Gmail

Connect your Gmail account to AI SmartTalk to handle email conversations with AI assistance. Incoming emails create conversation threads, and you can respond, create drafts, and automate email workflows with 11 powerful SmartFlow actions.

Gmail Integration

Overview

The Gmail channel enables you to:

Receive emails as conversation threads in AI SmartTalk
Auto-respond using your AI assistant
Create drafts for human review before sending
Automate email workflows with 11 SmartFlow actions
Search and manage your entire Gmail inbox programmatically

Key Features

Feature	Description
📥 AI Email Processing	Automatically analyze and respond to incoming emails
📝 Draft Mode	AI creates drafts for human review
📤 Direct Send	Auto-reply to simple queries
🔍 Email Search	Search Gmail with powerful query syntax
📂 Thread Management	Handle complete email conversations
✅ Read Status	Mark emails as read automatically
🔄 SmartFlow Integration	11 actions + Gmail AI Draft trigger

Prerequisites

Before you begin, ensure you have:

An active AI SmartTalk account
A Gmail or Google Workspace account
Permission to grant email access via OAuth

Step-by-Step Setup

Step 1: Access Gmail Channel

Log into your AI SmartTalk account
Navigate to Channels → Canals
Find Gmail and click Connect

Step 2: Authorize with Google

Google OAuth window opens
Select your Google account
Review the permissions requested:
- Read email messages
- Send email on your behalf
- Manage drafts
- Search and organize emails
Click Allow

Security Note: AI SmartTalk uses secure OAuth 2.0. We never see or store your Google password.

Step 3: Verify Connection

Once connected, you'll see:

✅ Integration Active - Your Gmail integration is working properly
Connected status with your email address

Gmail Connected

Step 4: Configure Email Settings

After authorization, configure how emails are handled:

Setting	Description
Auto-reply	AI responds automatically to incoming emails
Create draft only	AI creates drafts for human review
Labels/Folders	Which emails to process (Inbox, specific labels)
Response delay	Wait time before AI responds (optional)

What You Can Do

Connect your Gmail account to enable these powerful features:

✅ Send emails via Gmail - Send emails directly from SmartFlow
✅ Read and search emails - Access your inbox programmatically
✅ Use in SmartFlow workflows - 11 dedicated Gmail actions
✅ AI-powered email responses - Generate intelligent replies

How Gmail Channel Works

Email → Conversation

Incoming Email                    AI SmartTalk Chat
┌─────────────────┐              ┌─────────────────┐
│ From: customer  │    ────▶     │ ✉️ customer@...  │
│ Subject: Help   │              │ "I need help..." │
│ Body: I need... │              │                  │
└─────────────────┘              │ 🤖 AI Response   │
                                 └─────────────────┘

Thread Continuity

Email replies stay in the same conversation thread
AI has full context of the email chain
Thread history visible in Chat view

SmartFlow Integration

Gmail AI Draft Trigger

The Gmail AI Draft trigger activates when a new email arrives, allowing you to build custom AI-powered email workflows.

Gmail SmartFlow Workflow

Trigger: Gmail AI Draft
  Event: User sends an email to connected Gmail instance
  
Actions:
  1. AI Request (Analyze and generate response)
  2. Create Gmail Draft (For human review)

Available Gmail Actions

AI SmartTalk provides 11 Gmail actions in SmartFlow:

Action	Description	Use Case
📤 Send Gmail Email	Send email directly	Auto-reply to queries
📬 Read Gmail Emails	Fetch inbox emails	Process new messages
📧 Get Gmail Email	Get specific email	Retrieve full content
↩️ Reply to Gmail Email	Reply to thread	Continue conversations
🔍 Search Gmail Emails	Search with queries	Find specific emails
✅ Mark Gmail Email as Read	Update read status	Organize inbox
📝 Create Gmail Draft	Create draft for review	Human oversight
📋 List Gmail Drafts	List all drafts	Draft management
📨 Send Gmail Draft	Send existing draft	Approve & send
🗑️ Delete Gmail Draft	Remove draft	Cleanup
📂 Get Email Thread	Get full conversation	Full context

👉 See full documentation: Gmail SmartFlow Actions

Example: AI Email Assistant Workflow

Trigger: Gmail AI Draft
  Channel: Gmail
  
Actions:
  1. Get Email Thread:
       Thread ID: {{email.threadId}}
       
  2. AI Request:
       System: "You are a professional email assistant"
       Input: {{thread.messages}}
       Output: response, sentiment, urgency
       
  3. If Condition: urgency == "high"
       └── Yes: Send Gmail Email (immediate)
       └── No: Create Gmail Draft (for review)
       
  4. Slack Notification:
       Channel: #emails
       Message: "Email from {{email.from}} processed"

Example: Support Email Workflow

Trigger: Gmail AI Draft
Condition: Subject contains "support" OR "help"

Actions:
  1. AI Request:
       System: "Analyze this support email and draft a helpful response"
       Input: {{email.body}}
       Output: response, category, priority
  
