Overview
The Gmail integration lets you enhance your communication and workflow automation by seamlessly linking your email activities with tasks and projects.
You can use Taskade's Gmail integration in several ways.
Add Gmail to Agent Tools
Connecting your Custom AI Agents with Gmail gives them the ability to send emails and seamlessly links your email communication with your tasks and projects.
๐ก Note: Visit our guide to AI Agent Tools to learn more.
Gmail Automation
Configure Taskade to send emails via Gmail when specific triggers occur, such as project updates or task deadlines, or trigger actions when new emails arrive.
๐ก Note: Visit our Automation Guide to learn more.
Triggers & Actions
Here are the triggers & actions you can use in your workflows:
| New Email | Kicks off actions when a new email arrives in Gmail. |
|---|---|
| Send Email | Sends an email through Gmail to a specified recipient. |
| Find Email(s) | Find email(s) in your Gmail account. |
| Create Draft Email | Create a new draft email message. |
Automation Settings
Connector options give you full control over the Gmail automation:
| ๐ท๏ธ Field | ๐ค Description |
|---|---|
| (required) Account | Connect your Taskade account to your personal or business Gmail account. |
| (required) To | Enter the recipients' email addresses separated by commas. |
| (required) Subject | Type the subject line for the email that will be sent out. |
| (required) Body (Plain Text) | Type the message in the provided space or use pre-defined elements/click โ for more options. |
| (required) Emails to Return | Return the first matching email or the first 100 matching emails. |
| Identify Emails | Define the fields that identify the email(s) in Gmail. |
| CC | Add the email addresses of other recipients you want to copy on the email. These recipients will be visible to everyone who receives the email. |
| BCC | If you prefer to send an HTML-formatted email, use this field to input your HTML code with styles, links, and structured layouts. |
| (required) Body (HTML) | If you want to compose an HTML email, type your HTML code here. You can include command results by typing '@'. |
| Reply To | Specify an alternate email address that recipients should use when replying to your email. This is useful if you want responses to be sent to a different email address than the sending address. |
| From | Choose the sending email address from your connected Gmail accounts. This is especially useful if you manage multiple email addresses. |
| Message ID to Reply To | Reply to a specific message (you can pull the unique email identifier from the New Email trigger. |
| (optional) Identify Emails | Define the fields that identify the email(s) by Subject, From, Send Date, Labels, and/or Stars. |
Process Email Attachments
The Gmail action lets you capture attachments from incoming emails. You can pass the attachments directly to other steps in your automation flows.
In this example, Taskade loops through attachments and adds them to the Media tab.
Use the New Email trigger.
Add and configure the Loop action:
Choose Link to Variable under List.
Choose New Emailโ Attachments under Variable.
Add and configure the Upload File to Media action:
Set
Loop Iteration โ Current Item โ File URLunder URL.
- (optional) Add more steps to the automation.
Find and Filter Emails
The Find Email(s) actions allows you to locate specific emails from your inbox.
Add the Gmail Find Email(s) action.
(required) Configure Emails to Return in the sidebar on the right:
Return first matching email: Retrieves only the first matching emails.
Return the first 100 matching emails as an array: Retrieves up to 100 emails.
(optional) Set Behavior When No Emails Are Found:
Continue: The automation will move to the next step.
Fail: The automation will stop and return an error.
(recommended) To refine your search, add filters under Identify Emails:
Subject
From
Send Date
Labels
Stars
Use the + And button to add multiple filters for more precise matching.
Once all fields are filled in, click Save at the top right to save the changes.
Use Cases
Not sure how to use the Gmail connector? Here are a few ideas:
| โจ Use Case | ๐ญ Scenario | โฉ Flow Example |
|---|---|---|
| Send auto-reply for new inquiries | A sales team wants to immediately respond to inbound leads with a welcome message. | 1. Trigger: New Email in Gmail2. Filter: Subject or sender domain indicates a potential lead3. Send email: Send a pre-written welcome or info pack to the new lead |
| Create draft responses for support | A support desk needs pre-filled draft replies for common queries to speed up response times. | 1. Trigger: New Email2. Filter: Check for keywords like โrefundโ or โtechnical issueโ3. Branch: Categorize the email / adjust the response3. Create Draft Email: Populate a draft with a template or partial response for quick review |
| Forward VIP emails | Important emails from key stakeholders should be forwarded to a specific manager or group for immediate attention. | 1. Trigger: New Email2. Filter: If sender matches a VIP address or subject includes โurgentโ3. Add Task: Add a new task to a tracker project |
| 4. Send Channel Message: Notify the team about the new email in a Slack channel | ||
| Auto-reply after business hours | An out-of-office reply is sent whenever an email arrives late at night or on weekends. | 1. Trigger: New Email2. Send email: A predefined out-of-office message is automatically sent to the sender |
| 3. Add Task: Create a follow-up task in a tracker project |
Available Capabilities
| Type | Capability | Description |
|---|---|---|
| โก Trigger | New Email | Fires when new email event occurs |
| ๐ง Action | Send Email | Performs the send email operation |
| ๐ง Action | Create Draft Email | Performs the create draft email operation |
| ๐ง Action | Find Email | Performs the find email operation |