Gmail is one of the most widely used email services globally, offering robust communication features, collaboration tools, and easy integration with other Google Workspace applications. For businesses, Gmail serves as a central communication hub for operations across departments like sales, marketing, customer support, and HR. By integrating Gmail with Frends iPaaS, businesses can automate email-driven workflows, synchronize Gmail with other systems, and streamline communication across their organization.

Business use cases

Automated email notifications

Gmail is critical for notifying teams about important events or updates. Frends can automate email notifications by triggering Gmail actions based on external system events. For example, when a ticket is created in Freshdesk or a task is assigned in Asana, Frends can automatically send tailored email notifications to the relevant team members, ensuring that everyone stays informed.

Lead capture and CRM integration

Gmail often serves as the first point of contact for sales inquiries or potential lead communications. Frends can extract relevant lead information from Gmail and integrate it with CRMs such as Salesforce, HubSpot, or Zoho CRM. For instance, Frends can monitor specific Gmail labels for emails from new leads, parse the email content, and create or update corresponding records in the CRM automatically.

Integration with helpdesk systems

Customer support teams frequently receive inquiries via Gmail. Using Frends, businesses can integrate Gmail with helpdesk platforms like Zendesk, Freshdesk, or ServiceNow. For example, when a customer sends an inquiry, Frends workflows can extract details from the email, create a corresponding ticket in the helpdesk system, and notify support agents. Correspondence can be synchronized back to Gmail for future records.

Automated attachments processing

Emails often include critical attachments such as invoices, forms, or contracts. Frends can retrieve these attachments from Gmail and automate their processing. For instance, Frends workflows can monitor a specific Gmail folder for invoices, extract them from emails, and forward the details to accounting systems like QuickBooks or Xero. Similarly, important attachments can be stored in platforms like Google Drive or SharePoint.

Email parsing and data extraction

Frends can parse structured or semi-structured email content to automate data extraction workflows. For example, customer inquiries, order confirmations, or registration forms received via Gmail can be parsed to extract key details and store them in systems such as Excel, an ERP, or a database for processing. This minimizes manual data entry and enhances operational efficiency.

HR onboarding workflows

HR teams often use Gmail to process new hire emails and onboarding documentation. Frends can integrate Gmail with HR systems like BambooHR, Workday, or SAP SuccessFactors to automate new hire processes. For instance, when an onboarding email is received, Frends workflows can extract details, update the employee database, and send welcome emails to the new hires with necessary documents attached.

Calendar scheduling and follow-ups

Frends can integrate Gmail with calendar applications like Google Calendar, Microsoft Outlook, or scheduling tools like Calendly. For example, when appointment requests arrive via email, Frends can extract the meeting details, create a calendar event, and send confirmations to the participants via Gmail. Additionally, follow-up emails can be scheduled automatically for important meetings or deadlines.

Email campaign reporting and analytics

For marketing teams using Gmail in conjunction with mailing lists or email campaigns, Frends workflows can integrate Gmail with analytics platforms like Google Data Studio, Tableau, or Power BI. For example, email metadata such as open rates, response rates, or bounce statuses can be processed via Frends and visualized in real-time dashboards.

Integration with document signing platforms

Contracts or agreements received via Gmail often require integration with e-signature tools like DocuSign or Adobe Sign. Frends can automate this process by routing attachments received in Gmail to these platforms. For instance, when an unsigned contract arrives in Gmail, Frends can forward the document to DocuSign, notify the relevant parties to sign, and send completed contracts back via Gmail.

Spam and junk email automation

Managing spam or irrelevant emails can waste time for employees. Frends workflows can monitor Gmail inboxes, analyze emails tagged as junk or irrelevant, and automate their deletion or archival. For example, emails matching specific keywords or originating from certain addresses can be automatically flagged and moved to designated folders to keep inboxes uncluttered.

Incident management notifications

For IT teams, monitoring system alerts is critical. Frends can integrate Gmail with incident management tools like PagerDuty or OpsGenie. For example, system-generated error or alert emails sent to Gmail can trigger workflows in Frends to create incidents, send escalation notifications, or log the issue in monitoring platforms, ensuring incidents are resolved quickly.

GDPR and compliance workflows

Organizations managing sensitive data via email need to comply with GDPR and similar regulations. Frends can automate compliance workflows by integrating Gmail with secure storage solutions like AWS S3 or Azure Blob Storage. For example, sensitive emails can be extracted, encrypted, stored securely, or removed from Gmail after defined retention periods to meet regulatory requirements.

Sales opportunities automation

For sales teams, Gmail accounts handle important customer emails and opportunities. Frends can integrate Gmail with sales tools like Salesforce CPQ or HubSpot Sales to automate lead management. For example, when an email containing a sales opportunity is received, Frends can extract key data, create an opportunity record, and assign it to the relevant sales representative automatically.

Recruitment process automation

Recruiters often receive candidate applications via Gmail. Frends workflows can integrate Gmail with recruitment platforms like LinkedIn, Greenhouse, or Workable. For example, resumes received as email attachments can be extracted, parsed for key details, and imported into an applicant tracking system (ATS), keeping the hiring process efficient and streamlined.

Long-term archiving of important emails

Emails containing financial, legal, or compliance-related information often need to be archived securely. Frends can automate the archival of specific Gmail emails into document management platforms like SharePoint, Google Drive, or cloud storage solutions. For example, emails flagged with "Finance" can be stored in a dedicated folder while maintaining metadata for easy traceability.

Integration with social media platforms

For customer-facing teams, integrating Gmail with social media platforms like Twitter or LinkedIn can improve outreach. For example, Frends workflows can monitor incoming customer-related inquiries in Gmail, extract relevant details, and trigger social media updates, enabling a unified communication channel for follow-ups.

Customer renewal and subscription reminders

Frends workflows can integrate Gmail with subscription platforms like Stripe, Chargify, or Recurly to automate reminders for upcoming renewals. For instance, when a subscription’s expiration date is detected in the platform, Frends can automatically generate and send personalized renewal emails via Gmail to remind customers and prevent churn.

Automated file sharing workflows

Teams often share files and collaborate over email. Frends can automate file handling between Gmail and cloud storage platforms like Google Drive, Dropbox, or OneDrive. For instance, when emails containing project-related attachments are received, Frends can save the files in a shared Drive folder and notify collaborators with access links.

Email auto-responses based on conditions

Gmail offers basic auto-responder capabilities, but Frends can take auto-responses further by leveraging external triggers. For example, workflows can monitor specific Gmail inboxes (e.g., requests for quotes) and send dynamic responses based on conditions like requester details, subject keywords, or template matching, ensuring personalized and context-aware replies.