When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time. Moreover, many people might have experienced the trouble of missing file saves or saving files in the wrong folder, making it difficult to find them later.
In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!
By using no-code tools, you can easily set up automation between Gmail and Dropbox. You can start using it right away, so be sure to give it a try!
Recommended for
Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within a team
Those who want to prevent the loss of attachments and ensure secure document storage
For those who want to try it immediately
In this article, we will introduce the integration method using the no-code tool "Yoom".
No complicated settings or operations are required, making it easy for non-engineers to achieve.
You can start right away with the template below, so be sure to give it a try!
Receive an attachment in Gmail and upload it to Dropbox
Now, let's explain how to use the no-code tool Yoom to "Upload attachments received in Gmail to Dropbox".
How to Create a Gmail and Dropbox Integration Flow
You can automate the process by receiving attachments from Gmail via API and uploading them using Dropbox's API. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily done without programming knowledge.
The integration flow is created through the following main processes:
Register Gmail and Dropbox as My Apps
Copy the template
Set the Gmail trigger as the starting point of the flow and configure the subsequent Dropbox operation
Turn on the trigger button and verify the integration operation between Gmail and Dropbox
If you are not using Yoom yet, please register for free here. If you are already using Yoom, please log in.
Step 1: Register Gmail and Dropbox as My Apps
Let's register Gmail and Dropbox as My Apps to connect them with Yoom. By completing the My Apps registration first, the automation setup will be smoother.
First, register Gmail as a My App. Click "My Apps" → "Add" on the left side of the Yoom screen.
Search for Gmail in the search bar or select it from the list.
The following screen will be displayed, so log in to Gmail.
Next, register Dropbox as a My App. Similarly, search for Dropbox in the search bar or select it from the list. Once the following screen is displayed, log in to Dropbox.
Once Gmail and Dropbox are displayed in My Apps, the registration is complete.
Step 2: Copy the Template
To set up the automation, click "Try it" on the banner below.
Receive an attachment in Gmail and upload it to Dropbox
The following screen will be displayed, so please check the "Title" and "Description". If you want to make changes, please do so from the screen below. First, set up Gmail by clicking "When receiving an email with a specific label".
Step 3: Set the Gmail trigger that starts the flow and the subsequent Dropbox operation
When the following screen is displayed, please check the settings.
"Title" → Can be freely changed
"Account information connected to Gmail" → Check for discrepancies in the account
"Trigger Action" → When an email with a specific label is received
When the following screen is displayed, select the "Trigger Interval" from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ※The trigger interval varies depending on the plan, but a shorter setting is generally recommended.
Next, select a "Label" from the options. Click inside the box to display the candidates and select the appropriate label. Once set, click "Test" → "Test Successful" → "Save".
Next, set up Dropbox by clicking "Upload File". When the following screen is displayed, please check the settings.
"Title" → Can be freely changed
"Linked Account" → Check for discrepancies in the account
"Action" → Upload File
Please see the following precautions.
Scroll down and make the following settings.
"Folder Path" → Set as described
"File Name" → Set as described or use the retrieved value Use the retrieved values from Gmail to make the settings. The retrieved values will be displayed when you click the arrow in the red frame.
The following is an example, so please set it as you like.
Next, set the "File Attachment Method". Click the arrow for "File" and select the attachment 1. Once set, click "Test" → "Test Successful" → "Save".
Step 4: Turn on the trigger button and check the operation of the Gmail and Dropbox integration
Finally, click "Turn on Trigger" to complete the automation setup. Check if the flow bot starts correctly.
Here is the template used this time.
Receive an attachment in Gmail and upload it to Dropbox
In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Gmail and Dropbox.
If you find something interesting, please give it a try!
Automation Examples Integrating Gmail and Dropbox
It is possible to set up integrations such as notifying Gmail when a file is created or updated in a Dropbox folder, or using OCR to read document data posted in Gmail, updating the file name, and saving it to Dropbox. Additionally, you can attach and send files via Gmail once they are stored in Dropbox.
Read the document data posted on Gmail using OCR, update the file name, and store it in Dropbox.
■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 The "Transfer files received in Gmail to Discord" workflow automatically transfers attachments received in Gmail to Discord. This allows for easy file sharing among team members and eliminates the need for manual file transfer tasks. You can immediately share necessary information to improve work efficiency.
■Recommended for ・Business people who frequently use Gmail and want to share received files with their team immediately ・Team members who use Discord for communication and want to streamline file transfer tasks ・Team leaders or project managers who want to smoothly share important documents received via email within the team and respond quickly ・Those who want to reduce repetitive manual file transfer tasks
■Notes ・Please link both Gmail and Discord with Yoom. ・The trigger 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.
This is a flow bot that automatically adds email content received in Gmail as a task in Asana. Please set the Gmail forwarding settings to notify the email to Yoom's email address for use.
■Overview This is a flow that adds an issue to GitHub when an email with a specific label arrives in Gmail. With Yoom, you can connect apps without programming, making it easy to implement this flow.
■Recommended for ・Members of a development team managing inquiries or bug reports received via email from customers on GitHub ・Those who want to organize sales or support interactions as GitHub Issues ・Product managers who want to respond quickly to feedback from users ・Those who want to automate organizing and transcribing email content to reduce the hassle of registering GitHub Issues ・Business unit managers managing multiple projects simultaneously who want to efficiently manage email requests from stakeholders
■Notes ・Please connect both Gmail and GitHub with Yoom. ・Triggers can be set at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. ・Please note that the shortest trigger interval may vary depending on your plan.
