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Are you someone who receives a large number of files every day and manages them manually? Isn't it stressful?
You might find that files have been updated and information has changed before you even realize it!
By linking Dropbox and Gmail, you can receive emails as soon as files are created or updated!
By utilizing Yoom, you can connect with various apps, further expanding its versatility.
To make your work easier... why not try using Yoom for app integration?
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 via Gmail when a file is created or updated in a Dropbox folder.
■Recommended for
1. Those who want to easily share tasks and information
・Sales department personnel responsible for managing numerical targets
・Personnel in charge of the headquarters department of companies with many branches
・Professionals such as social insurance labor consultants or tax accountants under 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 enhance data accuracy
■Benefits of using this template
・By sending an email via Gmail when a file is created or updated in a Dropbox folder, you can quickly coordinate files.
・Automating notifications of file creation and updates can improve work efficiency.
■Notes
・Please integrate Gmail and Dropbox with Yoom.
[What is Yoom]
First, let's integrate Yoom with both Dropbox and Gmail.
(1) After logging into Yoom, click "My Apps" on the left toolbar.
(2) Enter Dropbox and Gmail respectively from "Add" at the top left.
(3) Enter the necessary information for login.
If the integration is successful, the connected apps will be displayed as shown in the image below.
(In this image, only Dropbox is displayed.)
Now, let's actually set up Yoom to "send an email via Gmail when a file is created or updated in a Dropbox folder" without any coding.
You can easily start by clicking the "Try it" button from the banner below!
■Overview
This is a flow that sends an email via Gmail when a file is created or updated in a Dropbox folder.
■Recommended for
1. Those who want to easily share tasks and information
・Sales department personnel responsible for managing numerical targets
・Personnel in charge of the headquarters department of companies with many branches
・Professionals such as social insurance labor consultants or tax accountants under 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 enhance data accuracy
■Benefits of using this template
・By sending an email via Gmail when a file is created or updated in a Dropbox folder, you can quickly coordinate files.
・Automating notifications of file creation and updates can improve work efficiency.
■Notes
・Please integrate Gmail and Dropbox with Yoom.
Once the app integration is complete, it's time to set up Dropbox.
Select the Flowbot "App Trigger".
If the app integration is complete, your account information will be entered.
Since we won't be touching other fields in this Flowbot, please press the "Next" button.
In the app trigger settings, you will input the following three items.
・Trigger Interval
・Target Folder Path
・File Name
For instructions on how to find the folder path on your computer, please refer to here.
For the file name, make sure to input the keyword that will trigger the action.
Once a folder name containing the specified keyword is registered in Dropbox, the Flowbot will activate.
You can choose the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, or 30 minutes (the available intervals may vary depending on your plan).
Once you've finished entering the information, press "Test". If no errors appear, the trigger setup is complete!
Also, make sure that the "Output" used in the Gmail settings is extracted.
Next, set up sending emails in Gmail.
Select the second flow "Send Email".
A screen similar to an email sending interface will appear.
While confirming that your linked account is reflected, set up the content of the email you want to send.
Fill in the above three required fields.
If necessary, you can also set the CC and BCC recipients.
For the body, set it up so that it is clear "what kind of information the received file contains", making it easier to review later.
Once the input is complete, press the "Next" button.
A draft of the email to be sent will appear, so press the "Test" button.
Confirm that the email has been received at the address you set as the recipient, and then press the "Save" button.
Finally, turn the trigger "ON" to complete the setup!
The integration is complete in just three steps.
Now, when a file is created or updated in Dropbox, an email will be automatically sent via Gmail.
■Overview
This is a flow that sends an email via Gmail when a file is created or updated in a Dropbox folder.
■Recommended for
1. Those who want to easily share tasks and information
・Sales department personnel responsible for managing numerical targets
・Personnel in charge of the headquarters department of companies with many branches
・Professionals such as social insurance labor consultants or tax accountants under 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 enhance data accuracy
■Benefits of using this template
・By sending an email via Gmail when a file is created or updated in a Dropbox folder, you can quickly coordinate files.
・Automating notifications of file creation and updates can improve work efficiency.
■Notes
・Please integrate Gmail and Dropbox with Yoom.
In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Dropbox and Gmail.
All of these can be used with simple settings, so if you find something interesting, please give it a try!
