Manually extracting data from each incoming email and copying it into the correct columns on your monday.com board is a tedious and time-consuming process. This manual effort can lead to delays in responding to critical messages, potential data entry errors, and a fragmented workflow as team members switch between Gmail and monday.com. Important details might get missed or incorrectly logged, hindering your team’s ability to act swiftly and accurately.

Effectively managing inbound communication is crucial for any team. Whether you’re handling customer inquiries, sales leads, or project submissions, getting key information from emails into your monday.com board quickly can significantly boost productivity.

How Extract AI makes email data extraction seamless?

Imagine your team uses a shared Gmail inbox to receive various requests, such as support tickets, new client inquiries, or vendor applications. Each email contains vital information like the sender’s name, their contact email, and perhaps an attached file or specific details within the email body.

Instead of manual data entry, incoming emails trigger the creation of new items on your board. Extract AI intelligently scans new emails and automatically populates designated columns with specific details like the sender’s name, email address, attached files, and even the full email content. 

How different teams are using Extract AI to power their email workflows

Extract AI makes sure all critical information is immediately available and actionable within your monday.com workflow making it easier for teams to:

• Support Teams: Automatically log ticket details and attachments.
• Sales Teams: Instantly capture new lead information from inquiry emails.
• HR: Process vendor or application forms without manual data entry.

Step-by-step setup on how to automate data extraction from Gmail on monday.com using Extract AI:

Follow these steps to configure Extract AI for Gmail and automate your email data extraction:

1. Install the Extract AI app:
   • Ensure you have the “Extract AI” app installed in your monday.com account.

2. Add necessary columns to your board:
   • Navigate to the monday.com board where you want to receive and process emails.
   • Add the following column types to store the extracted data:
     • Text Column: For “Name” (sender’s name)
     • Email Column: For “Email Address” (sender’s email)
     • Files Column: For “Files” (any attachments)
     • Long Text Column: For “Email Content” (the body of the email)

3. Create the Extract AI block:
   • Click the “Add View” button on your board and select “Extract AI.” This will open the Extract AI board view.
   • Within the Extract AI view, click “Create new AI block.”

• Select Source: Choose “Gmail.” (Note: As of this recording, Extract AI’s direct Gmail integration is still being verified by Google. For now, we will use monday.com’s native Gmail integration to trigger the process.)

• Select Group: Choose the group where new email items will be created (e.g.,”To-Do”). Click “Next.”

• Map Columns: Select which data points you want to extract and map them to the corresponding columns you created earlier. For example:
  • “Name” to your “Name” Text column.
  • “Email Address” to your “Email Address” Email column.
  • “Files” to your “Files” Files column.
  • “Email Content” to your “Email Content” Long Text column.

• Click the “Create AI Block” button to save your configuration.
• The app will automatically create the necessary webhooks. Click “Done” to activate the AI block.

4. Set up monday.com’s native Gmail integration:
   • Go to the “Integrate” section of your monday.com board (often found at the top right).
   • Search for “Gmail” in the integrations center.
   • Select the recipe: “When an email is received, create an item in a group.”

• Connect your personal or business Gmail account using your credentials.
• Once connected, select the email address you want to monitor.
• Select the target group where you want new email items to be created (this should be the same group you selected in the Extract AI block, e.g., “To-Do”).
• Click “Add to board.”

5. Test the setup:
   • Send a test email to the Gmail account you connected in step 4.
   • Wait a few seconds for the email to arrive on your monday.com board as a new item in the specified group.
   • Observe as Extract AI automatically populates the designated columns (Name, Email Address, Files, Email Content) with data from your test email. This may take a minute to fully process.

Conclusion

With Extract AI and Gmail successfully integrated, your team no longer needs to manually transfer information from emails to monday.com. New emails arriving in your designated inbox will automatically create items on your board, complete with crucial data points extracted and populated in the correct columns. This allows your team to immediately focus on actioning requests, leads, or tasks, ensuring faster response times, greater accuracy, and a more efficient workflow from the moment an email hits your inbox.