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When manually sending files via Gmail, there's a possibility of sending the wrong file by mistake.
Worrying about making mistakes can make it difficult to work with peace of mind...
If the task of sending Box file data to Gmail could be automated, how much would it reduce the daily workload?
Don't you think that by automating the file sending process, you can work more efficiently and accurately?
By implementing Yoom, you can automate the task of sending file data!
No programming knowledge is required, so anyone can easily set it up.
This article introduces a template for "sending an email via Gmail when a file is uploaded to a Box folder."
This article introduces how to integrate using the no-code tool "Yoom."
No complicated settings or operations are required, and even non-engineers can easily achieve it.
You can start right away with the template below, so please give it a try!
■Overview
This is a flow that sends an email to Gmail when a file is uploaded to a Box folder.
■Recommended for
1. Those who want to easily share tasks and information
・Sales department personnel responsible for numerical target management
・Personnel in charge of the headquarters of companies with many branches
・Professionals such as social insurance labor consultants and tax accountants with advisory contracts
2. Those who use Gmail as their main communication tool
・Department heads using it for internal communication
・Sales assistants responsible for interactions with client companies
3. Those who want to reduce manual input and automate processes
・Owners of small and medium-sized enterprises aiming for business automation
・Administrative staff who want to improve data accuracy
■Benefits of using this template
・By sending an email to Gmail when a file is uploaded to a Box folder, you can quickly integrate files.
・Automating file upload notifications can improve work efficiency.
■Notes
・Please integrate Gmail and Box with Yoom respectively.
[About Yoom]
This time, we will introduce how to set up the following template: "When a file is uploaded to a Box folder, send an email via Gmail."
The setup is completed in the following two steps.
Let's start by registering your Box and Gmail as My Apps in Yoom.
First, register Box as a My App.
Click "My Apps" → "+ Add" 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 Gmail as a My App, 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!
To set up automation, click "Try it" on the banner below.
■Overview
This is a flow that sends an email to Gmail when a file is uploaded to a Box folder.
■Recommended for
1. Those who want to easily share tasks and information
・Sales department personnel responsible for numerical target management
・Personnel in charge of the headquarters of companies with many branches
・Professionals such as social insurance labor consultants and tax accountants with advisory contracts
2. Those who use Gmail as their main communication tool
・Department heads using it for internal communication
・Sales assistants responsible for interactions with client companies
3. Those who want to reduce manual input and automate processes
・Owners of small and medium-sized enterprises aiming for business automation
・Administrative staff who want to improve data accuracy
■Benefits of using this template
・By sending an email to Gmail when a file is uploaded to a Box folder, you can quickly integrate files.
・Automating file upload notifications can improve work efficiency.
■Notes
・Please integrate Gmail and Box with Yoom respectively.
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".
Please check the following settings.
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.
Next, set up Gmail by clicking "Send Email".
Let's make the following settings.
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.
The following screen will be displayed, so if there are no issues with the email content, click "Test" → "Test Successful" → "Save".
Finally, turn the app trigger "ON" to complete the automation settings. Thank you for your hard work!
■Overview
This is a flow that sends an email to Gmail when a file is uploaded to a Box folder.
■Recommended for
1. Those who want to easily share tasks and information
・Sales department personnel responsible for numerical target management
・Personnel in charge of the headquarters of companies with many branches
・Professionals such as social insurance labor consultants and tax accountants with advisory contracts
2. Those who use Gmail as their main communication tool
・Department heads using it for internal communication
・Sales assistants responsible for interactions with client companies
3. Those who want to reduce manual input and automate processes
・Owners of small and medium-sized enterprises aiming for business automation
・Administrative staff who want to improve data accuracy
■Benefits of using this template
・By sending an email to Gmail when a file is uploaded to a Box folder, you can quickly integrate files.
・Automating file upload notifications can improve work efficiency.
■Notes
・Please integrate Gmail and Box with Yoom respectively.
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!
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.
■Overview
This flow moves specific folders from Box to an archive every month and sends a notification via Gmail.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
■Benefits of using this template
When managing files for multiple projects in Box, having files from completed projects can cause confusion during file searches.
Additionally, if there are many folders, it can take time to find the desired files, reducing work efficiency.
