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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!
Yoom offers templates for automating business flows using Gmail! If you want to try it right away, click the banner below to get started!
■Overview
Using the workflow "Send via Gmail when a file is uploaded to Google Drive" can reduce your workload.
Since files can be sent automatically, work time is shortened, leading to improved operational efficiency.
■Recommended for
■Benefits of using this template
By linking Google Drive and Gmail, you can quickly share files.
As a result, the time to check files is reduced, allowing you to proceed with your work smoothly.
Additionally, sharing related information through Gmail enables speedy communication among team members.
This strengthens member collaboration and allows for quick project progress and response.
Furthermore, using an automated flow eliminates the hassle of manually sending files, improving work efficiency.
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!
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.
■Overview
Using the workflow "Send via Gmail when a file is uploaded to Google Drive" can reduce your workload.
Since files can be sent automatically, work time is shortened, leading to improved operational efficiency.
■Recommended for
■Benefits of using this template
By linking Google Drive and Gmail, you can quickly share files.
As a result, the time to check files is reduced, allowing you to proceed with your work smoothly.
Additionally, sharing related information through Gmail enables speedy communication among team members.
This strengthens member collaboration and allows for quick project progress and response.
Furthermore, using an automated flow eliminates the hassle of manually sending files, improving work efficiency.
■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.
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.
■Overview
This is a flow that sends an email via Gmail when a row is added to a Google Spreadsheet.
■Recommended for
1. Those who manage tasks with Google Spreadsheets
・Project managers who manage project progress
・Warehouse managers responsible for managing product orders and inventory
2. Those who use Gmail for business communication
・Teams that utilize Gmail as a means of project communication
・Those who integrate Gmail with other Google tools
■Benefits of using this template
Google Spreadsheets allow for efficient information management as they can be accessed from anywhere.
However, manually sending the added content in Google Spreadsheets via Gmail each time is inefficient and time-consuming.
This template is suitable for those who want to automatically send the added content in Google Spreadsheets to Gmail.
If Gmail is your primary means of communication, you can quickly share the added content in Google Spreadsheets with your team members.
Additionally, it can be integrated with other communication tools, allowing for flexible customization according to your business needs.
■Notes
・Please integrate both Google Spreadsheets and Gmail with Yoom.
■Overview
The flow "Automatically send Gmail to a lead when a new lead is created in Salesforce" is a business workflow that streamlines the sales process and enables quick communication.
As soon as 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
■Benefits
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.
■Overview
This is a flow that automatically replies to respondents with Gmail when a Google Form is submitted.
■Recommended for
1. Those who want to improve and automate business efficiency
・Those who want to automate routine email sending tasks to improve business efficiency
・Those who want to build an automated flow integrated with other Google Workspace apps
2. Those who use Google Forms for information gathering
・Those who want to eliminate the hassle of manually sending thank you or confirmation emails to respondents after submitting a Google Form
・Those who want to prevent missing responses to respondents and enhance customer satisfaction
■Benefits of using this template
Google Forms is a very convenient tool for information gathering, but quick responses to senders are essential for improving customer satisfaction and building good relationships. However, manually replying to Gmail every time a form is submitted is time-consuming and labor-intensive, and there is also a risk of missing responses.
By utilizing this flow, when a Google Form is submitted, Gmail is automatically replied to the respondent, eliminating the need for the responder to manually reply, greatly improving business efficiency. Additionally, by reducing the risk of human error, more prompt and accurate responses are possible.
■Notes
・Please integrate both Google Forms and Gmail with Yoom.
・Refer to the following for how to obtain response content when using Google Forms as a trigger.
■Overview
The workflow "Send notification emails via Gmail to the person in charge triggered by HubSpot form submissions" is a process that automatically notifies the person in charge via Gmail about form information received in HubSpot.
This business workflow, utilizing Yoom, eliminates the need for manual checks and communications, supporting efficient business operations.
■Recommended for
■Benefits of using this template
Manually contacting the person in charge after a HubSpot form submission places a burden on them.
This automation allows inquiry and lead information to be instantly shared with the person in charge, enabling prompt responses.
The person in charge can focus on other important tasks as they no longer need to manually send emails.
Additionally, the content and recipients of notification emails can be freely configured, allowing for flexible operations.
