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 build custom workflows, called Zaps, that connect thousands of apps, allowing you to automatically send information from one place to another. Which is perfect if you want notifications in Hangouts Chat for new Gmail messages. We actually offer a quick template you can use.
Click the Use this Zap button above to get started. You will be asked to create a Zapier account, if you haven't yet, after which you will 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. 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, after which 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.