The Google Gmail trigger, When an email is received, starts an automation when a matching email arrives in a Gmail folder you choose. You connect your Google account, pick the folder, and add conditions on the sender, subject, body or attachments.
The trigger uses the Gmail credential the automation's builder adds. There is no workspace-wide Google integration for it.
Example: a Risk Register table in an Enterprise Risk Management solution. The risk team's Gmail has a folder called Risk reports. A Gmail rule moves every email with Risk in the subject into it. The trigger watches that folder and creates a risk for each new email.
Plan Availability | All plan types. |
Permissions | Administrators, in any solution, and Solution Managers, in the solutions they manage, create and edit automations. |
Platform | Web |
Related Reading |
My Gmail trigger did not fire: check these five things, in order
You need the Administrator role, or the Solution Manager role for the solution, to open History and change the automation.
A permission skipped at sign-in. History shows Request had insufficient authentication scopes. Remove SmartSuite's access in Google, then connect again with every permission. See Common Automation Error Troubleshooting.
An expired or revoked token. Connect the Google account again. See Common Automation Error Troubleshooting.
Invalid credentials. The credential was removed. Add it again to make the automation work. See Automation Action: Google Gmail.
The folder and conditions. The trigger watches one folder. With AND, every condition must match. See Automation Conditions: control when an automation runs.
The automation itself. The toggle is off, or the monthly limit is reached. See Fix an automation that did not run.
Still stuck: select the chat button in the lower-right corner of SmartSuite, then Ask a question. Include the automation link, the time the email arrived and its subject.
How do I add the trigger?
Open the Solution Menu, the arrow beside the solution name, and select Automations.
Select Add Automation at the bottom of the Solution Automations list.
The trigger list opens on its own. Under Integrations, point to Google Gmail.
Select When an email is received.
Connect the Google account
In Google Gmail Account, select Add new Google Gmail credential. Or pick an account already connected in this solution.
Sign in to Google and accept every permission SmartSuite asks for.
Close the connection window.
A skipped permission box is the most common reason a Gmail trigger never fires. If you connected a Google service before, Google may say SmartSuite already has some access.
The Google Gmail trigger settings with the Google Gmail Account picker and Add new Google Gmail credential.
Folder and conditions
Pick the Folder to watch, such as INBOX, STARRED or UNREAD. It is required, and it appears once you pick the account.
Optional: add conditions to narrow which emails fire the trigger.
Choose AND, all must match, or OR, any one may match.
Select Add Automation. For an automation you are editing, select Save Automation.
Email property. | Comparisons. |
Attachment Count. | Equal to, Not equal to, Greater than, Less than, Equal to or greater than, Equal to or less than, Is empty, Is not empty. |
From Email, From Name, To Emails, To Names, CC Emails, CC Names. | Contains, Does not contain, Equal to, Not equal to, Is empty, Is not empty. |
Subject, Body(Plain), Body(HTML), Google Account. | Contains, Does not contain, Equal to, Not equal to, Is empty, Is not empty. |
Labels. | Contains, Does not contain. |
Date. | Is, Is not, Less than, Is after, Is on or before, Is on or after, Is empty, Is not empty. |
Tip: Set up a Gmail rule that moves the emails you want into one folder, then watch that folder. The trigger does not move emails itself.
How do I reset Google's permissions?
In your Google Account, open Linked apps and choose SmartSuite.
Select See details, then Remove all access.
In the automation, delete the Google Gmail credential and add it again, accepting every permission.
Frequently asked questions
Why does the automation not fire after I set it up?
Why does the automation not fire after I set it up?
A permission box was skipped at Google sign-in. Remove SmartSuite's access in Google, delete the credential, and connect again with every permission.
Can one Google account serve several automations?
Can one Google account serve several automations?
Yes, within one solution. Credentials belong to the solution, so you can pick one that you or another Solution Manager added there.
Does the trigger watch my whole mailbox?
Does the trigger watch my whole mailbox?
No. It watches the one folder you pick. Use a Gmail rule to move other emails into it.
Which actions can follow the trigger?
Which actions can follow the trigger?
Any action, such as Create a record or Send a notification. Integration actions, such as a Slack message, work too.
Need more help? Ask the SmartSuite Community, where builders, administrators and the SmartSuite team answer questions about building on SmartSuite. For your account, billing or data, select the chat button in the lower-right corner of SmartSuite to reach support.
Last verified 1 Nov 2026.