Gmail - Ziflow Integration and Automation

Common Integration Use Cases Between Gmail and Ziflow

• Proof approval notifications delivered through Gmail
  When a creative proof is ready in Ziflow, an automated email is sent to reviewers in Gmail with a direct link to the proof, due date, and approval instructions. This reduces delays by ensuring stakeholders receive actionable review requests in their primary inbox and can respond quickly without logging into multiple systems.
• Approval status updates from Ziflow to project teams via Gmail
  As proofs move through review stages in Ziflow, status changes such as approved, changes requested, or overdue can be emailed to project managers, account teams, and creative leads through Gmail. This keeps cross-functional teams aligned and reduces manual follow-up on review progress.
• Creative asset delivery and review requests from Gmail to Ziflow
  Marketing or brand teams can send an email to a dedicated Gmail address that triggers the creation of a new Ziflow proof request. The email can include the asset attachment, campaign name, reviewer list, and deadline, allowing teams to initiate proofing directly from their inbox without switching applications.
• Client feedback captured from Gmail and routed into Ziflow
  If clients reply to proof request emails in Gmail with comments or revision notes, those responses can be forwarded into Ziflow as review feedback or stored against the proof record. This centralizes client input, improves traceability, and helps creative teams manage all feedback in one approval workspace.
• Escalation emails for overdue approvals
  Ziflow can send reminder and escalation emails through Gmail when approvals are pending beyond agreed service levels. For example, if a legal or brand approver has not responded within 48 hours, Gmail notifications can be sent to the approver, their manager, and the project owner to prevent launch delays.
• Proof completion notifications for downstream business processes
  Once a proof is approved in Ziflow, Gmail can notify downstream teams such as production, web publishing, print vendors, or campaign operations. This enables the next workflow step to begin immediately, such as final file release, campaign scheduling, or asset distribution.
• Audit and compliance communication for regulated content reviews
  For industries with strict review requirements, Ziflow approval events can trigger Gmail messages that document who approved what and when. These emails can be archived for audit purposes and shared with compliance, legal, or governance teams to support traceability and reduce approval risk.