How to send an email via Gmail when a file is created or updated in a Dropbox folder

[What is Yoom]

Step 1. App Integration

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.)

How to Automatically Send Emails with Dropbox and Gmail Integration

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!

Step 2: Set Up Trigger in Dropbox

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.

Step 3: Gmail Settings

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.

• To (Recipient)
• Subject
• Body

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.

Other Automation Examples Using Dropbox and Gmail

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!

Other Automation Examples with Dropbox and Gmail

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.

Automation Example Using Dropbox

When a file is uploaded to Dropbox, read and add the file contents using OCR

Automatic reading with OCR can reduce transcription and input errors, and also helps to alleviate the burden of manual work.

Compress images via RPA and save to Dropbox

By automating file compression with RPA, you can eliminate the manual effort and contribute to reducing work time.

Sync files stored in Dropbox

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.

Automation Example Using Gmail

Retrieve Customer Information at a Specified Date and Time and Send a Template Email via Gmail

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.

Update Information When Receiving Emails in Gmail

By centralizing email processing and data updates, you can expect to reduce working time.

Benefits of Integrating Dropbox and Gmail

・Benefit 1: Share Tasks and Information Accurately and Quickly

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.

・Benefit 2: Enhanced Data Security

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.

・Benefit 3: Improved Task Management Efficiency

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.

Conclusion

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!