How to Move a Specific Folder in Google Drive to an Archive Folder on a Scheduled Basis

1. Open the banner and click "View Details"
2. Click "Try this template" on the migrated page
3. Register for Yoom
※ If you have already completed registration, the login screen will be displayed, so please log in.

Step 2: Setting a trigger to activate on a specified schedule

1. Open the copied template.
　※ You can change it to any title from the red frame part in the image below.

2. Click on the Flowbot's "Schedule Trigger: When the specified schedule is reached".

3. Specify the execution time.
　Title: You can change it to any name. Entering the schedule for activation makes it easy to confirm.
　Schedule Setting: Change the content according to the schedule you want to activate.
　※ The default is set to 9 AM on the 1st of every month.
　※ You can choose the specification method from date specification, day of the week specification, or Cron setting. For details, please see this explanation. Using the Cron setting, you can also activate it once every two months or quarterly.

4. Click "Save".

Step 3: Setting an action to search for files and folders in a specific folder in Google Drive

1. Click on the Flowbot's "Integrate with App: Search for files and folders in a specific folder".

2. Select the linked account and action.
　Change the title if necessary and click "Next".

3. Set up the API connection.
　・Folder ID: Select or enter the ID of the parent folder where the folder before moving is stored.
　・File Name: Enter identifiable words for the name of the folder to be moved.
　　※ Please note that if multiple matching folders (or files) are found in a partial match search, only one piece of information will be retrieved.

4. If the test is successful, click "Save".
　※ The output item is named "File ID" even if the search result is a folder.

Step 4: Setting an action to change the storage folder in Google Drive

1. Click on the Flowbot's "Integrate with App: Change the storage folder of the file".

2. Select the linked account and action.
　Change the title if necessary and click "Next".

3. Set up the API connection.
　・Target File ID: Use the output of the file ID obtained in Step 3.
　・Current Folder ID: Select or enter the ID of the parent folder where the folder before moving is stored.
　・Destination Folder ID: Select or enter the ID of the parent folder where the folder will be moved.

　※ The image below is an example of referencing the file ID output. Click the input field to display candidates, and select in the order of "Output", the action name of Step 3, and "File ID".

4. If the test is successful, click "Save".

Finally, switch the trigger of the saved flow to "ON" to activate it.

This completes the flow of "Move a specific folder in Google Drive to an archive folder when the specified schedule is reached".

The Flowbot template used this time
Move a specific folder in Google Drive to an archive folder when the specified schedule is reached

Other Automation Examples Using Google Drive and Yoom Trigger Functions

In addition to the integrations introduced today, various automations can be achieved by utilizing the Google Drive API and Yoom trigger functions.

If you find anything interesting, please give it a try!

‍‍Automation Example Integrating Google Drive and Schedule Triggers

It is also possible to create, duplicate, or delete folders in Google Drive on a specified schedule.

Automation Example Using Google Drive

Notify Chat Tools When Files or Folders Are Created in Google Drive

Automatically send notifications to Slack, Discord, etc., when files or folders are created in Google Drive.

Create a folder when a record is added to the database

When a record is added to Google Sheets or Notion, a folder is automatically created in Google Drive.

Create a folder when a client or lead is added to the CRM.

When a client or lead is added to Salesforce or HubSpot, a folder is automatically created in Google Drive.

Automation Example Using Yoom Trigger Function

Add Submitted Form Content or File Content to Database

Use the form trigger to automatically add submitted content or file content to Google Sheets or similar databases.

Save files received by email to cloud storage

Use an email trigger to automatically save received attachments to cloud storage.

Manually Launch Flowbot from the Specified App

Use the Chrome extension to manually launch Flowbot from individual pages such as Salesforce or Notion.

Benefits of Integrating Yoom with Google Drive

By integrating Yoom with Google Drive, you can gain the following benefits in file management.

Improved Operational Efficiency

You can save employees' time and effort by eliminating the need to manually organize files.
For example, by automating regular archiving tasks, sales representatives can focus on creating materials and conducting business negotiations, allowing for more effective use of human resources.
Additionally, preventing human errors such as misplacing files or forgetting to move them can enhance the accuracy of data management.
This could reduce the disruption of work due to unnecessary correction tasks.

Consistent Data Management

Archiving according to a specified schedule standardizes the method of organizing and storing information.
This automated process should enable consistent data management.
For instance, even with outdated information, accessing necessary files becomes easier, potentially improving data searchability across the team or the entire company.

Conclusion

We introduced a method to automatically move specific folders to an archive folder according to a specified schedule by integrating Yoom with Google Drive.
This automation should allow for reduced time spent on file organization, prevention of human errors, and consistent data management!
Why not streamline file management and create an environment where you can focus on more important tasks?
Setting up with Yoom is easy, so give it a try!