With this flow, you can move specific folders in Box to an archive folder every month and notify the moved folder information via Gmail.
The folders specified in Box and the archive destination folders can be organized in a Google Spreadsheet, improving the accuracy of routine tasks.
After archiving the folders, notifications are sent to Gmail, allowing seamless sharing with team members.
■Overview
This is a flow that reads Gmail attachments using OCR and automatically saves them to Box.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
If you manage Gmail attachments by organizing them into folders in Box, manual checking and sorting can be a hassle.
Additionally, you need to check each attachment individually, which can be time-consuming if you receive a lot of emails daily via Gmail.
With this flow, you can read Gmail attachments using OCR and save them to specified folders in Box based on the content of the files.
Since attachments received in Gmail can be automatically sorted and saved to Box, you can efficiently manage your files.
The Gmail settings allow you to specify emails containing certain keywords, enabling customization to meet your business needs.
■Overview
This is a flow that reads document data posted on Gmail using OCR, updates the file name, and stores it in Box.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
1. Those who frequently exchange files via Gmail
・Those who manage received files with Box
2. Those who use Box
・Those who find renaming files or moving files to be cumbersome
■Benefits of using this template
If you are manually moving and managing files sent via Gmail to Box, you might find the repetitive tasks cumbersome.
Additionally, if the file naming convention is not standardized, it may cause confusion when searching for files.
When an email with an attached file is received in Gmail, the flow is triggered, allowing for standardized file naming conventions and improving the efficiency of file search and management.
■Notes
・Please connect Gmail and Box with Yoom.
・Please note that OCR data may not be readable if it exceeds 6,500 characters or if the text is too small.
・Branching is a feature available with the Mini Plan or higher. Operations set in the flow bot will result in an error with the Free Plan.
・AI operations are only available with the Team Plan and Success Plan. Operations set in the flow bot will result in an error with the Free Plan and Mini Plan, so please be careful.
・Paid plans such as the Mini Plan, Team Plan, and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
By sending template emails via Gmail to registered customers, you can save the effort of manually sending emails and improve work efficiency.
◼️Overview
Integrate Salesforce with Gmail and use Yoom's Chrome extension to launch Yoom's Flowbot with one click from the Salesforce lead information page, automatically sending template emails via Gmail.
Feel free to modify the content of the template emails as needed.
You can also send attachments such as service documents.
◼️Notes
・Please integrate your Gmail and Salesforce accounts with Yoom for use.
・Please install and use Yoom's Chrome extension.
・Salesforce is an app available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in Flowbot will result in errors, so please be aware.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are normally restricted.
■Overview
This is a flow to send a template email via Gmail with one click from kintone.
By using a trigger with a Chrome extension, you can directly activate the trigger from kintone.
■Recommended for
1. Companies managing corporate information and project progress with kintone
・Sales assistants registering client company information
・Companies managing information by assigning numbers to each sales project
2. Those using Gmail as the main communication tool
・Sales representatives using it for communication with related companies
・Customer service department staff using it to send thank-you emails after meetings
■Benefits of using this template
By centrally managing information with kintone, you can share it with the entire team, facilitating smooth project progress.
However, manually entering information registered in kintone every time you send a thank-you email is cumbersome and can hinder productivity.
By using this flow, you can eliminate the hassle of manually sending thank-you emails after each meeting.
Since you can complete sending emails with one click from the kintone detail page, you can allocate the time spent on routine tasks to other work.
■Notes
・Please integrate both kintone and Gmail with Yoom.
■Overview
This is a flow for sending template emails via Gmail to leads registered in HubSpot contacts.
By using Yoom, you can easily integrate apps without the need for programming.
By using a trigger with a Chrome extension, you can directly activate the trigger from HubSpot.
■Recommended for
1. Those who manage leads with HubSpot
・Those who use HubSpot to manage new leads but feel the burden of tracking and follow-up
・Those who want to send template emails quickly to leads and facilitate smooth communication
2. Those who use Gmail regularly
・Those who want to improve work efficiency through the automatic sending of template emails
■Benefits of using this template
By sending template emails via Gmail to leads registered in HubSpot contacts, you can provide timely follow-up to leads.
