7 powerful Zoho Mail integration ideas to automate your workflows

Zoho Mail is an exceptional email marketing tool with many features, but to manage all your incoming emails, respond to conversational emails instantly, add actionable emails as tasks, and more, you need to integrate it with other applications—and to do that, you need an integration platform like Zoho Flow. Here are a few examples of use cases that can make life easier for businesses and their employees.

Get notified instantly when you receive an email

Many of the emails that land in your inbox won't be crucial to your daily work. Even worse, important emails might get lost in the mix, which can quickly become a serious problem.

To avoid this, you can set up an integration between Zoho Mail and Zoho Cliq. With this integration, every time you receive a message from a specific email address, you'll be notified. If you're expecting emails from certain senders, you can build this integration and ensure that none of your important emails get lost. 

Send personalized emails for new leads

If you want to send personalized emails to a specific set of leads/customers based on their behavior, you can have that set up using a simple integration between Zoho Mail and event/ecommerce apps like Eventbrite or BigCommerce.

By integrating these apps with Zoho Mail, you can send automated personalized templated emails to people who've attended events, made purchases on your ecommerce site, and more.

Use AI to summarize emails and create drafts 

By integrating Zoho Mail with AI tools like ChatGPT, you'll be able to get summaries of long emails from your inbox. This will help you save on the time and hassle spent going through emails manually.

Similarly, you'll be able to create ready-to-send draft responses for incoming emails, which you will only have to take a quick look at before sending out, saving you ample time and effort.

Create tasks/projects based on issues

While some emails can be ignored, others require instant replies or actions, such as addressing bugs, issues, or task updates. Missing these actionable emails in your cluttered inbox can affect your work, but scrolling through each email every day can be time-consuming.

Zoho Flow helps you automatically find specific emails based on criteria or labels. This makes it easier to turn these incoming emails into tasks/issues in project management applications like GitHub, Zoho Projects, or Jira Cloud. So whenever you get an email that requires action, like addressing a task/fixing an issue, it can automatically be added to your project management app, making it easier for you to track and complete the action.

Create tickets based on email requests

If you're handling support, tickets are constantly flowing into your inbox, and it doesn't look good for your business if they go unattended.

Thankfully, a simple integration between Zoho Mail and helpdesk applications like Zoho Desk or Zendesk can solve this issue. With this integration, every time a support ticket hits your inbox, it'll be added as a ticket in your helpdesk application based on the matching criteria or label in your Zoho Mail inbox.

Save email attachments automatically

Let's say you receive an email with an attachment; you've taken a look at the file, closed it, and gone back to work. A week later, you need that attachment again, and now you have to go through a whole set of emails to find the right one—and if you don't remember the subject or the sender, it's going to be even more difficult.

Inboxes aren't the place to store your email attachments, but downloading an attachment, uploading it to a cloud file management app, and organizing each file manually isn't ideal either. By integrating Zoho Mail with cloud storage applications like Google Drive or Zoho WorkDrive, any attachment in your emails will automatically be uploaded to your cloud drive, making it easier for you to locate and access your attachments.

Schedule emails based on a timeline

When you want to send emails as reminders or as a part of a series of emails on a scheduled basis, you can do that with the help of Zoho Flow's built-in schedule trigger. It allows you to begin their workflows based on schedules at various frequencies.

For example, you can configure your workflows to trigger only five days a week, on a particular day, or bi-weekly—whatever best serves your needs. By setting up your schedule trigger in Zoho Flow and using Zoho Mail actions, you'll be able to send scheduled emails to your customers or leads automatically.

Parse incoming emails to streamline data

Manually parsing incoming emails, like bills, reports, and questions, to update data in different applications can be tiresome. Zoho Flow offers a smarter way to deal with these emails—it's called an email trigger.

If certain emails follow a consistent format, you can configure a template in Zoho Flow. Then, you simply set up auto-forwarding from Zoho Mail to your flow’s unique email address, so each time such an email is received, it'll automatically trigger the flow.
Zoho Flow will then parse the email content based on your template, extract the necessary details, and use them to automate your workflows.

Any incoming templated email sent to this email address will be parsed in Zoho Flow, and the parsed information can be used to kick-start your workflows. For example, if you receive a taxi receipt as an email, you can have the variables, like total fare, driver name, pick-up point, and more, entered in a spreadsheet.

While these are just a few different ways to build integrations with Zoho Mail using Zoho Flow, there are many other options to automate workflows with Zoho Mail integrations.

Sign up with Zoho Flow and start integrating today!