Business Case: You want to automate a process of what should happen when you receive an email from your customer asking to buy a property that was listed for sale. Firstly you want the app to check if a customer has sent you an email, and if so you want to import the email into the system, grant your sales team the access rights, and then prepare a sales contract. You also want the app to reply to the customer with a 'Thank You' email, informing that the sales contract is now ready and will be sent out once reviewed by the sales team within the next 12 hours. When you need to reply/forward an email, you can insert your data dynamically from within the business app (e.g. message text, attach files, etc.).
Business Case: You want your business app to check if there are any qualified leads, and if so, the system should automatically create an offer based on an MS Word template, insert a personalized message and a custom product offer, then send the email directly to the potential customer. The app can insert the data dynamically (which can be either the data generated by the business app, or accessed from a data source and the app can insert the data into the email fields, including the message text, as well as the app can attach files automatically).
Open your top menu and click on the 'Emails' item:
Click on the 'Create a new connection' button and follow the instructions.
You need to enable Gmail API and generate a file from your Gmail settings that will have a .json extension. Then you need to give a name to your new connection inside the 'Connection Name' field and attach the newly generated file. Click the 'Next' button once you have finished.
If everything works well, you should see the following message:
Once you have a working Gmail connection, you will be able to view emails for that account:
You can select another connection. You can have an unlimited number of connections, but you can fetch emails only for one particular account per time. You can import emails from multiple connections and have them displayed on one page (e.g. your email board).
You can change your inbox filters:
You can also search for emails that contain some text:
You can import an email by clicking the 'Import this email' button:
A card with your imported email should appear right after that, such as:
To view an email, simply click on it (alternatively you can click on the 'comments' or 'expand' buttons).
To allow other users to view or manage your email, you can click the 'lock' button:
To allow other users to view or manage your email, you can click the 'lock' button: 
You can constantly change access permission settings for your resources. By keeping the right level of authorization, you will ensure that your resources are shared with the right entities within your organization or your team. In general, you need to give 'Administrator' permission only to those users who need to manage your resources. You can share your resources with groups, add them to events or projects, or simply grant an access right to people from a specific department. In case you want everyone in your organization to have access to your resource, simply enable the following option:
This will ensure that absolutely everyone can view the resource. However, if you need your resource to appear on a group/department/event/project resource page, you need to add this group/department/event/project separately.
Open your resource (full screen) and start typing in your comment, as shown below:
You can include your colleague's names by typing in the @ symbol and then start typing in their name (e.g. @pete), then select your colleague's name from the list. You can also attach a resource into your comment by pressing the following button: 
A dialogue window will appear where you can select the type of resource you want to attach:
For instance, you can attach a report when answering someone's comment. Please note, you can attach only resources you have access to.
You can add an email to your TODO list by clicking on the following button: 
You will be able to instantly view your new item inside your TODO list by selecting it at the top menu. In case you need to view and manage your TODO list, click the 'See all' button at the bottom of the drop-down menu.
You can pin an email to a board by clicking on the following button:
Then you can select your pinboard from the list of available boards (otherwise you will need to create a board before you can pin a resource).
You can share your email by pressing the share button:
Then you can select where you would like to share your resources (e.g. your won timeline, a group, etc.), add a message (tag people, add a location, express an emotion, etc.), and click the share button.
You can create a new board to place your resources by pressing the following button:
You can then create your new board by using the following form:
You can edit your board by pressing the following button:
You will get a dialogue where you can specify your board's name and description:
You can add or remove your email to and from an email board. This means you can sort your emails inside the email boards to make it easier to store and manage them. To add or remove your email simply click on the drop-down menu and select your option:
Just click on the drop-down menu and select 'Delete forever'. Your email will be deleted from the system.
To view the activity logs for your resource, simply click on the drop-down menu and select 'View Logs':
You will see a page with all your resource's log records:
You can export your logs by click the 'Export to Excel' button.
In case you would like to receive notifications on an email (e.g. someone comments the resources, it gets deleted, etc), you can click the following button and start receiving notifications automatically.