You can send files via Gmail when they are stored in Dropbox, or send an email with OCR-read content when a file is uploaded to Dropbox.
Additionally, it is possible to rename files received in Gmail and store them in Dropbox.
■Overview
This is a flow to rename files received in Gmail and store them in DropBox.
With Yoom, you can easily achieve this flow without the need for programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
When managing files received in Gmail by renaming them and storing them in DropBox, manual renaming can be cumbersome.
Additionally, there is a possibility of errors in naming rules or mistakes in storage locations.
This flow allows you to automate the renaming of files received in Gmail and their storage in DropBox, streamlining manual tasks.
You can extract any text from the content of Gmail to rename files, enabling management with standardized file names.
You can customize the subject of the target emails in Gmail and the items to be extracted, allowing you to tailor it to the type of files such as invoices or receipts.
■Overview
The "Send files stored in Dropbox via Gmail" workflow automates the task of sending files.
As soon as a file is stored, it can be automatically sent to the person in charge, reducing the effort required for the task.
■Recommended for
■Benefits of using this template
By integrating Dropbox and Gmail, you can quickly share files.
As a result, the time to check files is reduced, allowing for smoother business operations.
Additionally, sharing relevant information through Gmail enables speedy communication among team members.
This strengthens member collaboration and allows for faster project progress and response.
Furthermore, using an automated flow eliminates the hassle of manually sending files, improving work efficiency.
■Overview
By using the flow "When a file is uploaded to Dropbox, read it with OCR and send an email with Gmail," file uploads to Dropbox and notifications via Gmail are automated.
OCR processing also enables the acquisition of text data.
■Recommended for
■Benefits of using this template
By integrating Dropbox, OCR, and Gmail, there is an advantage of simplifying many tasks.
First, when a file is uploaded to Dropbox, the process of OCR reading its content and automatically sending it via Gmail begins.
This integration improves work efficiency and allows you to quickly obtain the necessary information.
Additionally, by automating processes that were previously done manually, the occurrence of errors is reduced, achieving highly accurate data management.
Furthermore, since email sending via Gmail is done without manual input, it contributes to the smooth progress of work.
Automatic reading with OCR can reduce transcription and input errors, and also helps to alleviate the burden of manual work.
■Overview
The workflow "Automatically add files added to Dropbox to Notion using OCR" is a business workflow that streamlines document management.
It helps reduce the burden of daily tasks and supports smooth information sharing.
■Recommended for
■Benefits of using this template
When a new file is uploaded to Dropbox, OCR processing is automatically performed, and the extracted text is registered in Notion.
This eliminates the need for manual file content verification and data entry, achieving time savings and centralized information management.
It is useful for managing various data such as standard format internal documents, contracts and forms exchanged with business partners, business cards, and receipts.
■Overview
This is a flow that reads the contents of a file using OCR when a file is uploaded to Dropbox and adds it to Microsoft Excel.
With Yoom, you can easily achieve this flow without the need for programming, as it allows for integration between apps.
■Recommended for
1. Those who want to manage documents uploaded to Dropbox in Microsoft Excel
・Those who want to improve work efficiency by automatically reading the contents of documents uploaded to Dropbox using OCR and adding them to Microsoft Excel
2. Those who are working to improve work efficiency by linking Dropbox and Microsoft Excel
・Those who want to eliminate the hassle of data entry, reduce human error, and improve work efficiency
■Benefits of using this template
Dropbox is a tool that can be used for file management in business to enhance accessibility to information.
However, manually handling file information added to Dropbox each time is cumbersome and poses a risk of human error.
By utilizing this flow, you can significantly reduce time by eliminating manual input tasks.
Additionally, automatic reading through OCR can reduce transcription and input errors.
■Notes
・Please integrate both Dropbox and Microsoft Excel with Yoom.
・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
・Please note that the shortest trigger interval varies depending on the plan.
・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.
・Please note that OCR data may not be readable if it exceeds 6,500 characters or if the text is small.
■Overview
This is a flow that adds the contents of a file to a Google Sheets database by reading it with OCR when a file is uploaded to Dropbox.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
1. Those who want to manage documents uploaded to Dropbox on Google Sheets
・Those who want to improve work efficiency by automatically reading the contents of uploaded documents with OCR and adding them to a Google Sheets database
2. Those who are working to improve work efficiency by integrating Dropbox and Google Sheets
・Those who want to reduce the hassle of data entry and minimize human errors to enhance work efficiency
■Benefits of using this template
While Dropbox is a tool that enhances accessibility to information by managing files used in business, manually adding file information added to Dropbox to a Google Sheets database is time-consuming and poses a risk of human error (such as omissions).
