Integrating Gmail with Jugl helps you automatically bring emails into your work system and send updates out, without having to copy information manually. If you want to create structured work from incoming emails or send an automatic email when a status changes in Jugl, this integration helps bridge your inbox with your workflow.
Table of Contents
Why Use Gmail Integration
How to Connect Your Gmail Account
How to Create Work from Incoming Emails
How to Send Emails When Work Is Updated
Departmental Use Cases Enabled by Gmail Integration
Tips to Organize and Maintain Gmail Workflows
Final Note
Why Use Gmail Integration
Gmail integration helps by:
Automatically turning incoming emails into structured work
Routing work to the correct board or owner
Attaching files and metadata for future reference
Sending automated emails based on work status
It saves manual effort and brings visibility across your team boards.
You can build multiple workflows depending on your needs. Here are just a few examples:
Direction | Trigger | Outcome |
Gmail to Jugl | Email received with subject "Invoice" | New work added to Finance board |
Gmail to Jugl | Email with resume attached | Candidate entry created with file linked |
Jugl to Gmail | Work marked "Ready for review" | Notification email sent to reviewer |
Jugl to Gmail | Status changed to "Delivered" | Customer email sent with status message |
This integration helps teams respond quickly and ensures nothing important slips through.
How to Connect Your Gmail Account
Before setting up any automation, you need to connect your Gmail and Jugl accounts to the platform.
📌 Image A: Connection settings screen for Gmail and Jugl
Steps:
Go to the Connections section in Jugl
Select Gmail from the app list
Click Sign in with Google
Choose your Gmail account and accept the permission request
Repeat the same for Jugl if not connected already
Once both connections are active, you’ll see them listed under connected accounts. You can reuse these connections across multiple recipes. If the token expires, reconnect from this screen.
Tip: For better automation across teams, connect shared inboxes like support@, hr@, or info@.
How to Create Work from Incoming Emails
One of the most common workflows is transforming incoming emails into work on a Jugl board.
📌 Image B: Gmail to Jugl recipe overview
Step 1: Choose the Trigger
Start your recipe with the trigger New email in Gmail.
📌 Image C: Gmail trigger options and filters
Here are some trigger settings you can adjust:
Start date: Select from when you want the recipe to start monitoring emails
Label: Filter emails with specific labels like "Invoices" or "Applicants"
Spam and Trash: Decide whether to include or exclude emails from these folders
The system checks Gmail every five minutes for new emails. If a message matches your filters, the recipe starts.
Step 2: Configure Work Creation
Once the trigger is active, define how the email details map to Jugl.
You can extract:
Email Subject → Work Title
Body Content → Description
Sender Address → Custom Field (e.g., Email From)
Attachments → File section in the work
These mappings allow the email data to be structured, assigned, and tracked within a Jugl board.
Note: Gmail supports attachments up to 25MB. Larger files won’t be imported, but the work can still be created.
How to Send Emails When Work Is Updated
This integration also works the other way: when something changes in Jugl, it can send an email via Gmail.
📌 Image D: Recipe from Jugl to Gmail to send an email on status change
Step 1: Use a Jugl Trigger
Pick a trigger like:
Work created
Work updated
Status changed
Label added
Assigned to user
You can apply filters to narrow it down, for example, trigger only when status becomes “Ready for Review.”
Step 2: Add Gmail Action
Once triggered, use the Send email via Gmail action.
📌 Image E: Gmail action setup with fields like subject and message
Configure the following fields:
To: Fixed email address or pulled from a work field (e.g., Owner Email)
Subject: Use static text or dynamic values like work status or title
Message: Create a structured message with work variables included
You can send plain text or HTML messages, and even include clickable links to the board or attached documents.
Example:
Subject: Marketing Review Ready
Message: Hi, the brief titled "Launch Plan" is now ready for review. Please view the entry on the Marketing board.
Departmental Use Cases Enabled by Gmail Integration
The Gmail integration is flexible and can serve a wide range of use cases across departments.
Table 1: Creating Work from Gmail
Department | Use Case |
HR | Create onboarding work when a resume is received by email |
Finance | When an invoice email arrives, create approval and payment work |
Support | Emails to support@ are converted into structured support work |
Sales | New inquiry emails create follow-up entries on the sales board |
Table 2: Sending Email from Jugl
Trigger in Jugl | Email Recipient | Message Sent |
Work marked “Ready” | Internal reviewer | Review update |
Status = Delivered | Client | Delivery confirmation |
Assigned = New user | User email | Work assigned alert |
Comments updated | Stakeholder | Notification summary |
These examples show how two-way sync keeps everyone aligned from internal teams to external collaborators.
Tips to Organize and Maintain Gmail Workflows
Here are a few best practices to help your integration stay efficient and accurate:
Use Gmail Labels
Labels act as filters for incoming messages. You can label messages “HR,” “Client,” or “Priority” and use those to trigger specific recipes.
Separate Recipes for Clarity
Instead of building complex flows in one recipe, split them:
One recipe for incoming email → Work
One for Jugl updates → Outgoing emails
This makes troubleshooting easier and avoids conflicts.
Use Shared Mailboxes
Connect shared accounts where possible. This avoids missing updates if a team member is unavailable.
Test First, Then Deploy
Run a few sample emails through your recipe. Check if:
Work is created with the right title
Attachments are linking properly
Email messages are formatted as expected
Clean Up Old Connections
If a recipe isn’t in use, disable it. Recheck connections every few weeks, especially after password changes or security updates.
Final Note
Jugl’s Gmail integration helps close the gap between email and work. Instead of letting requests sit in inboxes or relying on manual copy-paste, you can automate how emails become structured entries and how updates get shared with the right people.
You can begin with basic automations like email-to-work conversion or review notifications, then expand your setup with labels, filters, and multiple boards. The result is a more consistent way of handling communication and keeping everyone informed.
Let your inbox work for you, not the other way around.