Utilizing this flow eliminates the manual effort of sending emails, thereby improving work efficiency.
Additionally, using template emails ensures consistency in email content, giving a professional impression.
This allows for effective lead nurturing, ultimately leading to increased sales.
■Notes
・Please integrate both HubSpot and Gmail with Yoom.
・For instructions on setting up triggers using the Chrome extension, please refer to here.
When an email is received in Gmail, the content is extracted and summarized using AI, leading to quicker information comprehension.
■Overview
This flow notifies Google Chat by receiving an email in Gmail, extracting and summarizing the content using AI.
By utilizing AI for data extraction, complex regular expression settings are no longer necessary, and the flow bot itself can be shortened.
■Notes
・Please integrate Google Chat with Yoom.
・Refer to the following for how to forward emails from Gmail and activate the email trigger.
https://intercom.help/yoom/ja/articles/7266653
・AI operations are features (operations) available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations of the configured flow bot will result in an error, so please be careful.
・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).
・Integration with Google Chat is only possible with Google Workspace. For details, please refer to here.
■Overview
This is a flow where, upon receiving an email in Gmail, the content is extracted and summarized using AI, and then notified to LINE WORKS.
By utilizing AI for data extraction, the need for complex regular expression settings is eliminated, allowing for a more streamlined flow bot.
■Notes
・Please refer to the following link for instructions on how to forward emails from Gmail and activate the email trigger.
■Overview
The "Summarize Gmail Emails and Notify on Discord" workflow contributes to faster information sharing.
By summarizing the email content before notifying, it enhances the readability of the information.
■Recommended for
■Benefits of Using This Template
By integrating Gmail and Discord, you can quickly summarize and notify email content.
This allows you to respond swiftly without missing important emails.
By taking prompt action based on email summaries, you can seize business opportunities and improve work efficiency.
Moreover, information sharing among members becomes smoother, strengthening team collaboration.
Additionally, by customizing notification settings, you can easily build a flow that suits individual needs, contributing to operational efficiency.
Automatically send emails via Gmail when a new record is created or updated in the Yoom database, or using information from the database.
◼️Overview
Automatically send emails via Gmail using information from the Yoom database.
You can freely customize the recipient's address, sender's name, body, and subject.
◼️Setup Instructions
1. Connect Gmail with Yoom. (My App Integration)
2. Set up any database or table with the trigger "Select the target record from the database."
3. In Gmail's "Send Email" operation, configure the email information such as recipient, subject, and email body based on the information retrieved from the Yoom database.
4. Specify the desired record using a checkbox or similar from the relevant database and activate the flow bot.
5. An email will be sent via Gmail based on the specified information.
◼️Notes
・Integration settings with a Gmail account are required.
・Please replace the email content with any desired values.
■Overview
Automatically send an email using Gmail when a new record is created in the Yoom database.
You can freely customize the recipient address, sender name, subject, and body of the email.
■Setup Instructions
・Connect each of the Yoom database and Gmail apps with Yoom. (My App Integration)
・Set the target Yoom database with the trigger "When a record is newly created".
・In Gmail's "Send Email" operation, set the recipient's email address, email subject, body, etc., based on the information obtained from the Yoom database.
・When a new record is created in the Yoom database, the flow bot will activate and send an email to the specified email address.
■Notes
・Integration settings with a Gmail account are required.
・Please replace the email content with any desired values.
・An email will be sent automatically when the creation of a record is detected.
■Overview
Automatically send emails using Gmail when a record in the Yoom database is updated.
You can freely customize the recipient address, sender name, subject, and body of the email.
■Setup Instructions
1. Integrate both the Yoom database and Gmail with Yoom. (My App Integration)
2. Set the desired database or table with the trigger "When a record is updated".
3. In the Gmail "Send Email" operation, configure the recipient email address, subject, body, etc., based on the information obtained from the Yoom database.
4. When a record is updated in the relevant database, the flow bot will activate and send an email to the specified email address.
■Notes
・Integration settings with a Gmail account are required.
・Replace the email content with any desired values.
・An email will be sent automatically when a record update is detected.
The flow will be triggered at the beginning of every month, which may eliminate manual work.