By eliminating the need for manual additions, you can reduce transcription and input errors, thereby improving work efficiency. The flow of [adding file contents to a Google Sheets database by reading them with OCR when a file is uploaded to Dropbox] is optimal.
■Notes
・Please integrate both Dropbox and Google Sheets with Yoom.
・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest trigger interval varies depending on the plan.
・Please be aware that OCR data may not be readable if it exceeds 6,500 characters or if the text is too small.
By automating file compression with RPA, you can eliminate the manual effort and contribute to reducing work time.
■Overview
This flow compresses images from a form via RPA and saves them to DropBox.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who want to streamline image compression
・Those who regularly compress images but find manual processes cumbersome
・Those who handle various image formats daily and are looking for efficient compression methods
2. Those using DropBox as cloud storage
・Those who manage files centrally using DropBox but spend time on manual uploads
・Those who want to smoothly save large volumes of images to the cloud
■Benefits of using this template
There are numerous benefits to compressing images from a form via RPA and saving them to DropBox.
Firstly, compressing images reduces file sizes, allowing for storage savings.
This enables efficient management of DropBox usage capacity.
Additionally, automating file compression with RPA eliminates manual effort and reduces working time.
Furthermore, automatically saving compressed image files to DropBox centralizes data management and reduces the risk of file loss.
Utilizing this flow can enhance operational efficiency and improve data management accuracy.
■Overview
This is a flow where images received in Gmail are compressed via RPA and then saved to Dropbox.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. People who use Gmail regularly
・Those who use Gmail daily to receive important emails but find managing image files cumbersome
・Those who want to efficiently save images received in Gmail
2. People who use Dropbox for data sharing and storage
・Those who share files using Dropbox but want to avoid wasting storage space due to large image sizes
・Those who want to improve work efficiency by utilizing automation
■Benefits of using this template
By compressing images received in Gmail via RPA and saving them to Dropbox, you can eliminate the manual effort of compressing and saving.
This improves work efficiency, allowing you to allocate valuable time to other important tasks.
Additionally, by centrally managing compressed images, you can improve the ease of finding files and reduce wasted time.
Furthermore, automation reduces human error and minimizes the risk of data loss due to operational mistakes.
■Overview
This is a flow where images saved in DropBox are compressed via RPA and stored in a separate folder.
By using Yoom, you can easily achieve the above flow without programming.
■Recommended for
1. Those who save images in Dropbox
・Those who use Dropbox regularly to manage image files but find compressing and organizing files cumbersome
・Those who want to efficiently compress image files and automatically organize them into a separate folder
2. Those who want to improve work efficiency by utilizing compressed files
・Those who are troubled by large image file sizes and space issues
・Those who want to eliminate the hassle of manually compressing files and perform automatic compression and storage processing
■Benefits of using this template
By using this flow, you have the advantage of automatically compressing image files saved in DropBox and storing them in another folder.
Since manual compression work is no longer necessary, it is possible to significantly reduce working time.
Additionally, by automating tasks that need to be performed regularly with RPA, you can focus on other important tasks.
Furthermore, by compressing files, you can efficiently use storage and make backup tasks easier.
Compressed files have smaller sizes, which will improve transfer speeds and make data sharing and access smoother.
By saving to multiple cloud storage services simultaneously, you can prepare for potential data loss and possibly eliminate the need for manual moving or copying tasks.
■Overview
This is a workflow that enables integration between Dropbox and OneDrive, automatically storing files saved in Dropbox to OneDrive as well.
This workflow streamlines data management across different cloud storage services, supporting easy file backup and sharing.
When using multiple cloud services for business, manually moving and managing files can be cumbersome, but by utilizing this workflow, you can automatically and smoothly synchronize data. This allows for improved business efficiency and centralized data management.
■Recommended for
■Benefits of using this template
■Overview
The "Store files saved in Dropbox to Google Drive as well" flow is a business workflow that automates file management between different cloud storage services.
By linking Dropbox and Google Drive, any additions or updates to files are automatically reflected in both, eliminating the need for manual synchronization.
This facilitates smooth file sharing and management across the entire team, improving operational efficiency.
