How to integrate Google Drive with the scheduled start feature to move a specific folder in Google Drive to an archive folder at a specified schedule

Step 1: Connect My Apps with Google Drive

* Please connect with an account that has permission to move files and folders. If you use an account without permission, an error will occur, and the folder move will not be completed.

* If you have already connected the app, proceed to Step 2.

1. Select "My Apps" from the left menu and click "+ New Connection" on the right side of the screen.

2. Select Google Drive from the list of new connections in My Apps and connect the app.

Next, copy the template to My Project and create a Flowbot.
If you haven't copied it yet, please copy the Flowbot template from below.

1. Hover over the banner and click "View Details"
2. Click "Try This Template" on the page you navigated to
3. Register for Yoom
※ If you are already registered, the login screen will be displayed, so please log in.

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Step 2: Setting a Trigger to Activate on a Specified Schedule

1. Open the copied template.
　※ You can change the title to any desired title from the red-framed area in the image below.

2. Click on the Flowbot's "Schedule Trigger: When the Specified Schedule Arrives".

3. Specify the execution time.
　Title: You can change it to any name. Entering the schedule for activation will make it easier 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 on Google Drive

1. Click on the Flowbot's "Integrate with App: Search for Files and Folders in a Specific Folder".

2. Select the integration 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 saved.
　・File Name: Enter identifiable words for the name of the folder to be moved.
　　※ If multiple matching folders (or files) are found in a partial match search, only one piece of information will be retrieved, so please be careful.

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 Destination Folder on Google Drive

1. Click on the Flowbot's "Integrate with App: Change the Destination Folder of the File".

2. Select the integration 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 saved.
　・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 Arrives".

The Flowbot template used this time
Move a Specific Folder in Google Drive to an Archive Folder When the Specified Schedule Arrives

Other Automation Examples Using Google Drive

There are many other examples of automation using Google Drive in Yoom, so here are a few introductions.

1. A flow that notifies you in Google Chat when a file or folder is created in Google Drive. By integrating with chat tools, you can share the name and ID of files and folders, making access easier. It also helps prevent missing uploads.

2. This is a flow for adding information to a Google Spreadsheet when a file is stored in Google Drive. The information of the file and its storage location are automatically synchronized, reducing the effort of manual entry. You can check for any omissions or errors in uploads at a glance.

3. This is a flow to create a folder in Google Drive when a record is registered in kintone. By integrating with the database, you can automatically create individual folders in conjunction with the registration of information such as leads, customers, projects, and employees. Linking the folder name to each piece of information facilitates smooth management of individual documents.

Summary

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 allows for reduced time spent on file organization, prevention of human errors, and consistent data management. Streamline your file management to ensure smooth access to any information. The setup with Yoom is simple, so please consider implementing it.