Set up an automatic workflow to send an email from Gmail when you receive a new response to a videoask. Use this flow to send a discount code or welcome email to a respondent, or let a team member know about a new lead.
Zapier lets you connect apps through a series of automated connections, called Zaps. You can set up a Zap to send an email from your Gmail account when you receive a response to your videoask.
Here’s what you’ll need to set up this automation:
- A VideoAsk account
- A Zapier account
- A Gmail account
Note: Free plans are available for the tools listed above.
1. From your VideoAsk account, select the videoask you want to connect to Zapier.
2. Click Connect to other apps.
3. Scroll down the list of integrations until you see Gmail by Zapier. Click Connect.
4. In the When this happens… column, use the down arrow to scroll through the options and select:
New Response (From a Respondent) Triggers when the transcription is ready after someone responds to a videoask.
5. In the automatically do this! column, use the down arrow to select:
Send Email Creates and sends a new email message.
6. Then click Connect VideoAsk + Gmail.
7. You’ll now be prompted to sign in to your Zapier account. If you’ve never used Zapier before, you can sign up for a free account.
Once you're logged into your account, it's time to fill in the details for your Zap.
8. Click the Trigger box.
9. The Choose app & event details should be prefilled with VideoAsk and New Response (From a Respondent) respectively.
10. Under Choose account, select the VideoAsk account you'd like to connect to Zapier, and hit Continue.
11. If you’re part of more than one VideoAsk Organization, select the one with the videoask you want to connect.
12. Choose the videoask you’d like to connect (you can also use the search bar instead of scrolling).
13. Click Continue.
14. Click Test trigger to make sure everything is working as expected.
If everything is set up correctly, you should see a success message that looks something like this:
15. Now it's time to connect your Gmail account to Zapier. Click Continue.
16. The Choose app & event details should be prefilled with VideoAsk and New Response (From a Respondent) respectively.
17. Choose the Gmail account you'd like to connect from the dropdown (you may be prompted to sign in to it at this point). Then, click Continue.
18. Now it's time to craft your email. First, add the recipients' email addresses. If sending to your videoask respondents, choose the Contact Email data option like in the image below. This will dynamically populate the field with each respondent's unique email address.
If you're sending to multiple email addresses, separate them with commas.
Go ahead and add one or more email addresses to the Cc and Bcc fields, if desired.
19. Fill in the remaining data, including:
From: Select an email address or alias from your Gmail account. Defaults to the primary email address.
From name: To tell the recipient who the email is from.
Reply to: Fill this box in if you'd like to specify a reply address other than your own.
Subject: This is the subject that your recipient will see when they receive the email.
Body type: Choose between plain text or HTML code.
Body: This is the actual text of your email. Type your email directly into the box if you chose the plain text option, or add your HTML code here.
Label/Mailbox: Add a label/mailbox from the dropdown options, if you like.
Attachments: If your videoask includes the file upload answer type, you might want to attach the file that respondents upload to their response. This, of course, will depend on your individual workflow. You can also add a public URL that will be downloaded and attached.
When you're happy with how things are looking, hit Continue.
20. Check the details in the summary, then click Test & review.
21. If everything works as expected and your email sends successfully, click Publish Zap to turn on your Zap.
💡 Tip: For organizational purposes, we recommend naming your Zap - you can do so in the top left corner. This will help you locate it quickly later if you want to make any changes.
That’s it! The automation is all set up. Now, every time someone responds to your videoask, an email will automatically be sent from your Gmail account. 🎉
Looking for more ways to use VideoAsk with Zapier? Check out our popular Zapier flows.