Gmail

Gmail actions in CodeWords

Here's a comprehensive guide to all the actions you can perform with Gmail in CodeWords, designed to streamline your email workflows and boost productivity.

Available actions

1. list-send-as-aliases

What it does: Retrieves a list of all email aliases that can be used to send emails.

When to use it: Perfect for businesses with multiple brands or departments, allowing you to ensure emails are sent from the correct alias.

2. get-send-as-alias

What it does: Retrieves details of a specific send-as alias.

When to use it: Use this when you need to verify or update settings for a specific email alias in your organization.

3. delete-email

What it does: Permanently deletes an email from your Gmail account.

When to use it: Useful for maintaining inbox hygiene by automatically removing unwanted emails.

4. download-attachment

What it does: Downloads attachments from an email and saves them to a specified location.

When to use it: Ideal for businesses needing to save and organize documents received via email.

5. update-primary-signature

What it does: Updates the primary email signature for the user.

When to use it: Ideal for updating branding or contact details across all outgoing emails.

6. update-org-signature

What it does: Updates the organizational signature used for all users.

When to use it: Use when there's a company-wide update to email signatures for consistency.

7. send-email

What it does: Sends an email from your Gmail account.

When to use it: Perfect for automated responses, newsletters, or routine communication tasks.

8. remove-label-from-email

What it does: Removes a specific label from an email.

When to use it: Use this to tidy up your labeling system by removing outdated or incorrect labels.

9. list-labels

What it does: Lists all labels available in the Gmail account.

When to use it: Useful for getting an overview of all existing labels to better organize your emails.

10. find-email

What it does: Searches for emails based on specified criteria.

When to use it: Ideal for locating specific emails that meet certain conditions, like sender or subject.

11. create-draft

What it does: Creates a draft email with specified content.

When to use it: Great for preparing emails that require review before sending.

12. archive-email

What it does: Moves emails to the archive.

When to use it: Use it to declutter your inbox while keeping emails accessible for future reference.

13. approve-workflow

What it does: Approves a specified workflow step.

When to use it: Perfect for businesses with approval processes integrated into email communication.

14. add-label-to-email

What it does: Adds a specified label to an email.

When to use it: Use it to categorize emails for better organization and retrieval.

15. create-label

What it does: Creates a new label in the Gmail account.

When to use it: Ideal for setting up new organizational structures or categories within your inbox.

Available Gmail triggers

1. new-sent-email

When it fires: Triggers when a new email is sent from your Gmail account.

Business scenario: Automate follow-up actions, like logging sent emails in a CRM.

2. new-labeled-email

When it fires: Triggers when a new email is labeled with a specified label.

Business scenario: Ideal for initiating workflows based on categorized emails, such as forwarding to a specific department.

3. new-email-received

When it fires: Triggers when a new email arrives in your inbox.

Business scenario: Use to automate immediate responses or notifications for incoming emails.

4. new-email-matching-search

When it fires: Triggers when an email matching specific search criteria is received.

Business scenario: Automatically process or flag important emails that meet set criteria.

5. new-attachment-received

When it fires: Triggers when an email with an attachment is received.

Business scenario: Automatically download and save attachments for record-keeping or review.

Building practical workflows

Let's explore how you can bring these actions and triggers together to create seamless workflows.

Automated client onboarding

Connect new-email-received to search for emails with "Welcome" in the subject. Then, use download-attachment to save onboarding documents, and send-email to notify your team of new clients.

Signature update launch

Use update-org-signature to roll out new email signatures company-wide. Combine with send-email to inform your team about the update and its benefits.

Weekly report distribution

Schedule find-email to search for emails containing weekly report attachments, then use download-attachment and send-email to distribute them to stakeholders.

Practical tips

Organize with labels: Use add-label-to-email and list-labels to keep your inbox tidy and efficient. Labeling helps in easy retrieval and categorization.

Be proactive with triggers: Implement new-email-received and new-attachment-received to stay on top of important communications and documents without manual checks.

Draft wisely: Use create-draft for emails requiring approval or further input, ensuring your communication is polished and accurate.