When a record is added in Airtable, generate an email with AI and send it through Gmail

■Overview

Creating and sending emails one by one in Gmail based on customer lists and task information managed in Airtable can be time-consuming and prone to errors. This workflow eliminates that manual work. When a new record is added to Airtable, AI uses the information to automatically generate the most appropriate email content and sends it through Gmail. By integrating Airtable with Gmail, you can streamline routine communications and create more time to focus on higher-priority tasks.

■Who This Template Is For

• Marketing and sales professionals who regularly contact people via Gmail based on information managed in Airtable
• Anyone who manually sends customer follow-up emails, event invitations, and similar messages and wants to eliminate inefficiencies
• Anyone who wants to automate data sharing and email creation between Airtable and Gmail to improve operational accuracy and speed

■Benefits of This Template

• Automatically generate email content with AI and send it through Gmail when a new record is added to Airtable, reducing the time spent on manual tasks
• Eliminate manual copy-and-paste work and recipient setup to help prevent human errors such as data entry mistakes and sending emails to the wrong recipients

■Flow Bot Workflow

1. First, connect Airtable and Gmail to Yoom
2. Next, select Airtable as the trigger and set the action to “When a record is added”
3. Then, set the AI feature’s “Generate text” action as an operation and have it create an email subject based on the Airtable information
4. Use the AI feature’s “Generate text” action once again to create the email body
5. Finally, set Gmail’s “Send an email” action as an operation to automatically send the email to the specified recipients using the generated subject and body

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

■Customization Options

• In the Airtable trigger settings, specify the base ID, table ID, and field name that records the record creation date for the data you want to connect
• For AI-generated text, you can freely edit the prompt to suit your needs. For example, you can generate personalized messages by incorporating customer names, product names, and other information retrieved from Airtable as variables
• In the Gmail settings, you can configure the recipients (To/Cc/Bcc) and sender name, use the subject and body generated in previous operations as variables, and add a fixed signature

■Notes

• Connect both Airtable and Gmail to Yoom.
• You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Note that the shortest available trigger interval varies by plan.
• Airtable outputs can be retrieved using JSONPath. See below for instructions.
  See instructions