  2. Create Gmail Draft:
       To: {{email.from}}
       Subject: Re: {{email.subject}}
       Body: {{ai_response}}
  
  3. Create JIRA Issue:
       Summary: "Support: {{email.subject}}"
       Priority: {{priority}}
  
  4. Mark Gmail Email as Read:
       Email ID: {{email.id}}

Use Cases

Customer Support

Handle inbound support emails:

AI analyzes the issue
Drafts appropriate response
Creates support ticket automatically
Team reviews and sends

Sales Inquiries

Respond to sales questions:

AI answers product questions from knowledge base
Creates personalized draft with pricing info
Sales team reviews before sending

FAQ Handling

Auto-respond to common questions:

AI recognizes frequent questions
Sends immediate response
Frees team for complex issues

Email Triage

Automatically categorize and route emails:

AI classifies email type (support, sales, spam)
Routes to appropriate team
Archives irrelevant emails

Out-of-Office

Smart away responses:

AI handles routine emails
Escalates urgent matters to backup
Provides relevant information even when away

Email Processing Modes

Auto-Reply Mode

AI responds directly to emails:

Pros	Cons
Instant responses	Less human oversight
24/7 availability	Risk of inappropriate replies
Reduced workload	Customers may prefer human contact

Best for: High-volume, routine inquiries

Draft Mode

AI creates drafts for review:

Pros	Cons
Human quality control	Slower response time
Learning opportunity	Requires manual sending
Safer for sensitive topics	More work for team

Best for: Complex topics, new implementations, sensitive communications

Hybrid Mode

Use SmartFlow to decide per-email:

If: Email is simple FAQ → Auto-reply (Send Gmail Email)
If: Email is sales inquiry → Create draft (Create Gmail Draft)
If: Email is complaint → Route to human immediately

Troubleshooting

Connection Issues

Issue	Solution
"Authorization failed"	Re-authorize through Google OAuth
"Access revoked"	Check Google Account → Security → Connected apps
"Token expired"	Click Reconnect in AI SmartTalk

Email Not Appearing

Issue	Solution
No conversations in Chat	Check email is in configured labels/folders
Delayed appearance	May take 1-2 minutes for sync
Only some emails	Verify filter settings aren't excluding them

Response Issues

Issue	Solution
AI not responding	Check Auto-reply is enabled
Wrong tone	Adjust AI personality settings
Missing information	Update knowledge base
Draft not created	Check SmartFlow configuration

Managing Gmail Channel

Action	How
Pause channel	Toggle Enabled → Off
Change settings	Edit configuration in channel settings
Switch accounts	Disconnect, then connect with different account
Disconnect	Channels → Gmail → Disconnect

Privacy & Security

What We Access

Access	Purpose
Read emails	Process incoming messages
Send emails	Respond on your behalf
Manage drafts	Create response drafts
Search emails	Find relevant messages

What We DON'T Do

❌ Store email content permanently
❌ Access emails outside configured filters
❌ Share email content with third parties
❌ Access other Google services (Calendar, Drive, etc.)

Revoking Access

To disconnect AI SmartTalk from Gmail:

In AI SmartTalk: Channels → Gmail → Disconnect
In Google: Account → Security → Third-party apps → Remove AI SmartTalk

Best Practices

Start with Draft Mode: Review AI responses before enabling auto-reply
Configure filters: Only process relevant emails (not newsletters, etc.)
Set expectations: Let customers know they may receive AI-assisted responses
Monitor quality: Regularly review AI responses for accuracy
Use thread context: Always fetch the full thread before responding
Train your AI: Update knowledge base with common email topics
Implement fallbacks: Use If Conditions for error handling

Comparison with Other Channels

Feature	Gmail	Messenger	WhatsApp
Async communication	✅ Expected	Possible	Possible
Formal tone	✅ Typical	❌ Casual	❌ Casual
Long-form content	✅ Supported	❌ Best short	❌ Best short
Attachments	✅ Full support	Limited	Limited
Threading	✅ Native	❌ Flat	❌ Flat
SmartFlow Actions	11 actions	3 actions	3 actions

Gmail SmartFlow Actions - All 11 Gmail actions
Channels Overview
SmartFlow Introduction
AI Request Action
AI Configuration

Overview​

Key Features​

Prerequisites​

Step-by-Step Setup​

Step 1: Access Gmail Channel​

Step 2: Authorize with Google​

Step 3: Verify Connection​

Step 4: Configure Email Settings​

What You Can Do​

How Gmail Channel Works​

Email → Conversation​

Thread Continuity​

SmartFlow Integration​

Gmail AI Draft Trigger​

Available Gmail Actions​

Example: AI Email Assistant Workflow​

Example: Support Email Workflow​

Use Cases​

Customer Support​

Sales Inquiries​

FAQ Handling​

Email Triage​

Out-of-Office​

Email Processing Modes​

Auto-Reply Mode​

Draft Mode​

Hybrid Mode​

Troubleshooting​

Connection Issues​

Email Not Appearing​

Response Issues​

Managing Gmail Channel​

Privacy & Security​

What We Access​

What We DON'T Do​

Revoking Access​

Best Practices​

Comparison with Other Channels​

Related Documentation​

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