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."
Recommended for
Those who use Box and Gmail
Those considering integrating Box and Gmail to improve work efficiency
Those who want to eliminate the cumbersome processes of data management by integrating Box and Gmail
Those who want to reduce manual tasks by integrating Box and Gmail
For those who want to try it immediately
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!
When a file is uploaded to the Box folder, send an email to Gmail.
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.
When a file is uploaded to the folder
Send an email
How to Connect Box and Gmail with Yoom
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!
How to Send an Email via Gmail When a File is Uploaded to a Box Folder
To set up automation, click "Try it" on the banner below.
When a file is uploaded to the Box folder, send an email to Gmail.
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.
"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
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.
"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.
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!
When a file is uploaded to the Box folder, send an email to 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.
Move specific folders in Box to the archive every month and notify via Gmail.
■Overview This is a flow to move a specific folder in Box to the archive every month and notify via Gmail. By using Yoom, you can easily connect apps without programming.
■Recommended for ・Those who manage multiple project folders in Box ・Those who want to streamline the monthly folder archiving tasks ・Those who manually notify team members of archived folder information
■Notes ・Please connect both Box and Gmail with Yoom.
■Overview This is a flow to automatically save Gmail attachments to Box using OCR. In Yoom, you can easily achieve this flow without programming as it allows for integration between apps.
■Recommended for: - People who categorize and manage Gmail attachments in Box - Those who want to streamline the process of checking attachments and saving files to Box - People who want to prevent missing the task of saving attachments to Box
■Notes - Please link Gmail and Box with Yoom, respectively. - OCR and voice-to-text transcription AI operations are features available only with the Team Plan and Success Plan. If you have a Free Plan or Mini Plan, the operations of the Flowbot set up will result in errors, so please be careful. - Paid plans such as the Team Plan or Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations). - "Switch destination" is a feature (operation) available with plans higher than the Mini Plan. If you have a Free Plan, the operations of the Flowbot set up will result in errors, so please be careful. - Paid plans like the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview This is a flow to send a template email from kintone to Gmail with one click. By using a trigger with a Chrome extension, you can directly activate the trigger from kintone. ■Recommended for ・Companies managing company information and project progress in kintone ・People using Gmail as their main communication tool ・Customer service department personnel using it to send thank-you emails after meetings
■Notes ・Please integrate Yoom with both kintone and Gmail. ・Refer to the following for how to set up a trigger using a Chrome extension. https://intercom.help/yoom/en/articles/8831921
■Overview The 'Summarize Gmail Emails and Notify on Discord' workflow facilitates fast information sharing. By summarizing email content before notifying, it enhances the readability of information.
■Recommended for those who: - Use Gmail for business communication - Sometimes miss important emails - Want to quickly grasp and respond to the content of received emails - Use Discord as a communication tool - Regularly use Discord to share work or project progress - Want to reduce the hassle of checking emails and quickly grasp important information through notifications
■Notes - Please link both Gmail and Discord with Yoom. - You can select the trigger activation interval at 5, 10, 15, 30, or 60 minutes. - Please note that the minimum activation interval varies depending on the plan.
■Overview This flow creates a folder in Box at the beginning of each month. By using Yoom, you can easily integrate apps without programming.
■Recommended for 1. Those using Box for business ・Those managing files and folders with Box ・Teams utilizing Box for collaborative work ・Those who want to automate folder creation and standardize folder names for management ・Those manually creating folders each month
■Overview This is a flow to duplicate a file in Box and update the file name at the beginning of each month. With Yoom, you can easily connect apps without programming.
■Recommended for 1. People using Box in their work - Those managing business files in Box - Those manually duplicating files and updating file names in routine monthly tasks - Those wanting to streamline routine tasks and increase productivity
■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 file management effort. This improves the overall work efficiency of the team and allows for smooth management of important files.
■Recommended for ・Business users who regularly use Box and Microsoft SharePoint ・Team leaders or managers who spend time on manual file transfers ・IT personnel who want to streamline cloud storage integration and automate business processes ・Companies that want to reduce file management errors and enhance security
■Notes ・Please integrate Yoom with both Box and Microsoft SharePoint. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. ・For details on the file size that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924
■ Overview When managing files in both Dropbox and Box, do you find manual transfers a hassle? Especially in team collaboration, forgotten files or transfer mistakes can lead to delays. This workflow automatically transfers files to Box when a file is added to a specific folder in Dropbox, eliminating the need to manually move or copy files and helping streamline file management.
