How to Automatically Send an Email with Gmail When a File is Uploaded to a Box Folder

The following screen will be displayed, so if you want to change the "Title" and "Description", please change them from the corresponding fields.
First, start with the Box settings and click "When a file is uploaded to the folder".

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Please check the following settings.

• "App Trigger Title" → Can be changed as desired
• "Account Information to Link with Box" → Check if it is the account you are using
• "Trigger Action" → When a file is uploaded to the folder
  

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The following screen will be displayed, so enter the "Folder Content ID".
※ To check the Content ID, access this folder in the web application and copy the ID from the URL. For example, if the URL is https://*.app.box.com/folder/123, the Content ID is 123.

Click "Test" → "Test Successful" → "Save".

With this, the setting to activate when a file is uploaded in the specified folder (including subfolders) is complete.

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Next, set up Gmail by clicking "Send Email".

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Let's make the following settings.

• "Title" → Can be changed as desired
• "Account Information to Link with Gmail" → Select the Google account that has been pre-linked with Yoom
  "Email Content" → Enter To and Subject

For the body, be sure to use the Box output as follows.
※{{File Name}}←This is the output. You can select it by clicking the red frame.

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The following screen will be displayed, so if there are no issues with the email content, click "Test" → "Test Successful" → "Save".

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Finally, turn the app trigger "ON" to complete the automation settings. Thank you for your hard work!

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Other Automation Examples Using Box and Gmail

In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Box and Gmail. All of them can be used with simple settings, so if you find something that interests you, please give it a try!

Other Automation Examples with Box and Gmail

You can move specific folders in Box to an archive every month and notify Gmail, or read and save attachments using OCR.
Additionally, it is possible to read received files with OCR, update the file name, and store them in Box.

Automation Example Using Gmail

Send Template Emails via Gmail to Registered Customers

By sending template emails via Gmail to registered customers, you can save the effort of manually sending emails and improve work efficiency.

Notify When an Email is Received in Gmail

When an email is received in Gmail, the content is extracted and summarized using AI, leading to quicker information comprehension.

Automation Example Integrated with Yoom Database

Automatically send emails via Gmail when a new record is created or updated in the Yoom database, or using information from the database.

Automation Example Using Box

Create and update a folder in Box at the beginning of every month

The flow will be triggered at the beginning of every month, which may eliminate manual work.

Save Uploaded Files

Since you can sync uploaded files, you might be able to save time on manual tasks.

Perform OCR and AI analysis on files, and distribute them to folders in Box based on the results

This reduces manual classification errors and omissions, improving the accuracy of file management in Box.

Benefits and Automation Examples of Integrating Box with Gmail

Benefit 1: Easy File Integration

By integrating Box with Gmail, file integration may become easier.
For example, since an email is sent after uploading a file to Box, it is less likely to miss the fact that a file has been uploaded to Box.
Being sent via email should make file management easier.

Benefit 2: Prevent Manual Errors

Integrating Box with Gmail is expected to reduce input errors, transcription errors, and missed notifications.
For instance, since an automatic notification is sent after uploading to Box, input errors in the file name during notification might be eliminated.
Additionally, since notifications are sent along with the upload operation, it may reduce the hassle of the sharing process.

Benefit 3: Reduce Switching Between Tools

By integrating Box with Gmail, you can check image files from Box via email, which should reduce access operations.
You can understand that data has been uploaded from the notification content in Gmail, potentially saving the trouble of accessing Box to confirm.
With reduced cumbersome tasks, it will be easier to focus on other work.

Conclusion

In this article, we explained the flow of "sending an email to Gmail when a file is uploaded to a Box folder."
Integrating Box with Gmail offers benefits such as easier file integration and preventing input errors.
This allows for smooth file sharing with teams and business partners.

At Yoom, we offer templates that can be automated without any need for code input.
In addition to Box and Gmail, you can integrate with many other apps, so please make use of them as well!

If you're interested, try our free plan and experience the efficiency of your work!