Table of Contents:
- Problem Description
- Screenshots of Issues faced
- Architecture to solve the issue with Integromat
- Monday.com integrations and automations
- Result and Conclusions
As an organization who does its majority of work through sending emails continuously, we faced an issue when trying to keep track of emails between the employees and the clients when using Communi Hub in monday.com. Although Communi Hub is in beta phase, we were trying to implement it for keeping the track of emails exchanged between the employees and clients and expected complete details of the emails in the format(From , To, Cc , Bcc). We also expected them to be ordered in the way the communication takes place in gmail.com so that the employees don’t have the hassle of going to and forth . We tried different solutions like using automations but it did not contain the information about “CC” .
Screenshots of the Issues Faced
In case of Communi Hub we faced the same issue of with unordered emails
Hence we wanted to create a solution for our employees in order to deal with this issue.
Architecture to solve the issue with Integromat:
In Order to solve the ordering of emails and the complete details of recipients, cc and sender we created three scenarios in Integromat.
- 1 st Scenario(Creating a new element without any PULSE ID in board)
This scenario created a new element by using a webhook and sending the email directly to the board (email id)
A filter was created in the Gmail to forward all the emails which were new emails sent by clients and did not contain any pulse id or they weren’t from firstname.lastname@example.org.
This filter created a new element in the monday.com board whenever the employee received any email from the client.
*2nd Scenario( Creating an update in the item).
Here the employee writes a reply as an update in monday.com and our goal was to formulate this reply as an email by the employee and send it directly back to the client as a reply. In this way the emails and the replies were in sorted order and we could track the emails sent and recieved by employees.
a) The pink arrow check the trigger word for which we used to differentiate a normal reply and a mail reply . Here we used #mail as the filter word.
b)The pink arrow filter checks the id of the item is equal to the update id.
c)The purple arrows check whether the update contains attachment or not.
d) The green section uses a text parser for retrieving the data asset id by using regex expression from the update and later forwards it to yellow section.
e) The yellow section receives the data asset id and formulates the public url for multiple attachments.
f) finally the subject, from, to and cc are aggregated using an array aggregator and sent to the Gmail module for replying back to the client.
e) Pulse ID was inserted to the email at the end of the email signature so that once the client replies to this email , the update is directed to the pulse ID.
*3rd Scenario( Receiving the reply from the client with PULSEID in the parent email:)
When the clients reply to the email , it already contains the pulse id in the parent which is extracted from the email and is directed to the pulse id.
The result and Conclusion:
The incoming reply email by the email is automatically directed to the pulse id with the previous scenario.
In the end we were able to achieve sequential emails with all the information organized.