Are you spending too much time on data transfer and sending tasks despite sending and receiving a large number of emails every day?
Manual file sending and transfer tasks, no matter how efficient they may seem, ultimately take time and affect other work. For those like you, we introduce a method to automatically send and transfer data using Gmail. For example, by creating a flow that automatically sends files via Gmail when they are uploaded to Google Drive, you can eliminate tedious tasks all at once. For busy business professionals, this automation can save time and lead to increased work efficiency.
Please give it a try and experience its convenience!
For those who want to try it quickly
Yoom offers templates for automating business flows using Gmail! If you want to try it right away, click the banner below to get started!
Once a file is uploaded to Google Drive, send it via Gmail.
■Overview Using the "Send via Gmail when a file is uploaded to Google Drive" workflow reduces workload. Files can be sent automatically, reducing work time and improving operational efficiency.
■Recommended for ・Those who use Google Drive for file sharing and backup ・Those who want to respond quickly when a file is uploaded to Google Drive ・Those who want to quickly check files and proceed to the next action ・Those who frequently use Gmail ・Those who want to efficiently share information using Gmail ・Those who want to quickly grasp the file upload status via email notification
■Notes ・Please link both Google Drive and Gmail with Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
Various Methods to Automatically Send and Forward Data with Gmail
There are several ways to automatically send and forward data with Gmail. We've picked out a few methods for you to check out!
Simply click "Try it out" on the automation example you're interested in and register an account to immediately experience automatic sending and forwarding with Gmail. Registration takes just 30 seconds, so feel free to give it a try!
Automatically Send and Forward Data from Storage Services with Gmail
This flow allows you to automatically send and forward data with Gmail, starting from storage apps like Google Drive. You can share files smoothly without launching the storage app.
Once a file is uploaded to Google Drive, send it via Gmail.
■Overview Using the "Send via Gmail when a file is uploaded to Google Drive" workflow reduces workload. Files can be sent automatically, reducing work time and improving operational efficiency.
■Recommended for ・Those who use Google Drive for file sharing and backup ・Those who want to respond quickly when a file is uploaded to Google Drive ・Those who want to quickly check files and proceed to the next action ・Those who frequently use Gmail ・Those who want to efficiently share information using Gmail ・Those who want to quickly grasp the file upload status via email notification
■Notes ・Please link both Google Drive and Gmail with Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
■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
Automatically Send/Forward Data from Database/CRM Service via Gmail
This is a flow that automatically sends/forwards data via Gmail, starting from a database/CRM service. When data is created or updated, it can be shared in a short time.
Send an email via Gmail when a row is added in Google Sheets.
■Overview Are you manually sending email notifications to stakeholders every time new information is added to the list managed in Google Sheets? Composing and sending emails manually not only takes time but can also lead to human errors such as copy-and-paste mistakes or missed sends. By using this workflow, you can automate sending emails from Gmail triggered by a row being added to Google Sheets, smoothly resolving these issues.
■Who we recommend this template for ・Those who report Google Sheets updates each time via Gmail ・Those who want to quickly send an email when a new entry is added to lists such as inquiries ・Those who want to automate routine email sending tasks and focus on their core work
■Notes ・Connect Google Sheets and Gmail with Yoom. ・For notes on using Google Sheets as an app trigger, please refer to the following: https://intercom.help/yoom/en/articles/10010912 ・You can choose the trigger interval to run every 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum interval varies by plan.
■Overview The flow 'Automatically send Gmail to lead when a new lead is created in Salesforce' is a business workflow that enhances the efficiency of the sales process and enables quick communication. The moment a new lead is registered in Salesforce, a greeting email is automatically sent to the lead via Gmail. This integration frees the sales team from the manual task of sending emails, allowing them to focus on important follow-ups.
■Recommended for ・Sales representatives who manage leads using Salesforce ・Sales team leaders aiming to automate initial contact with leads for quick response ・Executives or managers looking to streamline the sales process and reduce manual tasks ・Those already using Salesforce and Gmail who want to integrate them to automate operations ・Marketing personnel aiming to improve customer satisfaction through faster customer response
■Notes ・Please integrate both Salesforce and Gmail with Yoom. ・Salesforce is an app available only on the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in the flow bot will result in errors, 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 apps that are subject to restrictions.
Automatically Send and Forward Form Data with Gmail
This flow starts with a form app like Google Drive and automatically sends and forwards data using Gmail. It enables quick responses, such as follow-ups, to the sender.