If an email was imported, but then deleted from Gmail, you will see the following inside your email card:
In case there is a problem with your connection to Gmail, you will see the following error:
The reason your connection might stop working is usually related to Gmail changing their policies and canceling your access keys. We've noticed that every time Gmail policy changes, any keys, which were previously generated, get simply canceled without any notice. We will try monitoring if this ever occurs. However, we cannot be responsible for Gmail related processes, and in case they cancel your keys, you simply need to re-generate them for your connections. Then you can open your connection properties and attach the newly generated key (i.e. the .json file, see the following section for more details 'Set-up a new connection')
If your connection stops working because your credentials or your key has been changed, deleted, or modified (either by you or by Gmail), you will see the following error:
In any case, you can easily fix your connection error by re-generating your key (as described in the 'Set-up a new connection' section earlier).
In case you do not have access to view an email, you will see the following error (you can request access by clicking the 'Request access' button):
Inside the messenger, open a conversation and click the 'Attach' button.
Click the 'Attach an email' button:
You will get a list of available emails, then you can click the button at the bottom of a card:
That's it, your email should be displayed inside the conversation:
To include an email inside your post, simply start writing a post and click on the 'Attach' button:
Click the 'Attach an email' button:
You will get a list of available emails, then you can click the button at the bottom of a card:
Your email will be attached to the post editor:
Once you finish writing your post, click the 'Post' button. Your post will be published with the email inside:
You can easily add Gmail block inside your business app by dragging and dropping the following:
You will see the following inside your diagram:
You can set your block's name and its icon by configuring the following:
You can create a new Gmail connection (in case you don't have one) by pressing the following button:
Otherwise, you can select your Gmail connection by pressing the following:
Select your connection from the list:
This connection will be used by anyone executing your business app (meaning that even if the person is not granted permission to use this connection inside their profile, they will be able to use this connection if they have access to the business app).
You can then specify what you would like to do with this block. You can either search for emails or send an email:
You can specify your search criteria within the following section:
You can specify your filters, add your search query, or set a limit to how many emails should be retrieved. You can test your search by hitting the 'Preview' button:
In case you would like to further inspect your found emails, you can configure the following section:
The 'Subject' field will be used for checking if an email contains your search query. The 'Message' field will be used to check if an email, returned by Gmail, contains your search string inside the email body. The 'From' field will be used to check if an email is from a specific person. You can select to apply 'ANY' filter by keeping the following option in its default state:
In case you would like to search for all queries (i.e. Subject, Message, and From fields), then switch it to the 'ALL' option:
You can then specify what you would like to do with found emails:
If you would like to mark emails as read, enable the following option:
Since sending an email is the same regardless if you are sending a new email or forwarding/replying to found emails, we will cover the instructions below. The only difference is that you can set your email subject only when you are sending a new email, and not when you are forwarding/replying found emails.
You can set your subject field by typing the value in, or by making it insert dynamic data:
You will see an editor where you can drag-and-drop dynamic blocks:
You can type in your 'to' field value directly into the field:
In case you need to dynamically insert the value for this field, simply click on the following button:
If you don't have any previous blocks, your editor will look like the following:
In case you have previous blocks which contain data, you will see those blocks above the editor:
You can grab data from a previous block by simply dragging and dropping it into the editor:
In our case, since we've dropped a data input form block, it provides with the forms fields for us to select the right one:
If we press the checkbox next to the 'Email' field, we will have that particular field inside the editor:
In case you would like to remove the field, simply click the X button on the field inside the editor:
Alternatively, you can press the 'Clear' button at the bottom of the dialogue: 
You can drag-and-drop the user block: 
You will get the following dialog, containing users from your organization:
You can, for instance, select a particular user, or 'During runtime insert user that executes this', and it will insert the right user into this field during runtime.
You can insert multiple fields into the editor:
Once you're done with configuring your data field, click the following button: 
Your 'To' configuration button should change its color, indicating that it inserts data dynamically into this field.
This field has the same configuration as outlined in the section above (Email 'To' Field).
