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?
Recommended for
People who use Dropbox and Gmail
Those considering improving work efficiency by linking Dropbox and Gmail
Those who want to quickly communicate the status of file management by linking Dropbox and Gmail
Those who want to strengthen team collaboration by linking Dropbox 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!
Send an email via Gmail when a file is created or updated in a Dropbox folder.
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!
Send an email via Gmail when a file is created or updated in a Dropbox folder.
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.
Send an email via Gmail when a file is created or updated in a Dropbox folder.
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.
Rename the files received in Gmail and store them in DropBox.
■Overview This flow renames files received in Gmail and stores them in DropBox. With Yoom, you can achieve this flow easily without programming requirements for app integration.
■Recommended for ・Those who want to unify file name rules in file management for DropBox ・Those who manually rename file names and save them to DropBox according to file types ・Those who regularly receive files on Gmail
■Notes ・Please integrate Gmail and DropBox with Yoom.
■Overview Do you find it cumbersome to manually attach files saved in Dropbox to Gmail and send them? Such routine tasks often lead to human errors, such as forgetting to attach files or entering the wrong recipient. With this workflow, simply storing a file in a specific Dropbox folder automates the process all the way to sending the email with Gmail. This reduces the effort of manual file sharing and improves operational accuracy.
■Who we recommend this template for ・Those who use Dropbox and Gmail and manually perform routine file sharing ・Those who want to automate sending files to clients or teams and improve operational efficiency ・Those who want to proactively prevent human errors such as missed sends or mis-sent emails
■Notes ・Please connect Yoom with both Dropbox and Gmail. ・For the trigger, you can select an execution interval of 5, 10, 15, 30, or 60 minutes. ・The minimum execution interval varies by plan, so please note. ・The maximum downloadable file size is 300 MB. Depending on the app specifications, it may be less than 300 MB, so please note. ・For details on the file sizes that can be handled by the trigger and each operation, please refer to the following: https://intercom.help/yoom/en/articles/9413924
■Overview Are you finding it time-consuming to check the contents of invoices and application forms uploaded to Dropbox and notify stakeholders by email? Handling this manually also carries the risk of human error, such as missed checks and transcription mistakes. With this workflow, when a file is uploaded to Dropbox, AI OCR automatically reads the text information and notifies stakeholders of the contents via Gmail, automating a series of routine tasks and improving the accuracy and speed of your operations.
■Who we recommend this template for ・Those who find it burdensome to review documents received in Dropbox and send email notifications ・Team leaders considering automating document digitization and information sharing using OCR ・Those who want to eliminate transcription errors and missed sharing caused by manual work
■Notes ・Please connect Dropbox and Gmail to Yoom. ・You can choose the trigger interval from 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan. ・The maximum downloadable file size is up to 300 MB. Depending on the app specifications, it may be less than 300 MB, so please be aware. ・For details on the file size that can be handled by the trigger and each operation, please refer to the link below. https://intercom.help/yoom/en/articles/9413924 ・AI operations that perform OCR or transcribe audio are available only on the Team plan and Success plan. On the Free plan or Mini plan, operations in the configured Flowbot will result in an error, so please be careful. ・Paid plans such as the Team plan and Success plan offer a two-week free trial. During the free trial, you can use apps and AI features (operations) that are otherwise restricted. ・Please note that OCR may not be able to read data exceeding 6,500 characters or text that is very small.
■Overview Are you manually copying document information such as invoices and contracts uploaded to Dropbox into Notion one by one? Such routine tasks not only take time but also tend to cause human errors such as input mistakes. By using this workflow, you can automate the process of extracting data via OCR from files added to Dropbox and adding the information to Notion. Eliminate the challenges of data re-entry and improve operational efficiency.