When a Google Form is submitted, automatically send a Gmail reply to the respondent.
■Overview The "Send a notification email via Gmail to the person in charge triggered by a HubSpot form submission" flow is a workflow that automatically notifies the person in charge via Gmail of form information received in HubSpot.
■Recommended for ・Marketing personnel collecting customer information using HubSpot forms ・Sales teams seeking prompt response after form submission ・Customer support personnel spending time on manual notification email sending ・IT personnel of companies aiming to enhance integration between HubSpot and Gmail for operational efficiency ・Executives aiming to achieve rapid customer response and speed up business
■Notes ・Please integrate Yoom with both HubSpot and Gmail.
Let's Create a Flow to Automatically Send and Forward Data with Gmail
Let's get started by creating a flow to automatically send and forward data with Gmail! This time, we'll proceed with the setup using Yoom, a no-code platform. If you don't have a Yoom account yet, please create one using the registration form here.
[What is Yoom]
This time, we will create a flow bot that sends files via Gmail when they are uploaded to Google Drive!
The creation process is broadly divided into the following steps:
Integrate Google Drive and Gmail with My Apps
Copy the template
Set up the trigger in Google Drive and the action in Gmail
Turn on the trigger and check the operation
Once a file is uploaded to Google Drive, send it via Gmail.
■Overview Using the "Send via Gmail when a file is uploaded to Google Drive" workflow reduces workload. Files can be sent automatically, reducing work time and improving operational efficiency.
■Recommended for ・Those who use Google Drive for file sharing and backup ・Those who want to respond quickly when a file is uploaded to Google Drive ・Those who want to quickly check files and proceed to the next action ・Those who frequently use Gmail ・Those who want to efficiently share information using Gmail ・Those who want to quickly grasp the file upload status via email notification
■Notes ・Please link both Google Drive and Gmail with Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
■Overview Using the "Send via Gmail when a file is uploaded to Google Drive" workflow reduces workload. Files can be sent automatically, reducing work time and improving operational efficiency.
■Recommended for ・Those who use Google Drive for file sharing and backup ・Those who want to respond quickly when a file is uploaded to Google Drive ・Those who want to quickly check files and proceed to the next action ・Those who frequently use Gmail ・Those who want to efficiently share information using Gmail ・Those who want to quickly grasp the file upload status via email notification
■Notes ・Please link both Google Drive and Gmail with Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan.
When the template is copied to Yoom, the following screen will be displayed, so press "OK".
Step 3: Setting up Google Drive Triggers
(1) Click on "When a new file or folder is created in a specific folder" at the top of the template.
(2) Select the Google Drive account information linked in "Account information linked with Google Drive" and click "Next".
(3) Select the trigger interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. It is generally recommended to set the shortest time. ※ The interval varies depending on your plan, so please be careful.
(4) Set the ID of the folder to be activated by the flowbot in "Folder ID". A list of folders in the linked Google Drive will be displayed in "Options", so click on the folder name to be operated. The folder ID will be entered automatically.
(5) Click "Test" to run the test and check if the file information in the folder set in "Retrieved value" is extracted.
If there are no problems, click "Save" to complete the setup.
Step 4: Setting up File Download
(1) Click on "Download File" in the template.
(2) Check the contents here as well and proceed to the next step.
(3) Set the file ID obtained in Step 3 in "File ID". By selecting "File ID" in "When a new file or folder is created in a specific folder" in "Retrieved Value", you can automatically quote the file ID.
(4) When the test is executed successfully, a file named "Untitled" will be downloaded. Click "Download" to download the file and check if it is the same file obtained in Step 3.
If there are no problems, click "Save" to complete the setup.
Step 5: Setting up Email Sending with Gmail
(1) Click on "Send Email" in the template.
(2) Select the Gmail account information linked in "Linked Account".
(3) In "Email Content", first set the following:
From: Enter the email address to be the sender (if not set, the email address linked with Yoom will be used)
To: Enter the recipient's email address For example, if you want to use it for internal sharing, it is good to set the internal email address you want to share.
CC/BCC: Enter if there are email addresses you want to send to other than "To"
Sender's Name: Enter the sender's name (if not set, the Gmail email address linked with Yoom will be displayed)
(4) Next, set the following:
Subject: Enter the subject when sending the email
Body: Set the email content as desired (you can quote "File Name" obtained from "Retrieved Value" in the previous item) For items obtained by the trigger, please select from the retrieved value.