You can set your 'Subject' email field, in case you are not using the 'Search' option, but rather 'Send', as shown below:
The reason for this is the fact that you normally set your subject field only when you're writing a new email, and you keep the same subject line when you're replying or forwarding an email. To have a static subject, just type in your text, as shown below:
You can also set a dynamic field by pressing the configuration button:
You will see the following screen:
In case you have previous blocks which contain data, which can be inserted, the screen will also contain those blocks:
You can drag-and-drop previous blocks, and select the data from them that you would wish to insert. In the example below we are selecting a previous block 'Form' (as shown above) inside the editor:
In our case, since we've dropped a data input form block, it provides with the forms fields for us to select the right one:
If we press the checkbox next to the 'Client Name' field, we will have that particular field inside the editor:
This means we will have the dynamic field inserted here during the execution, and it will end up inside the email message body.
If you are happy with your settings, click the 'Apply and Close' button:
If you would like to remove the field you've just selected, simply click on the X button:
Alternatively, you can press the 'Clear' button at the bottom of the dialogue: 
You can type in your email body in the following field:
In case you need to add data from this business app, you can click the following button: 
It will add an icon inside your message body. You should click on it and select 'Configure':
You will see the following screen:
In case you have previous blocks which contain data, which can be inserted, the screen will also contain those blocks:
You can drag-and-drop previous blocks, and select the data from them that you would wish to insert. In the example below we are selecting a previous block 'Form' (as shown above) inside the editor:
In our case, since we've dropped a data input form block, it provides with the forms fields for us to select the right one:
If we press the checkbox next to the 'Client Name' field, we will have that particular field inside the editor:
This means we will have the dynamic field inserted here during the execution, and it will end up inside the email message body. If you would like to remove the field you've just selected, simply click on the X button:
Alternatively, you can press the 'Clear' button at the bottom of the dialogue:
You can also extract the name from the 'FROM' field of the original email by clicking the following option:
This means if the original email has 'John Smith
You can format your date/time as shown below:
You can drag-and-drop the user block:
You will get the following dialog, containing users from your organization:
If you select 'During runtime insert user that executes this', then the system will insert whoever will be executing this business app. Otherwise, you can select a specific user. When dealing with end-users, you can specify which data you would like to be inserted into your email message body. You can for instance tick name, title, and the phone number. In case you have selected multiple data fields, at the bottom you have 2 more checkboxes, which specify how you would like to separate those fields. The first one allows separating the fields with a comma, while the second option allows separating your data fields with a new line.
Once you're done with configuring your data field, click the following button: 
Your message body will now have a configured field, which will be filled in with dynamic data during run-time:
You can attach one or more files with your email:
If your business app is generating any documents, you can attach it by selecting the block that generates a document, e.g.
You can un-select the block if you don't wish to attach it:
You can click the 'Browse' button 
You will get a screen with your currently available files, and you can select any file from the list, e.g.:
Please note, only files not exceeding 5MB can be attached
You can include your account's default signature by ticking the following option:
Use the following option in case you would like the end-user to verify an email before it gets sent. This will ensure that the end-user can see the email (and even modify it) before proceeding with the business app.
Importing an email (or emails) that this block deals with is easy, all you have to do is to enable the following option:
If you would like to skip previously imported emails (e.g. an email was previously imported by a user or by a business app), then enable the following option:
When importing emails, you can automatically grant access permissions (or set administrators). All you have to do is press the following button:
You will see the standard access permissions dialogue where you can specify users, departments, groups, projects, and events:
Alternatively, you can grant permissions to all users by enabling the following:
If you would like to notify users when emails are being imported, simply click on the following button:
You will see the following section where you can configure your notifications:
You can select to send a notification as 'This app' or 'Person executing this'. The first one will appear as a notification from the business app, while the second option will send a notification from a specific person. You can add your title and message, which will be displayed. A notification coming from the person executing the business app will look like the following:
You need to specify which users you wish to receive this notification by typing and selecting those users as following:
Once this business app gets executed, users who are listed in this block will receive an automatic notification.
You can specify if the business app should exit in case this block fails by enabling the following option:
Was this article helpful?
Would you like to get a beta invite?