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:
■Overview
Using the workflow "Send via Gmail when a file is uploaded to Google Drive" can reduce your workload.
Since files can be sent automatically, work time is shortened, leading to improved operational efficiency.
■Recommended for
■Benefits of using this template
By linking Google Drive and Gmail, you can quickly share files.
As a result, the time to check files is reduced, allowing you to proceed with your work smoothly.
Additionally, sharing related information through Gmail enables speedy communication among team members.
This strengthens member collaboration and allows for quick project progress and response.
Furthermore, using an automated flow eliminates the hassle of manually sending files, improving work efficiency.
First, connect Google Drive and Gmail to My App.
After logging into Yoom, click "Add" from "My App" in the left menu.
[For Google Drive]
(1) Search for "Google Drive" and select Google Drive from the list of apps.
(2) Click "Sign in with Google".
(3) Enter the Gmail email address and password you want to connect with Yoom.
Click "Next" on the [Sign in to Yoom] screen.
(4) Click "Continue".
This completes the app connection for Google Drive.
[For Gmail]
(1) Search for "Gmail" and select Gmail from the list of apps.
(2) Click "Sign in with Google".
(3) Enter the Gmail email address and password you want to connect with Yoom.
Click "Next" on the [Sign in to Yoom] screen.
(4) Click "Continue".
This completes the My App connection for Gmail.
Once the My App connection is complete, let's set up the template right away.
Click "Try it" on the banner below to copy the template.
■Overview
Using the workflow "Send via Gmail when a file is uploaded to Google Drive" can reduce your workload.
Since files can be sent automatically, work time is shortened, leading to improved operational efficiency.
■Recommended for
■Benefits of using this template
By linking Google Drive and Gmail, you can quickly share files.
As a result, the time to check files is reduced, allowing you to proceed with your work smoothly.
Additionally, sharing related information through Gmail enables speedy communication among team members.
This strengthens member collaboration and allows for quick project progress and response.
Furthermore, using an automated flow eliminates the hassle of manually sending files, improving work efficiency.
When the template is copied to Yoom, the following screen will be displayed, so press "OK".
(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.
About Retrieved value | Yoom Help Center
If there are no problems, click "Save" to complete the setup.
(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.
(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:
(4) Next, set the following:
(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.
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!
You can automatically notify Slack of the contents of emails that match specific conditions or automatically send follow-up emails!
■Overview
This is a flow that automatically sends 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 a webinar 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 their primary means of communication
・Those who use Gmail regularly and want to improve work efficiency by automating template emails
・Those who want to eliminate the hassle of sending individual emails to all participants
■Benefits of using this template
By automatically sending follow-up emails via Gmail after a Zoom webinar ends, you can follow up with participants quickly and effectively.
Using this automated flow eliminates the need for manual email sending tasks, improving work efficiency.
Additionally, ensuring that follow-up emails reach all participants prevents any follow-up omissions and enhances participant satisfaction.
Furthermore, conducting follow-ups with consistent email content can give a professional impression and contribute to improving your brand image.
■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. By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
■Benefits of using this template
■Overview
Using the "Notify Google Chat when an email is received in Gmail" workflow facilitates rapid information sharing.
Since the email content is automatically forwarded to the chat you regularly use, it helps prevent information from being overlooked.
■Recommended for
■Benefits of using this template
By using the automated flow that notifies Google Chat when an email is received in Gmail, you can quickly grasp the status of email reception.
Using this flow reduces wasted time and allows you to respond promptly to important emails.
As a result, it speeds up and streamlines operations, enhancing the overall performance of the team.
Additionally, since notifications are sent to Google Chat, communication among team members becomes smoother.
Members can immediately understand the email content and share opinions or countermeasures on the spot, strengthening the cooperative system.
■Overview
Emails are sent at once to the addresses in the customer list within the Google Spreadsheet.
By using a process that repeats the same operation, you can change the company name and contact person for each customer and send the email.
Actual flowbot operation: https://youtu.be/dUv9YYx5wHo
■Notes
・The operation of repeating the same process used this time is available for team plans and above.
※Even with the free plan, a two-week trial of the paid plan can be conducted once. You can apply from the plan change option at the bottom left of the Yoom workspace (management screen), so please use this when verifying the features of the paid plan.
※What can be done with the free trial, how to start it, 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!
