Email is how the outside world communicates with your business, but not how your team talks to each other. Wouldn't it be nice if your team could coordinate before responding to an email? Zapier can help you do exactly that, notifying your entire team in Hangouts Chat every time an email comes in that matches a specific search term.
Use Slack instead? We've got a walkthrough for that Zap, too.
We let you create automated workflows, called Zaps, allowing you to automatically send information from one app to another. Which is perfect if you want notifications in Hangouts Chat for new Gmail messages.
Option 1: Get started quickly with a Zap template
We have a template to help you get started quickly. Click the Use this Zap button below and you'll be guided through setup. You'll need to create a Zapier account if you don't already have one.
Here's how it works:
Click on the Use this Zap button to get started.
Connect your Gmail account and select the inbox label that will trigger your Zap.
Connect your Google Hangouts Chat account and the chat room you'd like to use.
Select the Google Hangouts Chat fields you want to edit.
Select the email information from Gmail you want to include in your chat message.
Test your workflow and turn it on.
Option 2: Create your own Zap
Once you're in the Zap editor, select Gmail as your trigger app and New Email as your trigger event. A trigger is an event that starts your Zap. Click Continue.
Next you'll be asked to log in to your Gmail account. Log in to the account that will be getting the emails your team needs to respond to.
For each app you connect, Zapier will ask for a general set of permissions which allows you to be flexible with your Zaps. The only actions Zapier takes on your app accounts are those a given Zap needs to accomplish what you've set up.
Click Continue, and you'll be asked for a search string.
This allows you to filter which emails will and will not show up in Hangouts Chat. The search works just like the search bar in Gmail, meaning you can use search operators like
subject: to search only the subject line or
from: to search for emails from a specific address. Google offers a complete list of Gmail search operators, if you need more information. If you're unsure, try testing your search term in the Gmail search bar.
Click Continue when you've got everything set up. You'll test your search to make sure Zapier can find the correct emails. Once you're happy with it, click Continue to move on to setting up your action—the event you want your Zap to accomplish whenever it's triggered.
Select Google Hangouts Chat as your action app and Send Message as your action event.
Click Continue and you'll be asked to sign in to your Google Hangouts Chat account.
After this, you can decide what parts of incoming emails should be pulled into your Hangouts Chat message.
You are required to choose a Hangouts Chat room, provide a message title, and include some content for the message text. Click any field to decide what should go where; you can start typing or select from the dropdown menu to pull in data from Gmail. That's how you can, for example, pull the sender's name or the body of the email into your Hangouts Chat message.
Set up everything just the way you like, then click Continue. You will be asked to test the Zap, at which point you should see a message show up in Chat.
If things look good, you're done! If not, you can go back and edit the Zap until you get the message working just the way you want.
Make sure to turn on your Zap when you're ready! Emails matching your search should now show up in Chat automatically, giving your team a chance to talk about them before one of you responds.
This article was originally published in April 2020 and was updated in August 2021.