See existing follow-ups when a contact emails
When a contact writes, check Capsule CRM tasks for relevant follow-up already in progress before deciding what to do next.
Trigger
New Gmail Message Received Trigger
Triggers when a new message is received in Gmail.
Action
List Tasks
Tool to list tasks on the capsule account. use when you need to retrieve tasks with filters or embedded related data.
Why this helps
You may start a duplicate follow-up or miss a commitment because task context lives outside the inbox.
- See CRM tasks connected to an incoming contact.
- Avoid overlooking follow-ups already underway.
- Reduce duplicate effort when responding.
Setup
Build it in a few focused steps.
- 1Connect Gmail and Capsule CRM once in the Notis portal.
- 2Create an automation in Automations, New Automation, and give it a name.
- 3Tell Notis to identify the sender, retrieve relevant Capsule CRM tasks, and report any matching follow-up context for review.
- 4Pick the New Gmail Message Received trigger and choose where run reports should go.
- 5Test with one real email from a contact who has a Capsule CRM task.
Questions about this workflow
Can this create new follow-up tasks?
No. The List Tasks action retrieves tasks. It does not create or update tasks.
What if the task results are not clearly tied to the sender?
Ask Notis to show uncertain task matches as possibilities and avoid presenting them as confirmed.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Gmail to Capsule crm. A trigger fires from one place; an action lands in another.
Gmail triggers
Capsule crm actions
Recurring trigger
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Create Capsule CRM Party
Tool to create a party in capsule crm. use when you have collected a person's or organisation's details and need to add a new record.
Webhook trigger
Notis starts this workflow when an external tool or custom backend sends an HTTP request.
Delete Party
Tool to fully delete a specific party (person or organisation) from capsule crm. use when you need to completely remove a party after confirming no active references remain.
Email Sent
Triggers when a Gmail message is sent by the authenticated user. It polls the 'SENT' label and emits metadata including sender, recipients, subject, timestamp, and thread ID.
List Deleted Opportunities
Tool to list opportunities deleted or restricted since a given date. use when you need to identify recently deleted or restricted opportunities.
New Gmail Message Received Trigger
Triggers when a new message is received in Gmail.
List deleted parties
Tool to retrieve parties deleted since a given date. use when you need to sync deletions.
List Entries By Date
Tool to list notes, emails, and completed party tasks in descending order by entry date. use when you need the most recent entries first after authenticating.
List Organisation Employees
Tool to list employees linked to a specific organisation (party). use when you need to retrieve all employees under a given organisation.
List Parties
Tool to list all parties (contacts) on the account. use when you need to fetch contacts with optional filters or embed additional related data.
List Projects
Tool to list projects (cases) from capsule crm. use when you need a paginated or filtered view of projects.
Connect any two apps with Notis in the middle.
Gmail and Capsule crm, or any other combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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