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Automation Action: Google Gmail
Peter Novosel avatar
Written by Peter Novosel
Updated this week

Automation Action: Google Gmail

Easily send emails through Gmail using SmartSuite’s Send an Email action. Automate email communications as part of your workflows, triggered by specific actions or changes in your SmartSuite workspace.

Plan Availability

All plan types

Permissions

Requires Solution Manager permissions or Administrator role.

Related Reading


What is an Action?

An Action is the task performed when an automation’s Trigger and conditions are met. For example:

When a Record is Created (Trigger) + Conditions are Met → Send an Email (Action).

With SmartSuite’s Send an Email action for Gmail, you can automatically send emails from your linked Gmail account as part of an automation.


Setup

Prerequisites

  • Gmail Account: You need an active Gmail account.

  • Automation Access: Automations are available in all SmartSuite plans.

  • Permissions: Requires Solution Manager permissions or Administrator role. Learn more in our article on roles and permissions.


Accessing the Automations Interface

  1. Open the solution where you want to set up the automation.

  2. Click the Automations option in the Solution dropdown menu.

  3. In the Automations dialog, click Add Automation to begin.


Configuring the Gmail Automation

1. Choose a Trigger

  • Select a trigger to define when the automation will run.

  • Example Use Case:

    • For user-submitted bug reports, choose When a Record is Created to send an email when a new record is added.

2. Select the Send an Email Action

  1. After configuring the Trigger, go to the Integrations section of the Add Actions list.

  2. Select Google Gmail and choose the Send an Email action.


How to Send Emails from Gmail

Initial Account Setup

  1. Connect Your Gmail Account:

    • Click Add New Google Gmail Credential to link your account.

    • Log in to your Gmail account and authorize SmartSuite.

    • Ensure the Send email on your behalf checkbox is checked to grant permission.

  2. Select an Existing Account:

    • Choose from previously connected Gmail accounts, if available.


Configuring the Email

Customize the following fields to tailor your email:

Field

Description

Send To

Enter recipient email address(es).

CC/BCC

Add carbon-copied (CC) or blind-copied (BCC) recipients (expand More Options).

From Name

Customize the sender name (e.g., "ACME Support" instead of support@acme.com).

Subject

Specify the email subject line.

Message

Add the body content of your email.

Include Field Comparisons

Append selected fields with current and prior values at the end of the email.

  • Mapping Values: Use static values or map fields from the triggering record.

  • Continue adding and refining fields as needed.


Save and Activate the Automation

  1. Click Save Automation to finalize the configuration.

  2. Name your automation by editing the dotted box at the top of the automation.

  3. When prompted, choose Yes, Switch It On to activate the automation or keep it off for further testing.


Troubleshooting Common Issues

1. Missing Permissions

Error: “Request had insufficient authentication scopes.”
Cause: The Send email on your behalf checkbox was not checked during setup.
Solution: Reconnect your Gmail account and ensure the checkbox is selected.


2. Token Expired or Revoked

Error: “Token has been expired or revoked.”
Cause: Permissions were removed by the user or a Google admin.
Solution: Delete the existing credential and reauthenticate.


Resolving Credential-Related Errors in Gmail Automations

When Gmail actions or triggers fail with errors related to credentials, such as "expired" or "invalid," follow these steps:

  1. Reconnect Your Credentials:

    • Remove the existing Gmail credentials and re-add them.

    • This step resolves about 90% of such issues.

  2. Avoid Retrying Failed Runs:

    • Retrying does not work because failed runs retain the original credentials.

    • Instead, trigger a fresh run after reconnecting the credentials.

  3. Report Persistent Issues:

    • If the problem persists after reconnecting credentials and triggering a fresh run, contact the SmartSuite support team via Intercom or email at support@smartsuite.com for assistance.


Resolving Permissions Issues

If you encounter permission-related errors:

  1. Delete the existing Gmail credential from the automation.

  2. Reconnect the Gmail account by adding the credentials again.

If issues persist, contact the SmartSuite support team via Intercom or email at support@smartsuite.com.

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