Document360 + Gmail
  • 24 Nov 2021
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Document360 + Gmail

  • Oscuro
    Ligero
  • PDF

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Many organizations around the world use Gmail for mail communication. You would receive emails for various updates through Gmail. Google as a platform offers a more integrated environment, where applications such as Google Docs, Google Drive, Google Sheets, etc., play a major role. Thus, most organizations prefer to use Gmail for all email 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 contribution. Gmail makes for a good communication platform. 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 from either of the platforms.


Workaround

As a workaround, you can use 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.

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  • Click on the Try this template button

Connecting Document360 and Gmail in Zapier

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  • Add a name to your zap at the top left

Step 1 - Connect Document360

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  1. Click on the New Article in Document360 button to expand the section
  2. Click on the Sign in to Document360 button
  3. A new pop-up window would open with an API token field to connect with the knowledge base project
  4. You can obtain the API token from the Document360 portal
API token generation - Document360

Obtain the Zapier token (API key) generated from the Document360 portal (SettingsExtensionsTeam collaboration), click on the Generate icon → Yes (Create extension token prompt), and copy the token by clicking on the Copy button
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5_Screenshot_API token generation_Copy Paste.png

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

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

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  • Click on the Document360 account field to expand the section and select your desired account. Click on Continue
  • If you wish to configure a different account later, click on the Connect a new account button

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Step 2 - Test Trigger

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

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  • If no error is found, click on Continue
  • Document360 account linking and trigger is successful

Step 3 - Connect Gmail

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  • Choose the Send Email option in the Action Event field
  • Click on Continue

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  • Click on Sign in to Gmail and key in your credentials on the new access window
Connecting Gmail account

If your account is already linked, you can directly select your account.
Click on the Document360 account field to expand the section and select your desired account. Click on Continue

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If you wish to configure a different account later, click on the Connect a new account button

Step 4 - Set up action

  • Choose/Enter the required information in the available fields
Required field

It is mandatory to fill the fields denoted with (required)

  • Click on Continue

Step 5 - Test action

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a. Skip Test: To skip the test
b. Test & Continue: To test the action and move to the next step without considering the test result

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c. Test & Review: To test and review the action. If the test was successful, you would get a message Test was successful!.

An example of successful action

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  1. Title of the article
  2. Lable/Mailbox
  3. From Name
  4. From
  5. Content of the article

You can change the content of the fields as per requirements.

  • Click on Turn on Zap. Your zap will be turned on

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  • Click on Zap details icon 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 created Zap on the Zap overview page

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Zap runs

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Whenever a new article is created in Document360, zaps runs automatically to send 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.


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