Announcing Jotform Enterprise’s new Gmail Agent

Most workers spend around 2.6 hours per day on emails. And for good reason: Crafting thoughtful responses with correct information and looking back at old emails to ensure you’ve looped in the right people can take up most of your morning.

Companies opt to use AI to create efficient communications and workflows, but training an AI tool to answer emails can seem time-consuming and daunting, like more work than it’s worth.

Enter Jotform Enterprise’s Gmail Agent: AI drafts for your Gmail, automatically trained.

Craft thoughtful replies with a Gmail Agent

You can create a Gmail Agent from a new AI Agent or connect an AI Agent you’ve already made to your Gmail account.

The agent will learn from the last 100 emails in your inbox and analyze your previous replies before it begins drafting responses to new emails.

If you haven’t created an AI Agent yet, check out this guide on setting up your first AI Agent.

If you’ve already created and trained an AI Agent, all you have to do is connect it to your Gmail account from the AI Agent Builder. Your new Gmail Agent will retain the information from your AI Agent’s Knowledge Base and use it to inform the replies it drafts. This allows you to meet your customers where they’re at, without the extra work.

In addition to its Knowledge Base, your agent learns from old emails to generate drafts that accurately reflect your company’s brand guidelines and policies. Your drafts will look and feel like you wrote them, while saving you from manually answering repetitive questions.

A Gmail Agent is the happy medium between an auto-reply bot and sending manual emails. An agent can instantly generate relevant replies on your behalf. However, your Gmail Agent will never send drafts on its own — you’ll have to send the email yourself, allowing you to review every response personally (and edit it to your liking).

Agents improve organizational efficiency

Jotform Enterprise’s latest AI Agent ecosystem offering extends our agents’ functionalities to your inbox. When you create a Gmail Agent, it will train itself on your previous responses. You’ll no longer have to dig through your inbox for relevant information and conversations. Because your Gmail Agent is constantly learning, the more you use it, the better it will get.

Your agent will prevent you from getting bogged down by monotonous emails and allow you uninterrupted time on projects that move the needle for your organization.

Gmail Agents can learn from your AI Agent’s Knowledge Base and your previous emails, making them an excellent fit for teams that deal with repetitive customer questions. Your agent can ensure your coworkers and customers receive uniform responses with the latest information.

You can also use your Gmail Agent to automatically organize your inbox with smart labels. Your Gmail Agent can automatically categorize and prioritize new emails, saving you time on sifting through emails and picking out the important ones.

Secure, auto-drafted responses

Your Gmail Agent connects to Gmail with Open Authorization (OAuth). This authorization protocol means connecting your Gmail account to Jotform only takes a few clicks. Additionally, your Gmail Agent will always encrypt and keep your data fully under your control.

Google has verified Jotform’s Gmail Agent, and our AI Agents were designed with the following security and compliance standards in mind:

• CASA Tier 2 accreditation 
• SOC-2 Type 2 compliance
• GDPR
• HIPAA

Gmail Agents across industries

Healthcare

Patient support teams can auto-draft responses to common patient questions (like appointment confirmations, prescription refills, and test result timelines) in a HIPAA-friendly environment. Internally, administrators and care coordinators can quickly respond to questions about internal scheduling and documentation requests.

Education

Teachers, principals, and administration staff can respond quickly to routine parent and student inquiries with personalized, context-dependent drafts. Internally, administrators and teachers can automate repetitive emails, such as department updates, faculty meeting invites, and policy clarifications. All based on previous responses.

Nonprofits

Outreach and donor relations staff can quickly respond to questions from the public and send regular donor impact emails consistent with previous engagement campaigns, allowing staff to nurture relationships at scale.

Government

Public-facing departments can quickly answer emails about permits, public programs, and service complaints. Employees can train agents to follow department guidelines and learn from previous responses.

Businesses

Training multiple AI Agents with the same information enables customer service, marketing, and sales departments to provide customers with aligned answers. Customer service reps can troubleshoot common issues, and sales reps can automate follow-ups while maintaining brand tone and messaging.

How to add a Gmail Agent to your inbox

Want to try a Gmail Agent for yourself? If you’re an Enterprise admin, follow these steps to enable Gmail Agents for your users. Gmail Agents are disabled by default, and only admins can enable this feature.

Enable Gmail Agents in the Admin Console

1. In your My Workspace page, click your avatar icon to open a dropdown menu, then click Admin Console.

2. In the Admin Console sidebar, click Settings.

3. Scroll to AI Agent, and toggle on the Gmail Agent switch.

Add a Gmail Agent to your inbox

Now that you have enabled Gmail Agents in the Admin Console, you can add one to your inbox. Note that if you haven’t used AI Agents before, you will need to first create and train an agent. Check out our video on how to create an AI Agent for your organization to learn more.

1. In your My Workspace page, select the agent you want to add to your Gmail and click Edit Agent to open the AI Agent Builder.

2. In the Channels sidebar of the Build page, click Gmail.

3. Click Connect Your Gmail.

4. Select the account you want to add.

5. Click Continue to finish signing in.

Customize your Gmail Agent

1. After you authenticate your Gmail account, the Gmail Agent will learn from your last 100 emails to generate the most accurate responses. Then you’ll see a message indicating your Gmail Agent is ready.

2. In the Channels sidebar of the Build page, click Gmail again, then click the gear icon to open Gmail Agent Settings. Here, you have a couple of options to ensure brand consistency, like adding a custom greeting and using your existing Gmail signature.

3. By default, your agent is set to automatically label your emails. In the Label tab of Gmail Agent Settings, you can find the labels your Gmail Agent has automatically applied so you can stay organized without manual sorting. These labels will also appear in your Gmail account. You can modify them as needed and create your own labels too.

4. In the sidebar of the Publish page, click Gmail Agent, then click Send Test Email to ensure your agent works properly.

5. Disable your Gmail Agent at any time by clicking the three-dot icon and clicking Disable.

How will you use your Gmail Agent? Try it today to automatically draft accurate, timely responses.