---
title: "Integrating Gmail with Document360 using Zapier"
slug: "document360-gmail"
description: "Integrate Gmail with Document360 to automate email updates for new articles, enhancing communication and collaboration effortlessly."
updated: 2026-07-20T06:23:05Z
published: 2026-07-20T06:23:05Z
canonical: "docs.document360.com/document360-gmail"
---
> ## Documentation Index
> Fetch the complete documentation index at: https://docs.document360.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Integrating Gmail with Document360 using Zapier
Gmail is a widely used email service that integrates with Google Drive, Calendar, and other tools your team already relies on. When new articles are published in your Document360 knowledge base, you may need to notify external vendors, stakeholders, or team members about the update. By connecting Document360 and Gmail through Zapier, you can automate this: whenever a new article is published in Document360, Zapier automatically sends a custom email via Gmail to the recipients you specify — keeping everyone informed without any manual effort.
---
## When to use this integration
- You publish new knowledge base articles on a regular cadence and need to notify external stakeholders, clients, or vendors about updates without sending emails manually each time.
- You manage a documentation workflow where specific teams need to be alerted when new content goes live so they can act on it — for example, a support team, a training coordinator, or a content review group.
- You want a lightweight notification system that connects Document360 publish events to your email communications without requiring a dedicated newsletter tool.
---
## Before you begin
- You must be logged into your Zapier account.
- You must have a Gmail account that Zapier can connect to for sending emails.
- You must have your Document360 API token ready. To generate one, navigate to **Connections** > **Extensions** , locate the **Zapier** tile, and click **Connect** to copy the token.
---
## Set up the Zap
### Step 1 — Create a new Zap
1. Log in to your Zapier account.
2. From the left navigation menu, click **Create** then select **Zaps**.
3. A new Zap is created with a **Trigger** and **Action** flow.
### Step 2 — Connect Document360 as the trigger
:::(Info) ( NOTE)
Unlike most Zapier use cases for Document360, this Zap uses **Document360 as the trigger** and Gmail as the action — meaning a Document360 event (such as a new article being published) initiates the workflow.
:::
1. In the **Trigger** field, choose **Document360**.
2. On the Setup panel, select the desired event in the **Event** field.
3. Click the **Account** field — a Sign-in panel appears.
4. Enter your sign-in credentials and click **Allow**.
To generate the API token from Document360:
5. Navigate to **Connections** > **Extensions** in the left navigation bar of the Knowledge base portal.
6. On the **Zapier** extension tile, click **Connect**.
7. Click the **Copy** icon to copy the token.
8. Head back to the Zapier panel and paste the API token into the field.
9. Click **Yes, Continue to Document360**.
10. You can find the connected Document360 project on the **Connect Document360 account** page. To use a different account later, click **Change**.
11. Click **Continue**.
### Step 3 — Test the trigger
1. Click **Test trigger** to confirm the correct account is connected and the trigger setup is correct.
2. If no errors are found, click **Continue**. The Document360 trigger is now set up.
### Step 4 — Connect Gmail as the action
1. In the **Action** field, choose **Gmail**.
2. On the Setup panel, select the desired event in the **Event** field.
3. Click the **Account** field — a Sign-in panel appears.
4. Enter your Gmail credentials and click **Allow**.
5. Click **Continue**.
### Step 5 — Map the email fields
1. Map the required fields to configure the email that Gmail will send:
| Field | Description |
|---|---|
| **To** | Enter the recipient's email address. Multiple addresses can be added individually or as a comma-separated list. |
| **Cc** | Add email addresses to copy on this email. Multiple addresses can be added individually or as a comma-separated list. |
| **Bcc** | Enter email addresses to blind-copy. Multiple addresses can be added in the same way. |
| **Subject** | Enter the subject line for the email. |
| **From** | Choose an email address or alias linked to your Gmail account. |
| **From Name** | Enter the sender's name (must be associated with the connected email address). |
| **Body type** | Select the email format: **Plain Text** or **HTML**. |
| **Body** | Write the main content of the email. |
| **Add signature default** | Optionally include a default signature in the email. |
| **Label or mailbox** | Select a value for label or mailbox. |
| **Attachments** | Attach files by selecting an actual file or providing a public URL. |
:::(Info) ( NOTE)
Fields marked as required (*) must be filled in before the **Continue** button is enabled.
:::
2. Click **Continue**.
### Step 6 — Test and publish the Zap
1. In the test section, click **Test step**.
2. If successful, you will get the message *A Draft was sent to Gmail*.
3. Head back to the Zapier setup panel and click **Next**, then click **Publish**.
4. Review or edit the trigger and action settings as needed. You will see a success message: **Your Zap is on**. Click **Manage your Zap** to go to the Zap overview page.
---
## Zap overview
Once active, you can view and manage the Zap from the Zapier dashboard. The overview page shows the trigger, action, and run history for the Zap.
---
## Delete a Zap
1. Navigate to the Zapier dashboard. A list of all existing Zaps is displayed on the overview page.
2. Click the **Zap actions** () icon to the right of the Zap you want to remove and click **Delete**. The Zap is permanently deleted.
---
## Best practices
- **Include the article title and URL in the email body** by mapping Document360 trigger data fields to the Body field. This gives recipients direct context and a link to the new content without having to search for it.
- **Use the Cc or Bcc fields** for stakeholder distribution lists rather than entering individual addresses in the To field each time. This makes the Zap easier to maintain — you only need to update the distribution list, not the Zap itself.
- **Choose HTML as the Body type** if you want to send formatted emails with headings, links, and styling. Plain text works well for simple notifications, but HTML gives you more control over how the email looks to recipients.