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Celonis Product Documentation

Gmail (Action Flow)

Important

Any references to third-party products or services do not constitute Celonis Product Documentation nor do they create any contractual obligations. This material is for informational purposes only and is subject to change without notice. Celonis does not warrant the availability, accuracy, reliability, completeness, or usefulness of any information regarding the subject of third-party services or systems.

With the Gmail modules in Execution Management System, you can watch, move, send, copy, delete emails, create draft emails, mark emails as read, unread, modify email labels, and iterate attachments.

To get started with the Gmail app, create an account at accounts.google.com.

Connecting Gmail to Execution Management System

To connect your Gmail account to Execution Management System as a Google Workspace user (formerly G Suite), follow the general instructions for Connecting to services.

If you are a @gmail.com or @googlemail.com user, you'll need to create an OAuth client on the Google Cloud Platform to obtain the Client ID and Client Secret.

Did You Know?

You can find more than 40 predefined Gmail sample templates at www.make.com/en/templatets.

Triggers
Watch Emails

Connection

Establish a connection to your Google account.

Folder

Select the email folder you want to watch.

Filter type

Select the Simple filter option to filter emails by selecting Criteria, or the Gmail filter option to filter emails by entering Query.

Query

Use Gmail search syntax. For example, to search for messages in the Social category that include an attachment, use category:social has:attachment. For more information, visit the Search operators you can use with the Gmail page.

If you want to search messages that include an icon of a specific color, please use the following for your search query (specifically what comes after the colon):

  • Yellow Star: l:^ss_sy

  • Blue Star: l:^ss_sb

  • Red Star: l:^ss_sr

  • Orange Star: l:^ss_so

  • Green Star: l:^ss_sg

  • Purple Star: l:^ss_sp

  • Red Bang: l:^ss_cr

  • Yellow Bang: l:^ss_cy

  • Blue Info: l:^ss_cb

  • Orange Guillment: l:^ss_co

  • Green Check: l:^ss_cg

  • Purple Question: l:^ss_cp

Mark email message(s) as read when fetched

Select whether or not you want to mark retrieved emails as read.

Maximum number of results

Set the maximum number of results that Execution Management System will work with during one cycle.

Actions
Send an Email

Connection

Connecting Gmail to Execution Management System

To

Enter the email address of the recipient(s) using the Add recipient button.

Subject

Enter the email subject.

Content

Enter the email content (message body). HTML tags are allowed.

Attachments

Add an attachment using the Add an attachment button. You can map a file from the previous modules. Set Content-ID (e.g., ii_jrc3r9mw1) if you want to attach inline images (embedded into content). You can put anything here, for example, "ii_jrc3r9mw1." This allows you to create an ID for the attachment, which you can then use in HTML like this: <img src="cid:ii_jrc3r9mw1"> More information about working with files.

Copy recipients

Add the copy recipient(s). (CC:)

Blind copy recipients

Add the blind copy recipient(s). (BCC:)

Create a Draft

Connection

Connecting Gmail to Execution Management System

Folder

Select the Gmail folder you want to create a draft.

To

Enter the email address of the recipient(s) using the Add recipient button.

Subject

Enter the email subject.

Content

Enter the email content (message body). HTML tags are allowed.

Attachments

Add an attachment using the Add an attachment button. You can map a file from the previous modules. More information about working with files.

Copy recipients

Add the copy recipient(s). (CC:)

Blind copy recipients

Add the blind copy recipient(s). (BCC:)

Mark an Email as Read

Connection

Connecting Gmail to Execution Management System

Folder

Select the Gmail folder that contains the email.

Email ID (UID)

Enter or map the Email ID.

Gmail_mark_an_email_as_read.png
Mark an Email as Unread

Connection

Connecting Gmail to Execution Management System

Folder

Select the Gmail folder that contains the email.

Email ID (UID)

Enter or map the Email ID of the email you want to mark as unread.

Move an Email

Connection

Connecting Gmail to Execution Management System

Folder

Select the Gmail source folder that contains the email you want to move.

Destination folder

Select the Gmail target folder you want to move the email to.

Email ID (UID)

Enter or map the Email ID of the email you want to move.

Copy an Email

Connection

Connecting Gmail to Execution Management System

Folder

Select the Gmail source folder that contains the email you want to copy.

Destination folder

Select the Gmail target folder you want to copy the email to.

Email ID (UID)

Enter or map the Email ID of the email you want to move.

Delete an Email

Connection

Connecting Gmail to Execution Management System

Gmail Message ID

Enter or map the Email ID of the email you want to delete.

Permanently

Permanently removes the message instead of moving it to the trash folder.

Modify Email Labels

Connection

Connecting Gmail to Execution Management System

Gmail Message ID

Enter or map the Email ID of the email you want to delete.

Labels to add

Select the label you want to add to the selected email message.

Labels to remove

Select the label you want to remove from the selected email message.

Label to add and Label to remove fields load only user-created labels.

Gmail_modify_email_labels.png
Iterators
Iterate Attachments

For more information on Iterators, see Iterator.

Source module

Select the module you want to iterate attachments from. You can further process attachments using Dropbox>Upload a file, for example.

Gmail_iterator.png
Tips & Tricks

To insert your default signature and company logo into Gmail's Send an email module:

1. First, you will need to use the Watch emails module to retrieve an email that contains your signature and logo. Then, copy the HTML content from the output bundle as shown below:

61d5b3f068596.png

2. Then, in the body field of the Send an email module, copy and paste the HTML content, or edit until you are left with a similar HTML code:

<div dir="ltr">
<div>
<div>
<div class="gmail_signature" dir="ltr" data-smartmail="gmail_signature">
<div dir="ltr">{{5.text}}</div>
<div dir="ltr">&nbsp;</div>
<div dir="ltr">Execution Management System.
<div>&nbsp;</div>
<div><img src="https://docs.google.com/uc?export=download&amp;id=1u7XHeheTZrg5T7f54lRlOX2COwtZYiwU&amp;revid=0B4M0OPcY34MDeko1L0pCYXNlc1RXN0szUFJMNjhMRmcyNXZrPQ" /></div>
</div>
</div>
</div>
</div>
</div>

3. After you have adjusted the code, proceed to map the text content in the body field from the relevant elements in the appropriate HTML field.

61d5b3f1b18be.png
Troubleshooting
Failed to verify connection 'My Google Restricted connection'. Status Code Error: 400

Your connection has expired and is no longer valid. You need to reauthorize the connection.

This error affects non-Google Workspace accounts. For more details please refer to the Google OAuth documentation.

Solution

Reauthorize your Google connection.

Note

Our tests have shown that it is currently possible to set your Publishing Status to In Production to avoid this weekly re-authentication.

In the Google Console click API & Services > OAuth consent screen. Under Publishing status, click Publish App and then Confirm.

1. Log in to Execution Management System.

2. Navigate to Connections.

Gmail_find_connections.png

3. Find your Google connection and click Reauthorize button.

Google_reauth_connection.png

To prevent the expiration of your Google connection, we suggest you to reauthorize the connection every week.