learning plan. You can also include information collected through the form as variables in the prompt.
In Gmail’s “Send an email” action, you can use the plan generated by the AI feature and information collected through the form as variables in the subject and body. You can also set a fixed greeting or signature, and specify any recipient email address.

■Notes

Connect Google Forms and Notion to Yoom.
You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
Note that the shortest trigger interval varies depending on your plan.
For instructions on how to retrieve responses when using Google Forms as a trigger, see “How to Retrieve Responses with the Google Forms Trigger.”

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About the Apps

Gmail

Yoom allows you to integrate with Gmail's API without code and automate email sending from Gmail. You can automatically create and send invoices and contracts via Gmail, or automatically reply to inquiries.

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