Many organizations around the world use Gmail for mail communication, which eliminates additional integration with other applications. Document360 is integrated with Google applications through Zapier, such as Google Docs, Google Drive, and Google Sheets.

Use Case

You have chosen Document360 as your Knowledge base platform. Your company works with multiple external vendors for content contributions. Gmail makes for a good communication platform. The Document360+Gmail integration automatically sends a custom email via Gmail to a specified recipient when a new article is published in your Document360 knowledge base. This helps to effortlessly keep your stakeholders in the loop about updates to the knowledge base.

Currently, there is no direct integration option available between Document360 and Gmail on either of the platforms.

How will you integrate Gmail and Document360?

As a workaround, you can use the Zapier integration to bridge this gap. By connecting Document360 and Gmail on Zapier, you can easily facilitate the content flow between these platforms.

Ensure that you have logged into your Zapier account.

  1. Click Create > Zaps.

  2. Zap is created with Trigger and Action flow in it.

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Otherwise, click the below link and select Try this templete:

Connecting Document360 and Gmail in Zapier

Step 1: Connect Document360

In Trigger, fetch the Document360 information.

  1. In Trigger, choose Document360. The Document360 panel appears on the right.

  2. Choose the desired Event.

  3. In the Account section, you need to sign in with your Document360 credentials.

  4. Click Sign in, and a new pop-up window will open with an API token field to connect with the knowledge base project.

  5. You can obtain the API token from the Document360 portal.

How will you generate an API token in Document360?

  1. Go to Settings > Knowledge base portal > Extensions and navigate to Team collaboration.

  2. In Zapier assistance, click Connect and Copy the generated token.

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  1. Head back to the pop-up window, paste the API token in the field, and click Yes, Continue to Document360.

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  1. You can find the connected Document360 project on the Connect Document360 account page.

If you wish to configure a different account later, you can do that by clicking on Change.

  1. Click Continue.
Connecting a Document360 account

If your account is already linked, you can directly select your account.

Step 2: Test Trigger

  • Click Test trigger to confirm that the correct account is connected and the trigger setup is correct.

  • If no error is found, click Continue.

  • Document360 account linking and trigger are successful.

Step 3: Connect Gmail

  1. In Action, choose Gmail.

  2. In the App & Event section, select the required Event to trigger on Document360.

If you wish to configure a different app later, you can do that by clicking on Change.

  1. Click Continue.

  2. In the Account section, click Sign in, key in your credentials in the new access window, and click Allow.

  3. Click Continue.

Step 4: Customize Zap

  1. Map the required fields from Gmail into Document360.

  2. You have a plethora of options to choose from (depending on your business requirements):

Subject: Enter the desired subject for the email.

To: Enter the respective person's mail ID to whom this email will be sent. Multiple email addresses can be entered either individually or in a comma-separated list.

Cc: Enter the respective person's mail ID to whom should be cc'd on this email. Multiple email addresses can be entered either individually or in a comma-separated list.

Bcc: Enter the respective person's mail ID to whom should be bcc'd on this email. Multiple email addresses can be entered either individually or in a comma-separated list.

From: Select an email address or alias from your Gmail account.

From Name: Customize the from name (but it must be sent via the email address you connected).

Body type: Select the desired body type from Plain and HTML.

Body: Enter the desired body text.

Signature: Include a default signature with the email.

Attachments: You can attach a file, and it can be an actual file or a public URL that will be downloaded and attached.

It is mandatory to fill in the fields denoted with (required). After you map all the required fields, the continue button will be enabled.

  1. Click Continue.
Connecting a Gmail account

If your account is already linked, you can directly select your account.

Step 5: Test Zap

  1. Once you have configured the actions in Document360, Zapier will then generate an article on Document360 to verify functionality.

  2. Click Test step and you will get a successful message.

  3. Visit your Document360 knowledge base portal, and you can find the desired article under the category you have previously selected.

  4. Head back to the Zapier setup window and click Continue.

  5. Once done, click Publish.

You would get a success message window stating Your Zap is on!. You can click the Manage your Zap button to go to your Document360+Gmail Zap overview page.

Created Zap overview

Send emails via Gmail with new articles in Document360

You can view and edit the information about your Zap on the Zap overview page.
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Whenever a new article is created in Document360, Zaps runs automatically to send an email via Gmail.

To make a copy of the Zap, click on the following link:
https://zapier.com/apps/document360/integrations/gmail
If required, you can change the actions.