30+ ways to orchestrate your workflows with a shared inbox and Zapier integration

A shared inbox is an intuitive tool built to support multiple use cases, such as email management, team collaboration, customer service, demand generation, and more.

In these times when there is a Saas product for every use case, the shared inbox is a tool that has applicability across industries as well as departments.

To strengthen its relevance in all the contexts and use cases of different industries and teams, a shared inbox should have the ability to be integrated with applications across functions.

Integration with Zapier 

Shared inbox integration with Zapier will bring with it more than 5,000 applications and many use cases, making it the command center for your daily operations across teams. So when you want to perform an action, you can do so right from shared inbox without searching for the right application, switching tabs, or setting them up.

Let's look at some of the use cases on how to leverage integration with Zapier from the point of view of shared inbox tool from Zoho, Zoho TeamInbox.

Zapier integrations with shared inbox will allow you to do two things:

  • Trigger automation within  shared inbox to perform an action in another application.
  • Perform an action in shared inbox for a trigger set in another application.

Using both of these features, you can automate repeated operations and enhance your team’s productivity and employee experience.

So let's explore how you can trigger actions in shared inbox to automate work across multiple applications.

 Trigger: When this happens on shared inboxAction: Then do this on the applicationTeam/use caseApplications to integrate with shared inbox
1New mail arrives in a particular inbox; for example, support@company.comCreate a new card on a Kanban board that's pre-defined for that group ID; for example, support@Customer support; development team Trello, Asana, Teamwork, Zoho Projects
2New mail arrives in a particular inboxCreate a new ticket in the help deskCustomer as well as internal support teamsZoho Desk, Zendesk, Jira Service Management
3New mail arrives in a particular inbox; for example, bug-bounty@company.comCreate a new issue in the issue trackerDev team and bug bounty teamJira, Zoho Sprints
4New mail arrives in a particular inboxAdd a new task in the task management toolAll teams with project managementToDo, Notion, ClickUp
5New mail arrives from a particular organizational IDCreate a new ticket with predefined priority on the help desk toolCustomer support teamZoho Desk, Zendesk, Jira Service Management
6New mail arrives in a particular inbox; for example, resume@company.comCreate a new record in the recruitment systemHR, recruitmentBambooHR, Zoho Recruit 
7New mail arrives in a particular inbox.Create a new chat channel in the team chat with the mail subject  Teams that are required to do triageSlack, Zoho Connect, Microsoft Teams
8A member is assigned to a new incoming mail in a particular inbox.Member is added to the newly created chat channelCustomer as well as internal support teamsSlack, Zoho Connect, Microsoft Teams
9A member is assigned to a new incoming mail in a particular inboxMember is notified on team chatCustomer as well as internal support teamsSlack, Zoho Cliq
10A member is assigned to a new incoming mail in a particular inbox.Member is added to the Kanban board Customer as well as internal support teamsTrello, Asana, Teamwork, Zoho Projects
11New action on existing mail, such as a new comment, added note, reply
  • Assignee and/or followers are notified on chat.
  • Notification is sent to the predefined chat channel.
  • Ticket is updated on the help desk.
Teams

Slack, Zoho Connect, Microsoft Teams.

Zoho Desk, Zendesk, Jira Service Management.

12Other actions on existing mail such as archive, snooze, applied tag, follow All the aboveTeamsSame as above
13

Group member is mentioned in a mail. 

New group member follows the mail.

Add them to the existing chat channel on the team chat.

Notification is sent to their chat.

TeamsSlack, Zoho Connect, Microsoft Teams
14New mail is received with an attachmentSave all attachments in cloud folderHR, support, logistics, finance, etc.Dropbox, Box, Google Drive, Zoho Workdrive
15New mail is received with an attachmentAdd attachment to the Kanban card HR, support, logistics, finance, etc. 
16New mail is received with an attachmentAdd attachment to the ticketHR, support, logistics, finance, etc. 
17New contact is added to the shared inbox contact listAdd the contact as a new record in the database or sheetMarketing, salesDatabase (SQL, Zoho Creator, Airtable), Sheets, CRM
18New mail received in a particular group inboxTrigger a workflowTeamsZoho Orchestly
19New group member added to the group inboxAdd the group member to the chat channel Teams 

 

Now let's explore how triggers across different applications can automate certain actions inside shared inbox.

 Trigger: When this happens on an applicationAction: Then do this on shared inboxTeam/use caseApplications to integrate with shared inbox
1New subscriber is added to the email marketing toolNew contact is added in shared inboxEmail marketingMailchimp, Emma
2New record added in directory (Okta)Add new member to the organizationEmployee onboardingOkta, Sailpoint
3New record added in directory (Okta)

Trigger a welcome mail and onboarding workflow

Also, provisioning can be in sync with HRMS tool

Employee onboarding and provisioningOkta, Sailpoint
4Missed call outside office hoursSend a pre-defined mailSales, customer serviceRingCentral
5Payment gateway failed transaction on e-commerce platform

Send a pre-defined mail

Auto-assign a support agent 

Customer service teamPayPal, Stripe
6Record moved in the help desk (ticket closed)Archive mail threadCustomer as well as internal support teamsJira Service Management, Zoho Desk
7Record moved in the HR recruitment tool (candidate rejected)Archive mail threadHR, recruitmentZoho Recruit, BambooHR
8Depending on the source/channel (Twitter, Facebook Messenger, Instagram comment, etc.) of the inbound messageApply tag on the mail/message in shared inboxDigital/social media marketingSocial media (Twitter, Instagram, LinkedIn, Facebook, Reddit, etc.)
9New thread added in your community groupAuto-assign group member to respond (mail notification to the predefined group ID)Marketing, customer service/supportQuora, Reddit, Stack Overflow
10Team/group meeting scheduledSend monthly report to predefined mail IDs/stakeholdersTeamsZoom, Zoho Meeting
11New attendee registered for your eventNew contact is added in shared inbox Events/marketing teamEventbrite, Cvent
12New review/comment added under your product/service Auto-assign group member to respond (mail notification to the predefined group ID)Marketing, customer service/supportTrustpilot, Mention, Birdeye
13New issue or alarmAuto-assign group member to respond (mail notification to the predefined group ID)Customer support, dev teamsPagerduty, Jira, Site 24x7

 

These are only a few of the countless possibilities for a shared inbox and Zapier integration across various scenarios, teams, and industries. Having automation drive regular operations helps to manage the tools and processes more efficiently, so problem-solving and strategizing takes center stage.

While working with teams to identify the process workflow through these integrations, it's important to stay focused on the end goal and ensure that people and process needs continue to drive the technology requirements, rather than the other way around.

Related Topics

  • Sandeep Kotla

    Sandeep is an inbound marketer with Zoho Corporation. Previously, he handled analyst relations and corporate marketing for ManageEngine (a division of Zoho Corp) and its suite of IT management products. He currently spends most of his time re-imagining and writing about how work gets done in large organizations, reading numerous newsletters, and Marie Kondo-ing his inbox.

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