■Overview
This is a flow for creating a folder in Box at the beginning of each month.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. People who use Box for business
・Those who manage files and folders with Box
・Teams that use Box for collaboration
・Those who want to automate folder creation and manage with unified folder names
・Those who manually create folders every month
■Benefits of using this template
By automating folder creation in Box, you can manage with unified folder names.
However, if multiple members create folders, there is a risk that the naming conventions for folder names will not be unified, leading to a lack of consistency in folder names.
In this flow, the flow is triggered at the beginning of each month to create a folder with a desired name.
With the automation of monthly folder creation, omissions are eliminated, and team work becomes smoother.
You can set the naming conventions for folders in team work through the flow, allowing you to manage folder names in Box uniformly.
Moreover, with unified folder names, you can quickly find the desired folder, thus improving work efficiency.
■Overview
This is a flow that duplicates files and updates file names in Box at the beginning of each month.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who use Box for business
・Those who manage business files with Box
・Those who manually duplicate files and update file names as part of their monthly routine tasks
・Those who want to streamline routine tasks and enhance productivity
■Benefits of using this template
If you have routine tasks of duplicating files at the beginning of each month, there is a risk of delays or omissions due to the time gap.
Additionally, the accumulation of routine tasks may hinder your focus on other tasks, making it feel cumbersome.
With this flow, the process is triggered at the beginning of each month, allowing you to duplicate specific files in Box with any file name you choose.
Since manual duplication and file name updating are no longer necessary, the time spent on routine tasks is reduced, allowing you to allocate time to more important tasks.
By automating monthly routine tasks, you can prevent delays and omissions, ensuring smooth business operations.
Since you can sync uploaded files, you might be able to save time on manual tasks.
■Overview
The "Save files uploaded to Box to Microsoft SharePoint" workflow is a business workflow that automates data transfer between cloud storage services.
By utilizing Yoom, files uploaded to Box are automatically saved to SharePoint, significantly reducing the manual transfer work and the hassle of file management.
This improves the overall work efficiency of the team and ensures smooth management of important files.
■Recommended for
■Benefits of using this template
For those managing files on both Box and Microsoft SharePoint, synchronizing files can be a time-consuming task.
This flow automatically saves files to Microsoft SharePoint simultaneously when they are uploaded to Box, eliminating the need for manual transfer work and saving time.
Additionally, automation reduces human errors, improves the accuracy of file management, and facilitates smooth file access for the entire team.
■Overview
The "Transfer files uploaded to Dropbox to Box" flow is a business workflow that automates file management between different cloud storage services.
This workflow allows files uploaded to Dropbox to be automatically transferred to Box, enabling efficient file management.
It also strengthens the integration between Box and Dropbox, supporting smooth business operations.
■Recommended for
■Benefits of using this template
This reduces manual classification errors and omissions, improving the accuracy of file management in Box.
■Overview
This is a business workflow that automatically sorts files uploaded to Box into appropriate Box folders based on OCR processing and AI judgment.
■Recommended for
■Benefits of using this template
By automating the file checking in Box, manual work time is reduced, enabling efficient file management.
Additionally, since file contents are judged by AI and OCR, the risk of manual misclassification is reduced, and files are automatically sorted into appropriate folders.
Establishing a consistent file management process leads to improved quality of operations.
■Overview
The workflow of "Sorting files received by email into Box folders based on OCR and AI evaluation" is a business workflow designed to automatically process email attachments and manage them efficiently.
■Recommended for
■Benefits of using this template
By automating the organization and content verification of attachments, you can save time and effort.
Additionally, it reduces classification errors and omissions in manual operations, enhancing the accuracy of file management in Box.
With improved operational efficiency, personnel can focus on other important tasks.
■Overview
The workflow "Files submitted through a form are OCR and AI assessed, and sorted into Box folders based on the results" automatically analyzes and classifies received files, organizing them smoothly into the appropriate folders within Box.
■Recommended for
■Benefits of using this template
By automating the file organization that was previously done manually, work time is reduced, allowing the freed-up time to be allocated to other tasks.
Additionally, the use of AI and OCR reduces human errors and leads to improved accuracy in file management.
Folders within Box are organized, making it easy to quickly find the necessary files.
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.
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.
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.
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!
