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

■Overview

Do you spend too much time manually creating and sending emails based on customer information and tasks registered in Airtable? Opening Gmail and writing similar emails every time is not only time-consuming, but can also lead to mistakes. This workflow automates the integration between Airtable and Gmail. When a new record is added to Airtable, AI automatically generates the optimal email content and sends it through Gmail. By automating this routine task, you can reduce the time spent on manual work and focus on more important priorities.

■Who This Template Is For

• Anyone who sends standard emails through Gmail based on information managed in Airtable
• Anyone looking to connect Airtable and Gmail to streamline manual communication tasks
• Team leaders who want to reduce the time spent sending follow-up emails to customers or notifications to internal teams

■Benefits of Using This Template

• Automate the entire process from adding a record to Airtable to sending an email, reducing the time previously spent on manual tasks
• Prevent human errors that can occur when creating emails manually, such as incorrect recipients or missing content

■Flow Bot Steps

1. First, connect Airtable and Gmail to Yoom
2. Next, select Airtable as the trigger and set the action to “When a record is created”
3. Add a Branch operation and set conditions to split subsequent processes based on the record information retrieved from Airtable
4. Next, select the AI feature in Operations and configure it to generate the email subject and body based on the information retrieved from Airtable
5. Finally, configure Gmail’s “Send an email” action in Operations, insert the text generated by AI into the message body, and send the email automatically

※ “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 the field name for “Created Time,” which serves as the trigger point, according to your needs
• With the Branch feature, you can set conditions based on values retrieved from Airtable, such as a specific status, and freely split subsequent processes
• With the AI feature, you can freely customize the prompt used to generate the email subject and body. Include Airtable record information as variables in the prompt to generate personalized content
• In Gmail’s email-sending action, you can configure the recipients, subject, and message content as needed. You can also insert information retrieved in previous operations as variables

■Notes

• Connect Airtable and Gmail to Yoom individually.
• 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.
• Branching is an available feature (Operation) on the Mini plan and higher. On the Free plan, the configured Flow Bot operation will result in an error.
• Paid plans, including the Mini plan, offer a two-week free trial. During the free trial, you can use apps and features (Operations) that are otherwise subject to plan restrictions.