Overview
The When an Email is Received trigger for Google Gmail in SmartSuite allows you to automate actions based on incoming emails. This feature helps streamline workflows by triggering actions whenever an email matches specified conditions. If you're new to automations, check out our guides on creating an automation and managing automations for more details.
Details | Answers |
Plan Availability | All plan types |
Permissions | Solution Managers or Administrators |
Related Reading |
What is a Trigger?
An automation trigger is the "switch" that initiates an automation when predefined conditions are met:
When something happens (the Trigger) and these conditions are met, then this event (the Action) occurs.
For Gmail, the When an Email is Received trigger allows SmartSuite to take action when an email meets specified criteria, such as being sent from a specific email address or containing specific keywords.
Setting Up the Automation
Prerequisites
A Google Gmail account with SmartSuite authorization.
Solution Manager or Administrator permissions.
Ensure that SmartSuite has the required permissions to access your Gmail inbox.
Accessing Automations
To access automation settings:
Click on Automations in the Solution drop-down menu.
Open the Automations dialog.
Click Add Automation to create a new automation.
Configuring the Gmail Trigger
Step 1: Select Google Gmail Trigger
In the Integrations section, choose Google Gmail.
Select When an Email is Received as the trigger.
Step 2: Connect Your Google Account
Click Connect to link your Google Gmail account.
If prompted, log in to your Google account and accept the integration permissions.
Once connected, close the connection window.
Note: If you've previously connected Google services, you may see a notification stating SmartSuite already has access. The screen will look like this
Step 3: Define Trigger Conditions
Select the Gmail folder to monitor.
(Optional) Set conditions to refine when the trigger fires.
Specify whether conditions should match ALL (AND) or ANY (OR) criteria.
Click Save Automation to complete setup.
Available Filter Conditions
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Step 4: Choose an Action
Once the trigger is set, define what happens next by selecting an action. Actions can be:
Internal SmartSuite actions, such as creating a record, updating fields, or sending notifications.
External integrations, like sending Slack messages, updating Google Sheets, or triggering another automation.
Tip: Ensure the chosen action aligns with your workflow needs for maximum efficiency.
Note: You can modify or disable the automation at any time within the automation settings.
Troubleshooting
Missing permissions
Most of the issues that users experience have to do with not granting the correct permissions when authenticating with Google.
Common Errors & Fixes
Action Fail: Request had insufficient authentication scopes
Ensure you have granted SmartSuite all necessary Gmail permissions during setup.
Action Fail: Token has been expired or revoked
Reconnect your Google Gmail account to restore access by reauthorizing the integration.
Invalid Credentials
If Google credentials are removed, re-add them to reactivate the automation.
Resolving Permissions Issues
Delete the existing credential from the automation.
Re-add the Google Gmail credential.
If the issue persists, contact SmartSuite Support via Intercom or email (support@smartsuite.com).
Tip: If your automation stops working unexpectedly, check Google's security settings to ensure SmartSuite is still authorized.
FAQ
Why does Google say this app is unverified and I shouldn't use it?
Google marks apps as unverified until they complete their full approval process. If you’re not comfortable proceeding, you can wait until full verification. If you wish to continue, click Advanced and then Go to SmartSuite.
Why isn't my automation triggering after setting up the integration?
This is often due to missing a necessary permission checkbox during setup. To resolve:
Remove the integration authentication.
Re-add authentication by following these steps:
Go to the Security section of your Google Account.
Under Third-party apps with account access, select Manage third-party access.
Find SmartSuite and click Remove Access.
Re-authenticate with SmartSuite, ensuring all permissions are granted.
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)
Practical Use Cases and Scenarios
1. Automating Support Ticket Creation
Scenario: A customer support team wants new support requests to be logged automatically in SmartSuite when an email is received.
Solution: Set up a trigger for emails received in the Support Inbox and automatically create a task in SmartSuite, assigning it to the support team.
2. Organizing Incoming Leads
Scenario: A sales team receives inquiries via email and needs them categorized.
Solution: Set conditions for emails with "Inquiry" or "Lead" in the subject line to be labeled and assigned to the sales team, ensuring no lead is missed.
3. Escalating Critical Alerts
Scenario: An IT team needs to be alerted when urgent system failure notifications arrive.
Solution: Create an automation that detects emails from a monitoring system and sends instant notifications to the IT team via Slack or SmartSuite alerts.