■Recommended for
■Benefits of using this template
■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
With the scheduled automatic sending of Gmail template emails, there is no need for manual information retrieval or email creation and sending, which should help prevent address errors and forgotten sends.
■Overview
This flow retrieves customer information from Google Sheets at a specified date and time and sends a template email via Gmail.
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
By implementing this flow, template emails in Gmail will be automatically sent based on customer information managed in Google Sheets according to a specified schedule.
It automates reminders based on contract renewal dates or deadlines, sending congratulatory messages or coupons to individual customers in their birth month, and campaign announcements based on purchased products or purchase frequency.
This eliminates the need for manual information retrieval and email creation/sending, preventing errors in recipients and forgotten sends.
Additionally, using templated emails ensures consistent quality in communication.
■Overview
This flow retrieves customer information from Notion at a specified date and time and sends a template email via Gmail.
With Yoom, you can easily achieve this flow without the need for programming, as it allows for seamless integration between apps.
■Recommended for
■Benefits of using this template
By implementing this flow, template emails in Gmail will be automatically sent based on customer information managed in Notion and according to the specified schedule.
Automations include sending reminders based on contract renewal dates or deadlines, sending birthday greetings or coupons to individual customers, and campaign announcements based on purchased products or purchase frequency.
Manual information retrieval and email creation/sending are no longer necessary, preventing errors in recipient addresses and missed sends.
Additionally, using templated emails allows for consistent quality communication.
■Overview
This flow searches for records with specified content in Airtable according to a designated schedule and sends an email with the searched content via Gmail.
■Recommended for
1. Those who manage tasks for each customer in Airtable
・Sales assistants or accounting staff
・Administrative staff or office managers
・Project managers or department heads
・Personnel in charge of the headquarters department of companies with many branches
2. Those who use Gmail for business
・Companies using it in conjunction with other Google tools
・Administrative staff who communicate with others
3. Those who want to reduce manual input tasks and automate processes
・Owners of small and medium-sized enterprises aiming for operational efficiency
・Administrative staff with many input tasks
・Marketing personnel conducting business using digital tools
■Benefits of using this template
・You can automatically manage tasks at regular intervals, preventing task omissions and improving operational efficiency.
■Notes
・Please link both Gmail and Airtable with Yoom.
By centralizing email processing and data updates, you can expect to reduce working time.
■Overview
The flow "Update Outlook event information based on Gmail received content" is a business workflow that enhances the integration of email and calendar, streamlining schedule management.
It automatically extracts schedule change information from Gmail emails and reflects it as events in the Outlook calendar.
■Recommended for
■Benefits of using this template
■Overview
Using the workflow "Update Microsoft Excel information when an email is received in Gmail" reduces the burden of information updates.
Since it is updated automatically, it helps prevent missed updates.
■Recommended for
■Benefits of using this template
This automated flow, which quickly updates Microsoft Excel information every time a specific email is received, has several benefits.
Firstly, by centralizing email processing and Microsoft Excel data updates, it saves effort.
Since tasks that were done manually are automated, a reduction in work time can be expected.
Next, rapid data updates enable decision-making based on the latest information at all times.
This will lead to improved work efficiency and smoother operations.
■Overview
The "Update Google Sheets when receiving an email with a specific label in Gmail" flow is a business workflow that streamlines email management and data organization.
For example, you can automatically update Google Sheets based on the content of task or progress report emails.
This reduces the need for manual data entry and enables centralized information management.
■Recommended for
■Benefits of using this template
You can set Gmail to automatically send an email when a file is added or updated in Dropbox.
For team leaders or managers handling files from many people, this allows them to check the latest status immediately and proceed with their work efficiently.
By automatically saving the content received in Gmail as a file in Dropbox, you can potentially reduce the risk of information being unnecessarily exposed.
This helps prevent leaks in communications with clients or exchanges of confidential information.
Automatically saving Gmail emails to Dropbox can make it easier to see the tasks assigned to each team member at a glance, without them being scattered.
Pre-organizing Dropbox into folders can further enhance task management efficiency.
By integrating Dropbox and Gmail, you should be able to quickly check the status of file management.
For those who receive many files daily in projects, automation might save them the step of manually checking information.
With Yoom, no programming knowledge is required! You can integrate apps with no code.
Check out what you can do "to make things easier" here!
