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

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How to Create a Box and Gmail Integration Flow

This time, we will introduce how to set up the following template: "Send an email to Gmail when a file is uploaded to a Box folder."

The setup is completed in the following two steps.

1. When a file is uploaded to the folder
2. Send an email

How to Connect Box and Gmail with Yoom

Let's start by registering a My App to integrate Box and Gmail with Yoom.

First, register a My App for Box.
Click "My Apps" → "New Connection" on the left side of the screen.
Find Box from the app list or search for it using "My App Search."

You will transition to the following screen, so click "Login" → "Allow Access to Box."

Next, register a My App for Gmail, and select Gmail in the same way as before.
You will transition to the following screen, so sign in.

Once the My App registration is complete, Box and Gmail will be displayed in your My Apps section, so please check if they are displayed!

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

To set up automation, click "Try it" on the banner below.

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

Please check the following settings.

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

The following screen will be displayed, so let's 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 to the specified folder (including subfolders) is complete.

Next, set up Gmail by clicking "Send Email".
Let's make the following settings.

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

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

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

Finally, turn the app trigger "ON" to complete the automation settings. Well done!

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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 via 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.

Example of Automation Using Gmail

Notify When an Email is Received in Gmail

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

Automation Example Integrated with Yoom Database

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

Send Template Emails via Gmail to Registered Customers

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

Automation Example Using Box

Save Uploaded Files

Since you can sync uploaded files, it might save you 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 and Gmail

Benefit 1: Easy File Integration

By integrating Box and Gmail, file integration may become easier.
For example, since an email is sent after uploading a file to Box, it's 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 and Gmail is expected to reduce input errors, transcription mistakes, and missed notifications.
For instance, since an automatic notification is sent after uploading to Box, there might be no input errors in the file name during notification.
Additionally, since notifications are sent along with the upload operation, it may reduce the hassle of the sharing process.

Benefit 3: Reduce Tool Switching

By integrating Box and Gmail, you can check Box image files via email, which should reduce access operations.
Since you can understand that data has been uploaded from the Gmail notification content, it may eliminate the need to access Box just to confirm.
With reduced cumbersome tasks, it should become easier to focus on other work.

Conclusion

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

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

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