Gmail Action Block

What it does: Send emails directly through your Gmail account as part of your workflow automation.

📧

In simple terms: Automate sending emails from your Gmail account based on workflow triggers and conditions.

When to Use This

Use the Gmail action when you need to:

✅ Send automated responses to customers
✅ Notify team members about workflow events
✅ Send personalized emails based on user data
✅ Forward processed information via email
✅ Send reports and summaries automatically

Example: When a new form submission arrives, send a confirmation email to the user and a notification to your team.

Features

OAuth Authentication: Secure connection to your Gmail account
Rich Content: Send plain text or HTML emails
Attachments: Include files in your emails
Multiple Recipients: Send to, CC, and BCC recipients
Variable Support: Use workflow variables in email content
Template Support: Create reusable email templates

Setup

1. Connect Your Gmail Account

Click Connect Gmail Account
Sign in with your Google account
Grant necessary permissions
Your account will be linked securely

⚠️

Make sure to enable "Less secure app access" in your Google account settings if required, or use App Passwords for enhanced security.

2. Configure Email Settings

To Recipients: Enter email addresses (supports variables)

user@example.com
{{user.email}}

CC Recipients (Optional): Carbon copy recipients

manager@example.com

BCC Recipients (Optional): Blind carbon copy recipients

archive@example.com

Subject Line: Email subject (supports variables)

Your Order #{{order.id}} Has Been Confirmed

Email Body: Message content (supports HTML and variables)

Hello {{user.name}},

Thank you for your order. We'll process it shortly.

Best regards,
The Team

Advanced Options

HTML Emails

Enable rich formatting with HTML:

<div style="font-family: Arial, sans-serif;">
  <h2>Welcome, {{user.name}}!</h2>
  <p>Thank you for joining us.</p>
  <a href="{{confirmation.link}}" style="background: #007bff; color: white; padding: 10px 20px; text-decoration: none; border-radius: 5px;">
    Confirm Email
  </a>
</div>

Attachments

Add files to your emails:

Click Add Attachment
Enter file URL or upload from workflow
Specify file name (optional)

Example:

File URL: {{document.pdfUrl}}
File Name: invoice-{{order.id}}.pdf

Reply-To Address

Set a custom reply-to address:

support@example.com

Using Variables

You can use workflow variables anywhere in your email:

Subject:

Order Confirmation - {{order.number}}

Body:

Hello {{customer.firstName}},

Your order for {{product.name}} has been received.
Total: ${{order.total}}
Estimated delivery: {{shipping.estimatedDate}}

Recipients:

{{user.email}}
{{manager.email}}

Response Mapping

Map the email sending result to variables:

Available Values:

Message ID: Unique identifier for sent email
Status: Success or failure status
Timestamp: When the email was sent
Error Message: Error details if sending failed

Example Mapping:

Message ID → {{email.messageId}}
Status → {{email.status}}

Common Use Cases

1. Order Confirmation

Trigger: New order webhook Gmail Action: Send confirmation to customer

To: {{order.customerEmail}}
Subject: Order #{{order.id}} Confirmed
Body: Thank you for your order. We'll process it within 24 hours.

2. Weekly Report

Trigger: Schedule (Every Monday 9 AM) Gmail Action: Send weekly summary

To: team@company.com
Subject: Weekly Report - {{currentDate}}
Body: Here's your weekly summary...
Attachment: {{report.pdfUrl}}

3. Customer Support Response

Trigger: Support ticket event Gmail Action: Send response

To: {{ticket.customerEmail}}
Subject: Re: {{ticket.subject}}
Body: Hello {{ticket.customerName}}, Thank you for contacting us...

4. Lead Nurturing

Trigger: New lead via form Condition: Lead score > 80 Gmail Action: Send personalized follow-up

To: {{lead.email}}
Subject: {{lead.firstName}}, here's something special for you
Body: HTML template with personalized content

Best Practices

Email Deliverability

✅ Use verified Gmail accounts
✅ Avoid spammy language
✅ Include unsubscribe links for marketing emails
✅ Don't send too many emails at once
✅ Use proper email formatting

Content Tips

✅ Keep subject lines clear and concise (under 50 characters)
✅ Personalize with recipient name
✅ Include clear call-to-action
✅ Test emails before going live
✅ Use responsive HTML for mobile devices

Security

✅ Use OAuth authentication
✅ Never include sensitive credentials in email content
✅ Be careful with PII (Personal Identifiable Information)
✅ Regularly review connected accounts

Troubleshooting

Email Not Sending

Check:

Gmail account is properly connected
All required fields are filled
Email addresses are valid
No rate limits exceeded

Formatting Issues

Solutions:

Test HTML in preview mode
Ensure proper HTML structure
Check variable syntax: {{variable.name}}
Validate CSS inline styles

Attachment Problems

Check:

File URL is accessible
File size is within limits (25MB for Gmail)
File format is supported
Proper permissions on file storage

Limitations

Daily Sending Limit: Gmail has sending limits (500 emails/day for regular accounts)
Attachment Size: Maximum 25MB per email
Recipients: Maximum 500 recipients per email
Rate Limiting: Avoid sending too many emails rapidly

💡

Tip: For high-volume email sending, consider using dedicated email services like SendGrid or Amazon SES.

Example Workflow

Flow:

User submits contact form
Validate email address
Send welcome email through Gmail
Add contact to CRM
Workflow complete

Related Blocks

Send Email: Alternative email block for SMTP
Slack: Send notifications to Slack
Telegram: Send messages via Telegram
Condition: Add logic before sending emails
Set Variable: Prepare email content

Need Help?

Check Gmail API quotas in Google Cloud Console
Review Gmail security settings
Test with a small group before mass sending
Monitor email delivery rates

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Pro Tip: Create email templates as workflow variables for reusability across multiple workflows!

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