■Who we recommend this template for ・Those who manage documents such as invoices and contracts using Dropbox and Notion ・Operations staff who feel a time burden and effort in data re-entry from documents ・Those who want to automate the entire process from transcribing text in files to data entry
■Notes ・Please connect Yoom with both Dropbox and Notion. ・The OCR AI operation is available only on the Team plan and Success plan. On the Free plan and Mini plan, the operations of the flow bots you configure will result in errors, so please be careful. ・Paid plans such as the Team plan and Success plan offer a two-week free trial. During the free trial, you can use apps and AI features (operations) that are otherwise restricted. ・For the trigger, you can select an execution interval of 5, 10, 15, 30, or 60 minutes. ・The shortest execution interval varies by plan, so please be aware. ・The maximum downloadable file size is 300 MB. Depending on the app's specifications, it may be less than 300 MB, so please be careful. ・For details on the file sizes that can be handled by the trigger and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924 ・OCR may fail to read data that exceeds 6,500 characters or when the text is small, so please be aware.
■Overview This flow compresses form images via RPA and saves them to Dropbox. By using Yoom, you can easily connect apps without programming.
■Recommended for 1. Those who want to streamline image compression ・If you regularly compress images but find it cumbersome to do manually ・If you handle various image formats daily and are looking for efficient compression methods
2. Those who use Dropbox as cloud storage ・If you manage files centrally using Dropbox but spend time manually uploading them ・If you want to smoothly save a large number of images to the cloud
■Notes ・Please connect Dropbox and Yoom. ・The operation to control the browser is only available in the Success Plan. For Free Plan, Mini Plan, and Team Plan, the operation set in the flow bot will result in an error, so please be careful. ・Paid plans such as the Success Plan offer a 2-week free trial. During the free trial, you can use operations that control restricted apps and browsers. ・Please refer to the following for how to set up operations to control the browser. https://intercom.help/yoom/ja/articles/9099691
■ Overview This flow compresses images received in Gmail via RPA and saves them in Dropbox. By using Yoom, you can easily connect applications without programming.
■ Recommended for 1. People who use Gmail on a daily basis ・Those who regularly receive important emails via Gmail 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 use Dropbox for file sharing but want to avoid wasting storage space due to large image sizes ・Those who want to improve work efficiency by utilizing automation
■ Cautions ・Please connect both Gmail and Dropbox with Yoom. ・The trigger can be set to intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on your plan. ・Operations involving browser actions are available only in the Success Plan. In the case of Free Plan, Mini Plan, and Team Plan, operations involving flowbots that are set will result in errors, so please be aware. ・Paid plans like the Success Plan offer a 2-week free trial. During the free trial, you can use operations involving restricted applications and browsers. ・Please refer to the following for setting operations that involve browser actions. https://intercom.help/yoom/en/articles/9099691
■ Overview This flow compresses images saved in Dropbox via RPA and stores them in a separate folder. Using Yoom allows you to easily connect apps without programming.
■ Recommended for: 1. People saving images on Dropbox ・Those who use Dropbox daily to manage image files but find compressing and organizing files to be troublesome ・Those who want to efficiently compress image files and automatically organize them into separate folders
2. People who want to improve work efficiency by using compressed files ・Those troubled by large image file sizes and space issues ・Those who want to eliminate the hassle of manually compressing files and perform compression and saving automatically
■ Notes ・Connect Dropbox with Yoom. ・Choose activation intervals for triggers at 5, 10, 15, 30, or 60 minutes. ・The shortest activation interval varies by plan, so please be aware. ・Operations that manipulate browsers are features available only in the Success Plan. For Free Plan, Mini Plan, and Team Plan users, operations of the configured flowbot will be error-prone, so please be careful. ・Paid plans like the Success Plan offer a 2-week free trial period. During the free trial, you can use operations that manipulate restricted apps and browsers. ・Please refer to the guide below for how to set operations that manipulate browsers. https://intercom.help/yoom/en/articles/9099691
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 workflow enables integration between Dropbox and OneDrive, automatically storing files saved in Dropbox to OneDrive. This workflow streamlines data management between different cloud storage services, supporting easy file backup and sharing. If you use multiple cloud services in your 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 ・Those who use both Dropbox and OneDrive in their business and spend time on file management ・IT personnel who want to automate data synchronization between different cloud storage services ・Business people who want to ensure file backup but find manual management difficult ・Executives who use multiple cloud services and aim for centralized information management
■Notes ・Please integrate Yoom with both Dropbox and OneDrive. ・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. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan.