■ Recommended for ・Those who use both Dropbox and Box and feel challenged by manual file transfers ・Those who want to automate file management across multiple tools and improve operational efficiency ・Those who want to prevent missed transfers and version inconsistencies caused by manual work
■ Notes ・Please connect Yoom with both Dropbox and Box. ・You can choose the trigger interval at 5, 10, 15, 30, or 60 minutes. ・The shortest available interval varies by plan, so please note. ・The maximum downloadable file size is up to 300 MB. Depending on the app’s specifications, it may be less than 300 MB, so please be aware. ・For details on file size limits for triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924
■ Overview This is a business workflow that automatically routes files uploaded to Box to the appropriate Box folders based on OCR processing and AI evaluation.
■ Recommended for ・Those who manage large volumes of files using Box ・Those who spend time organizing files manually and are looking for an efficient management method ・Those who want to automatically check file contents using OCR and AI ・Business staff who want to automatically analyze file contents and classify/organize them appropriately ・IT personnel at companies considering automation of business workflows ・Those who want to automate repetitive file-organization tasks in daily operations and improve operational efficiency ・Those who want to reduce human error and achieve accurate file management ・Those who want to prevent misclassification and mistakes through automation
■ Notes ・Please connect Box with Yoom. ・“Switch destination” is available on the Mini plan or higher, and the OCR AI operation is available only on the Team and Success plans. On other plans, the configured Flowbot operations will result in errors, so please be aware. ・Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted. ・The maximum downloadable file size is up to 300MB. Depending on the app specifications, this limit may be less than 300MB, so please be aware. ・For details on the file size limits handled by the trigger and each operation, please refer to the following: https://intercom.help/yoom/en/articles/9413924 ・OCR data may not be recognized if it exceeds 6,500 characters or if the text is small, so please be aware.
■Overview The workflow 'Receive files via email, perform OCR/AI judgment, and distribute them to Box folders based on the results' is a business workflow for automatically processing and efficiently managing email attachments.
■Recommended for - Business professionals who receive a large number of emails daily and find it cumbersome to organize the attachments - IT personnel who want to automatically organize and classify files based on their content - Team leaders who are already using Box and want to further streamline file management - Executives who want to advance business automation by utilizing OCR and AI technologies - Those who aim for accurate management due to frequent errors in manual file classification
■Notes - Please link Box and Yoom. - 'Switch destination' is available for Mini Plan and above, and OCR AI operations are available only for Team Plan and Success Plan. For other plans, the operations of the set flow bot will result in an error, so please be careful. - Paid plans such as the Mini Plan can be tried for free for two weeks. During the free trial, you can use restricted apps and features (operations). - The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. - For details on the file size that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924 - Please note that OCR data may not be readable if it exceeds 6,500 characters or if the text is small.
■Overview The workflow 'Use OCR and AI to evaluate files submitted via form and distribute them to Box folders based on results' automatically analyzes and classifies received files, organizing them smoothly into appropriate folders within Box.
■Recommended for ・Personnel who receive a large number of files from forms ・Those who spend a lot of time manually checking and organizing files and want to introduce automatic sorting ・Teams using Box for file management ・Members of teams where folder organization within Box has become complicated ・IT personnel looking to advance business automation ・Those who want to easily build automated workflows using Yoom ・Those who want to reduce errors and achieve accurate file management ・Those aiming to improve file management accuracy by preventing human error through AI-based automatic sorting
■Notes ・Please link Box and Yoom. ・'Switch destination' is available in the Mini Plan or higher, and the OCR AI operation is only available in the Team Plan and Success Plan. Operations of flow bots set in other plans will result in errors, so please be careful. ・Paid plans such as the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations). ・The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. ・For details on the file size that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924 ・Please note that OCR data may not be readable if it exceeds 6,500 characters or if the text is small.
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!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
Having transitioned from a career in child welfare to working as a writer, I am currently blogging for Yoom. I am continually amazed by the efficiency improvements Yoom enables and am eager to share this excitement with others to contribute to society. I will be sharing insights on app integrations and automation that even someone like me, with zero programming knowledge, can accomplish.
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