Integrate Google Workspace with Dropbox so that when an employee is registered in Google Workspace, they are also added to Dropbox.

By integrating Google Workspace with Dropbox, you can automatically create folders in Dropbox when employees are registered in Google Workspace. This automation of folder creation is beneficial for rapidly growing companies and those implementing remote work, as it can reduce workload and improve information management accuracy. Additionally, since a dedicated folder is automatically generated for each employee, onboarding at the time of joining the company will proceed smoothly.
This article introduces the benefits and methods of integrating Google Workspace with Dropbox.

Recommended for

・HR and general affairs personnel who want to standardize operations

・Those who want to centrally manage documents using Dropbox

・Companies with a large number of employees

Benefits and Examples of Integrating Google Workspace with Dropbox

Benefit 1: Efficiency through Reduction of Manual Work

By integrating Google Workspace with Dropbox, a folder is automatically created in Dropbox every time an employee is registered in Google Workspace. This eliminates the need to manually create folders, reducing the workload of HR personnel and IT administrators. For example, if a company regularly hires new employees, the time spent creating folders can accumulate and become a significant cost. However, by implementing this integration, you can reduce this task. As a result, the management department will be able to focus on more important tasks.

Benefit 2: Centralized and Organized Data Management

The integration of Google Workspace and Dropbox allows for centralized management of employee data. When a new employee is registered in Google Workspace, a folder for that employee is automatically generated in Dropbox, preventing data dispersion. For example, by organizing individual employee folders with a company-wide template, you can consolidate necessary documents and files in one place, enabling a smooth start from the beginning of operations. In this way, smoother data management across the organization can lead to improved management efficiency.

Benefit 3: Enhanced Access Management

With this integration, you can set access rights so that only necessary members have access to the automatically created employee folders. By managing access levels according to positions and departments in Google Workspace and reflecting them in Dropbox, you can reduce the risk of unauthorized access and information leakage. For example, by automating access restrictions for highly confidential documents such as HR-related materials and pay slips, you can prevent unintended information leaks, thereby improving the reliability of information management.

[About Yoom]

How to Create a Google Workspace and Dropbox Integration Flow

Now, let's create a flow together using a template to "create a folder for each employee in Dropbox when an employee is registered in Google Workspace"!

The template used this time can be copied by clicking "Try it" on the banner below.

Before Getting Started

If you do not have a Yoom account, please create one from the "Yoom Account Issuance Page" below.
For basic operations of Yoom, please check "Getting Started with Yoom".

Yoom Account Issuance Page

Getting Started with Yoom

Now, let's get started together!

Step 1: Connect Google Workspace and Dropbox to My Apps

(1) After logging into Yoom, select "My Apps" from the left column and click "+ New Connection".

(2) From the new connection list in My Apps, click on Google Workspace.
※ Google Workspace is only available for the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in the Flowbot will result in errors, so please be careful.
※ Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions.
(3) Click "Sign in with Google" on the screen below.

(4) Select your account and log in with your existing account.

(5) Next, register Dropbox to My Apps. Similarly, click on Dropbox from the new connection list in Yoom.
(6) The Dropbox login screen will appear, so log in with your Google or Apple ID, or enter your email address and click "Continue".

Once the connection is complete, Google Workspace and Dropbox will be registered in Yoom's My Apps.
This completes the My Apps registration.
Next, let's set up triggers using templates!

Step 2: Setting Up When a User is Registered with Google Workspace

(1) We will use the template introduced earlier. Click "Try it" on the banner below to copy it.

Click on "When a user is registered" in the app trigger.

(2) From the "Select linked account and action" screen in Google Workspace, verify that there are no errors in the account information linked with Google Workspace, keep the trigger action as "When a user is registered," and click "Next."

(3) From the "API Connection Settings for App Trigger" screen, click "Test," and if no errors occur, click "Next."

(4) From the "API Connection Settings for App Trigger" screen, click "Test," and if no errors occur, click "Save" at the bottom.

Step 3: Create a Folder by Integrating with Dropbox

(1) Next, integrate with Dropbox to create a folder.
Click "Create Folder."

(2) From the "Select linked account and action" screen in Dropbox, verify that there are no errors in the account information linked with Dropbox, keep the action as "Create Folder," and click "Next."

(2) From the "API Connection Settings" screen, enter the folder path.
Once the input is complete, click "Test," and then click "Save" at the bottom.

(3) Finally, click "Turn on Trigger."

This completes the flowbot for "Creating a folder for each employee in Dropbox when an employee is registered in Google Workspace."

Other Automation Examples Using Google Workspace and Dropbox

At Yoom, we have many other examples of automation using Google Workspace and Dropbox, so let us introduce a few.

1. Send an Email via Gmail When Google Workspace User Information is Updated

By using this flow, an email is automatically sent when Google Workspace user information is updated. This will facilitate smooth information sharing. It is recommended for administrative staff who prioritize data accuracy.

2. Add a user to Google Workspace when a row is added in Google Sheets

By using this flow, you can reduce manual input into Google Workspace and expect to prevent transcription errors. Additionally, by integrating with communication tools, it is possible to automate the sharing of added user information.

3. Add a new user to Google Workspace when an employee is registered in freee HR

By automating the user registration process for new employees, it is expected to eliminate the hassle of manual input. Additionally, employee onboarding will be streamlined, allowing focus on other important tasks.

Additionally, if you would like to check out templates using Google Workspace and Dropbox, please visit the following site.

List of Flowbot Templates Using Google Workspace

List of Flowbot Templates Using Dropbox

Summary

The integration of Google Workspace and Dropbox, which automatically creates folders for each employee, is expected to bring many benefits to companies.
It can be useful in various scenarios, such as improving efficiency by reducing manual tasks, centralizing data management, enhancing access control, smoothing onboarding processes, and standardizing business processes. For companies with a large workforce or those experiencing rapid growth, it can be an effective means to reduce the burden of data management and increase business speed. In this way, the integration of these two services will support the smooth progression of work while accommodating diverse working styles.