■ 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
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.
Retrieve customer information from Google Sheets at the specified date and time, and send a template email via Gmail.
■Overview This is a flow to retrieve customer information from Google Spreadsheet at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Google Spreadsheet ・Those who feel burdened by regularly sending follow-up emails to customers ・Corporate sales representatives or assistants who need to send reminder emails to customers according to contract renewal dates or deadlines ・Those who want to send notifications such as coupons to multiple customers meeting certain conditions on a scheduled basis
■Notes ・Please integrate Google Spreadsheet and Gmail with Yoom. ・Operations between "repeating the same process" are only available in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations or data connections set in the flow bot will result in an error, 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 restricted apps and features (operations).
■Overview This is a flow to retrieve customer information from Notion at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Notion ・Those who find it burdensome to send regular follow-up emails to customers ・Corporate sales representatives or assistants who need to send reminder emails to customers according to contract renewal times or deadlines ・Those who want to send notifications such as coupons to multiple customers meeting certain conditions on a scheduled basis
■Notes ・Please integrate Notion and Gmail with Yoom. ・The operation between "repeating the same process" is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations or data connections set in the flow bot will result in an error, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview The flow "Update Outlook Event Information Based on Gmail Reception" is a business workflow that strengthens the integration between email and calendar, improving efficiency in schedule management. It automatically extracts change information from Gmail emails and reflects them as events in the Outlook calendar.
■Who should use this template ・Business persons who mainly use Gmail and feel challenges in managing Outlook calendars ・Team leaders whose schedule management becomes complicated due to using multiple apps ・IT personnel who want to improve business efficiency by automatically updating calendar events based on email contents ・Executives aiming for centralized information management by utilizing Gmail and Outlook integration
■Precautions ・Please link Gmail and Outlook with Yoom. ・There are consumer and business plans (Microsoft365 Business) for Microsoft365 (formerly Office365), and authentication may fail if you are not subscribed to a business plan. ・You can select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the minimum trigger interval depends on the plan.
■Overview Using the workflow "Update Microsoft Excel information when receiving an email in Gmail" reduces the burden of information updates. Since it is updated automatically, it helps prevent missed updates.
■Recommended for ・Those who use Gmail for daily business communication ・Those who use Microsoft Excel for data management and analysis but spend time on manual updates ・Those who want to manage information received by email quickly in Microsoft Excel and improve work efficiency ・Those who manage team data using Microsoft Excel but often experience delays in updates ・Companies that want to efficiently consolidate information from multiple emails
■Notes ・Please link both Gmail 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 plans for home use and general business use (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview The flow 'Update Google Spreadsheet when receiving an email with a specific label in Gmail' is a business workflow that streamlines email management and data organization. For example, you can automatically update a Google Spreadsheet based on the content of task or business progress report emails. This reduces manual data entry tasks and achieves centralized information management.
■Recommended for ・Business users who use Gmail daily and want to efficiently manage specific emails ・Team leaders or administrators who use Google Spreadsheets to organize and analyze data ・Those who spend time on manual email data entry and want to improve business efficiency through automation ・Executives or project managers who want to automatically record project or task progress and facilitate information sharing
■Notes ・Please link Gmail and Google Spreadsheet 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.
・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!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
With five years of experience as an SEO writer, I continue to write with the motto of being "easy to read" and "easy to understand." I want to convey the convenience of Yoom, which allows app integration without programming knowledge, to as many people as possible!
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