(5) By setting the attachment to "Use Retrieved Valuet" and "File Retrieved from Google Drive", you can automatically attach the file obtained in Step 3 to the email.
Once the setup is complete, click "Next".
(6) Check the email sending content. If there are no problems, click "Test".
(7) Once "Test Successful" is displayed, check if the email has actually been sent.
Once you have confirmed that it has been sent successfully, click "Save" to complete the setup.
Step 6: Turn on the Trigger and Check Operation
This completes all the settings. After completing the setup, a pop-up like the one below will be displayed, so turn on the trigger. Check if the flow is working properly!
Other Automation Examples Using Gmail
Convenient Automation Examples Using Gmail
You can automatically notify Slack of the contents of emails that match specific conditions or automatically send follow-up emails!
Automatically send follow-up emails via Gmail after a Zoom webinar ends.
■Overview This is a flow to automatically send follow-up emails via Gmail after a Zoom webinar ends. By using Yoom, you can easily connect apps without the need for programming.
■Recommended for 1. Those who frequently host webinars on Zoom ・Those who want to ensure follow-up emails are sent to participants after the webinar ends but find manual work cumbersome ・Those who want to send follow-up emails to webinar participants quickly and efficiently
2. Those who use Gmail as a primary means of communication ・Those who use Gmail daily and want to improve work efficiency by automating template emails ・Those who want to avoid the hassle of sending individual emails to all participants
■Notes ・Please connect both Zoom and Gmail 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.
■Overview This workflow allows you to automate customer inquiry responses by leveraging the integration of Gmail and ChatGPT. This automation can improve the speed and accuracy of responses, reducing the workload on staff. With Yoom, you can easily integrate apps without the need for programming.
■Recommended for ・Support staff who receive a large number of inquiry emails using Gmail ・IT staff looking to automate tasks through the integration of ChatGPT and Gmail ・Business owners aiming to speed up customer response and improve quality ・Company staff who want to enhance operational efficiency while maintaining and improving customer satisfaction
■Notes ・Please integrate both ChatGPT and Gmail with Yoom. ・To execute actions with ChatGPT (OpenAI), a subscription to OpenAI's paid API plan is required. (Payment must be possible when the API is used) https://openai.com/ja-JP/api/pricing/ ・The use of ChatGPT's API is provided by OpenAI for a fee, and it is charged on a pay-as-you-go basis through tokens during API communication. Therefore, please be aware that an error will occur if payment cannot be made when using the API.
■Overview Using the "Notify Google Chat when an email is received in Gmail" workflow enables rapid information sharing. Email content is automatically forwarded to the chat you regularly use, preventing information from being overlooked.
■Recommended for ・People who use Gmail regularly ・Those who want to quickly respond to important emails received in Gmail ・Those looking to improve work efficiency ・Companies using Google Chat as an internal communication tool ・Those who want to utilize Google Chat for rapid information sharing and notification management
■Notes ・Please link both Gmail and Google Chat 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. ・Integration with Google Chat is only possible with Google Workspace. For details, please refer to the link below. https://intercom.help/yoom/en/articles/6647336
■Overview ・Send emails at once to the addresses in the customer list within Google Spreadsheet. ・By using the process of repeating the same operation, you can send emails by converting the company name and contact person name for each customer.
■Actual Flowbot Movement https://youtu.be/dUv9YYx5wHo
■Notes ・The operation of repeating the same process used this time is available for team plans and above. ※Even in the free plan, a two-week trial of the paid plan is possible once. You can apply from the plan change at the bottom left of the Yoom workspace (management screen), so please use this for function verification of the paid plan.
What you can do with the free trial, how to start, and points to note▼ https://intercom.help/yoom/ja/articles/9115350
By automating data sending and forwarding in Gmail, you can greatly enhance work efficiency. It reduces the time spent manually sending files or organizing and sharing data, allowing you to focus more on important tasks. Especially by integrating Google Drive with Gmail, file sending and forwarding can be completed quickly, ensuring smooth collaboration with your team or clients. Once you set up these automation flows, you won't have to worry about manual transfers anymore.
To make the most of your valuable time, give it a try!
I have been working as a web writer and director for over two years. I resonate with Yoom's vision and have been entrusted with the responsibility of managing blog production. Leveraging the skills I have developed through various writing tasks, I am committed to delivering content that is easy to understand and meets the needs of all users.
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