What is a Trigger?
An automation trigger is the “switch” to run an automation under the defined conditions you specify.
When Something happens (the Trigger) and These Conditions are true, then This Event (the Action) occurs.
SmartSuite's When an email is received trigger for Google Gmail allow you to automatically take action in SmartSuite based on a trigger from Gmail. If you haven't already, we also recommend that you check our articles on creating an automation and managing automations for more information about setting up new workflows.
Setup
Prerequisites
The following options are available when configuring this trigger:
Google Gmail Account. To use this trigger you must first authorize with Google and give SmartSuite permissions to access your Gmail inbox and messages. Click Add new Google Gmail Credential to log in to your account.
Folder. You can optionally move new mail that matches your conditions to a folder in Gmail. Note that the folder must already exist.
Conditions. Here you can add one or more conditions that must be true for the trigger to fire. These conditions match values in the Gmail message. See the list of available Gmail properties.
Note: When you specify more than one condition, you must select either AND (the default) or OR.
Choosing AND requires that all conditions are true to fire the trigger. Choosing OR instructs the trigger to fire if any condition specified is true.
This action requires Solution Manager permissions or the Administrator role. To learn more, please see our article on roles and permissions.
Accessing the Automations configuration interface:
Create a New Automation
Once the Solution Automations dialog is displayed, click Add Automation to begin creating an automation that will interact with Google Gmail.
Select the Google Gmail Trigger
After creating your automation, you can select Google Gmail from the Integrations section of the Add Trigger list. You can then select the When an Email is received trigger. It looks like this:
Choose an Action
After selecting the Google Gmail trigger, you gain the flexibility to choose from a wide array of actions that can be seamlessly integrated into your workflow, both SmartSuite internal and any of our integrated actions.
How to Add a Google Gmail
Configuring it just requires a few clicks. You will be prompted to select or connect your Google account. Once your account is connected, the dropdown options for Google Gmail will be pre-populated based on your Google account.
If you are not authenticated you will be prompted to log in to your Google account. You will see a screen like this:
If you've already added other Google services previously, you'll see a note mentioning that SmartSuite already has access to other Google related services. If this is your first Google integration being set up with us, you'll see a screen that looks like this:
After this initial account configuration has been completed, you can then specify the details for the Google Gmail trigger. You are required to specify the folder you'd like the trigger to watch, and then you're able to optionally set any conditions up to further filter what causes the automation to fire.
Filter conditions include:
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FAQ
Why does Google says this app is unverified and I shouldn't use it?
Why does Google says this app is unverified and I shouldn't use it?
Due to the nature of Google's approval process, they don't fully verify an app until it's been published live. This creates a time when the integration is first released where it's live but marked as unverified. If you're not comfortable providing permissions you can always wait until they've fully verified the app, or you can click the Advanced button and then Go to SmartSuite.
Why isn't my automation triggering after setting up the integration?
Why isn't my automation triggering after setting up the integration?
This is most often due to missing the checkbox while setting up the integration! You'll want to first attempt removing the integration authentication and adding it again.
To remove this authentication and start over, follow these steps:
Go to the Security section of your Google Account.
Under “Third-party apps with account access,” select Manage third-party access.
Select the app or service you want to remove. (SmartSuite in this case. Pick the most recent one.)
Select Remove Access.
Re-authenticate with SmartSuite, making sure you check all boxes necessary to allow full access.
If you're still experiencing issues after this, please reach out to support!
Troubleshooting
We're confident that in most cases your Google automations will be easy and straightforward to configure. However, under certain circumstances you might see error messages that are specific to the permissions required for the automation to run properly. We've outlined the most common scenarios below.
Missing permissions
Most of the issues that users experience have to do with not granting the correct permissions when authenticating with Google:
1. Action Fail: Request had insufficient authentication scopes
This error is displayed if you did not mark the checkbox to allow SmartSuite to send emails. The checkbox looks like this:
2. Action Fail: Token has been expired or revoked
If permissions were granted initially but permission was later removed you may see this error. Permissions can be revoked in a number of ways - by the user or by a Google admin.
3. Invalid Credentials
If Google credentials are deleted but the automation is still enabled you will see this error, indicating that there are no valid credentials with which to execute the automation.
Resolving Permissions Issues
The easiest way to fix any of these permissions-related issues is to:
Delete any existing credential from the automation
Add the credentials again.
Doing this should resolve nearly every permissions-related problem. If you have done this and still have problems with your automation, please reach out to our support team via Intercom or email (support@smartsuite.com)