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Gmail Integration

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Are you looking to connect your inbox with your monday.com account? With the Gmail Integration, you can transform emails into action items, automatically align everyone on your team, and stay seamlessly connected. 

If you're looking for our Outlook Integration, check out this article. If Gmail is more your speed, read on! 😄

 

Add it to your workflow

To add the Integration, go to the board you want to create an Integration on and click on the "Integrate" button, located on the upper right of your board: 
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From there, select "Gmail": 

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Once you click on the "Gmail" integration banner, you will find the recipes available for this integration:

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Then you can simply select the recipe you wish to create! Using any of the recipes, you can customize the email that you send via the integration. You can type in values or auto-populate the email using fields from your item.

Next, you will be asked to connect your Gmail and monday.com accounts. 

 

Connect your account

Once you click on one of the recipes, you will be asked to connect your monday.com account with your Gmail account:

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Next, choose the email account you want to associate with monday.com.

Woohoo! It's that easy. 😀  You have successfully connected your account to Gmail. Now you can get busy building recipes to communicate efficiently with your team! 

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Note: When setting up this recipe, you will choose conditions under email to instruct the recipe on which emails will create a new item in your selected group. The conditions work as "AND" conditions-- meaning each condition you set is in addition to the previous condition. To support "OR" conditions for incoming emails from one address or another, you must create two automations-- one for email address X and another for email address Y.

 

Error while connecting

If you see an error message when trying to connect your account, it's likely that connecting to that particular Gmail account is limited. If you receive the following error message,

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One of two things is happening:

  1. You are attempting to connect a Gmail account that is currently being used on monday.com by another user on your monday.com account
  2. You are attempting to connect a Gmail account that is currently being used on a different monday.com account (meaning an account separate from the one you're currently attempting to set up the integration on)

If you wish to override any previous connections, follow these instructions to revoke access for other monday.com users and accounts from the desired Gmail account:

  1. When logged into Gmail, go to https://myaccount.google.com/security
  2. Scroll down and click "Manage third-party access"
  3. Click monday.com and then click the blue "Remove Access" button

 

 

Does the integration support files?

The Gmail integration supports files! 🎉  If you receive an email with a file using one of the following recipes, that file will pull into the updates section:

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It is also possible to send files from the Files column. If the file in the File Column is from a drive like Google Drive or OneDrive, the file will send as a URL to anyone. Their access to that file will depend on the settings in your drive.

If the file in the File Column was uploaded from someone’s computer, the file will also send as a URL to anyone. However, unless the person receiving the email is a member of your monday.com account and logged into the account, they won’t be able to download that file.

 

Does the integration support multiple email addresses? 

The Gmail integration supports multiple emails! You can define multiple emails in a Text Column separated by ";" and the email will be sent to each of those emails separately. 💥


For example, in this recipe:

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Choose the Email (column) option from the "someone" menu and then choose a Text column:

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You can define the values (the email addresses) of the Text column like this: example@monday.com ; example.monday@gmail.com

And the integration will send an email to both example@monday.com & example.monday@gmail.com!

 

Note: This only works when sending out emails and does not work when receiving emails to the updates section of an item.

 

Unsync your account

If you no longer need the integration between monday.com and Gmail, you can unsync the integration by following these few easy steps: 

  1. Go to https://myaccount.google.com/security
  2. Scroll down and click "Manage third-party access"
  3. Click monday.com and then click the blue "Remove Access" button

 

Change the sender

If your name isn't displayed correctly in the outgoing emails sent through the Gmail integration, you can quickly fix this in a few steps: 

  • Log in to your Gmail account
  • Click on your "Settings" located on the right of your screen: 

 

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  • Next, click on "Accounts" and then "edit info":

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  • Add your preferred name in the empty box. Then, make sure to select the box.

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  • Click "Save Changes" and that's it! 😊

 

Add your signature 

You can add your signature to all emails triggered from monday.com by the Gmail integration. To do so, click on the "Settings" in your Gmail account. 

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Next, select "General" and add your signature as below: 

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And voilà! 😊

 

Help - it isn't working!

Option 1 - Sending mass emails

If you're trying to send a mass email and your integration isn't working, you may have exceeded the limitations set by Google. To learn more about these limitations, please check out our Gmail Integration Limitations article.

Option 2 - Refreshing your connection

If you aren't sending a mass email and your integration is not working, please try to recreate the connection. To do so, click on the "Integrate" button located on the upper right of your board. Once in the Integrations Center, select "Board Integrations": 

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Next, click on the three-dot menu on the recipe that you want to edit. Select "Edit Connection" from the dropdown menu: 

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Next, click on "Use another account": 

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From there, you will be able to recreate the connection. This should solve the issue. If not, check out option 3 below.

 

Option 3 -  Unsync the integration

Important Note:  This option will only be helpful if someone has changed the authorization settings in Gmail.  If this is the case, then you can unsync the integration by following these steps: 
  1. Go to https://myaccount.google.com/security
  2. Scroll down and click "Manage third-party access"
  3. Click monday.com, and then click the blue "Remove Access" button

 

Option 4 -  Check whether you have auto-forwarding or a filter on your inbox

If you're still having trouble, check whether you have auto-forwarding on or if you have a filter on your inbox that automatically sorts your incoming emails into folders. If so, try turning these settings off and see if the integration works for you.

  

Option 5 -  Reach out to us :)

If none of the above options work out, please feel free to contact us at support@monday.com. Let us know that you have already tried these options. We would be more than happy to assist! 😄

 

 

 

If you have any questions, please reach out to our team by using our contact form. We're available 24/7 and happy to help!