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 Dropbox and Gmail.

(1) After logging into Yoom, click "My Apps" on the left toolbar.
(2) Enter Dropbox and Gmail from "New Connection" 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 go over the settings to "send an email via Gmail when a file is created or updated in a Dropbox folder" using Yoom 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.

Please select the Flowbot "App Trigger".

If the app integration is complete, your account information will be entered.
We won't touch other fields in this Flowbot, so please press the "Next" button.

In the app trigger settings, you will input the following three items.

・Trigger Activation Interval
・Target Folder Path
・File Name

For instructions on finding the folder path on your computer, please refer to here.
For the file name, make sure to enter the keyword that will trigger the target.

Once a folder name containing the specified keyword is registered in Dropbox, the Flowbot will be activated.

You can choose the trigger activation time interval from 5 minutes, 10 minutes, 15 minutes, or 30 minutes (the available intervals may vary depending on the plan).

Once the input is complete, press "Test" and if no error appears, 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.

Please select the second flow "Send Email".

A screen similar to the email sending screen will appear.
While confirming that your own linked account is reflected, set the content of the email to be sent.

• To (Recipient)
• Subject
• Body

Fill in the above three required items.
If necessary, you can also set the CC and BCC recipients.

For the body, it's helpful to set it so that "what kind of information the received file contains" is clear for later reference.
‍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 sent to the email address set as the recipient and press the "Save" button.

Finally, turn the trigger "ON" to complete the setup!

The integration was completed 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 after uploading a file to Dropbox and reading it with OCR.
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 content 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, it eliminates the manual effort and contributes to reducing work time.

Sync files stored in Dropbox

By saving to multiple cloud storages simultaneously, you can prepare for unexpected data loss and potentially eliminate the need for manual moving or copying tasks.

Examples of Automation Using Gmail

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

Since the Gmail template email is automatically sent according to the specified schedule, there is no need for manual information retrieval or email creation and sending. This should help prevent errors in the recipient address and forgotten sends.

Update Information When Receiving Emails in Gmail

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

Benefits of Integrating Dropbox with Gmail

・Benefit 1: Accurate and Prompt Sharing of Tasks and Information

You can set up automatic email notifications in Gmail whenever a file is added or updated in Dropbox.
This allows team leaders and business owners who handle files from many sources to efficiently keep track of the latest updates.

・Benefit 2: Enhanced Data Security

By automatically saving the content received in Gmail as files in Dropbox, you can potentially reduce the risk of unnecessary exposure of information.
This helps prevent leaks of communications and confidential information with clients.

・Benefit 3: Improved Task Management Efficiency

Automatically saving Gmail emails in Dropbox makes it easy to see all assigned tasks at a glance without them being scattered among team members.
Pre-organizing Dropbox into folders can further enhance task management efficiency.

Conclusion

Integrating Dropbox with Gmail should allow you to quickly check the status of file management.
For those who receive numerous files daily for projects, automation might save the extra step of manually checking information.

With Yoom, no programming knowledge is required! You can integrate apps without any code.
Check out what you can do "to make things easier" here!