■Overview When receiving files with Google Forms, checking each file and manually saving it to Dropbox is time-consuming and may lead to mistakes such as forgetting to save. By using this workflow, when a response is submitted to Google Forms, the attached file is automatically uploaded to a specified folder in Dropbox, eliminating such manual tasks and improving the accuracy and speed of file management.
■Recommended for ・Those who manually manage files received via Google Forms ・Those who want to prevent missed saves and errors caused by manual work ・Those who want to automate and streamline routine tasks between Google Forms and Dropbox
■Notes ・Please connect Google Forms, Google Drive, and Dropbox with Yoom. ・For how to retrieve the response contents when using Google Forms as a trigger, please refer to the link below. https://intercom.help/yoom/en/articles/6807133 ・You can choose trigger intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies by plan. ・The maximum downloadable file size is 300 MB. Depending on the app specifications, it may be less than 300 MB. ・For details on the file size limits handled by the trigger and each operation, please refer to the link below. https://intercom.help/yoom/en/articles/9413924
■Overview This is a flow to send an approval request and store it in Dropbox when a file is submitted via the form. You can automate the management of submitted files and the approval process.
■Recommended for ・Teams that frequently use forms ・Those who receive many files from inquiry forms or application forms and find it cumbersome to manage them ・Administrators who want to streamline the approval process ・Those who find sending approval requests manually cumbersome and want to automate the process to make it smoother ・Companies utilizing Dropbox ・Those who manage files centrally with Dropbox and want to streamline operations by integrating with other apps ・Those interested in automating operations ・Those aiming to automate business workflows using Yoom to improve the efficiency of daily operations
■Notes ・Please integrate each of Dropbox and Yoom.
■Overview The 'Save files submitted via form to Dropbox' workflow is a system that automatically stores files uploaded from online forms to Dropbox. By utilizing this workflow, you can automatically save files received through forms to Dropbox, making organization easier. Automating business workflows can significantly reduce time and effort.
■Recommended for ・Those who frequently use online forms and find managing uploaded files cumbersome ・Teams already using Dropbox for business and aiming for centralized data management ・Business owners looking to improve work efficiency through workflow automation ・IT personnel who wish to save data from forms safely and in an organized manner
■Overview When managing projects and tasks in Notion, are you manually creating a folder in Dropbox each time to store related files? While this task is simple, as it adds up it becomes a significant burden and may lead to mistakes such as forgetting to create folders. By using this workflow, whenever a new page is created in a Notion database, a linked folder is automatically created in Dropbox, solving these issues.
■Who we recommend this template for ・Those who use Notion and Dropbox together and want to streamline the management of information and files ・Those who find manual folder creation cumbersome and want to prevent input errors or omissions ・Those who aim to improve productivity by automating routine work that connects multiple tools
■Notes ・Please connect Yoom to both Notion and Dropbox. ・You can set the trigger interval to 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest available interval depends on your plan. ・Branching is a feature (operation) available on the Mini plan or higher. If you are on the Free plan, Flowbot operations you have configured will result in an error. ・Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
■Overview The "Store recording data in Dropbox after ending a meeting on Google Meet" workflow is an automation flow suitable for those who want to automatically organize and store meeting records. By using this flow, you can detect data recorded on Google Meet and automatically store it in a specified Dropbox folder, improving efficiency.
■Recommended for ・Those who regularly record Google Meet meetings and feel challenged in managing them ・Persons in companies or teams that centrally manage materials and records in Dropbox ・Those who want to smoothly store and share meeting recordings with multiple members ・Those who want to manage recording data along with Google Forms or text-based meeting notes ・Back office or management department personnel who want to leave business data accurately and in an organized manner
■Notes ・Please link both Google Meet and Dropbox with Yoom.
■Overview The "Automatically save recording data to Dropbox after Zoom meeting ends" workflow leverages the integration of Zoom and Dropbox to streamline the management of meeting recordings. After the meeting ends, the recording data is automatically saved to Dropbox, reducing the need for manual transfer tasks and easing data management.
■Recommended for ・Business professionals who frequently use Zoom and want to efficiently manage meeting recordings ・Team leaders who spend time saving and sharing recording data ・Companies already using Dropbox and looking to strengthen integration with other tools ・Administrators who want to automate data organization after meetings to improve work efficiency ・Those who want to reduce manual data saving tasks and focus on more creative work
■Notes ・Please integrate Zoom and Dropbox 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. ・To obtain Zoom recording information, meeting data must be cloud recorded. ・Cloud recording is limited to specific Zoom plans, so please be aware. For details, please refer here. ・The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be aware. ・For details on the file size that can be handled by triggers and each operation, please check below. https://intercom.help/yoom/en/articles/9413924
Benefits and Examples of Integrating Gmail with Dropbox
Benefit 1: Save Work Time
By automatically saving files attached to emails received in Gmail to Dropbox, you eliminate the need to manually upload files or organize them into folders. For example, when you receive a quotation via Gmail, it is automatically saved in a dedicated Dropbox folder. This allows the person in charge to allocate the time spent on saving tasks to other important tasks, potentially improving work efficiency. Especially in tasks that involve managing a large number of attachments, you should be able to enjoy significant benefits!
Benefit 2: Smooth File Sharing Within the Team
By automatically uploading files to Dropbox, you can smoothly share the latest data within the team. This reduces the time lag that occurred when manually saving Gmail attachments, potentially improving the speed of business progress. Specifically, when using Gmail to receive customer requests or documents, all team members can easily check the related materials. This way, you can prevent situations where related materials are not uploaded, facilitating smoother information sharing.
Benefit 3: Prevent File Loss
Integrating Gmail with Dropbox can also prevent the loss of important attachments. When saving files manually, have you ever missed saving them or saved them in the wrong folder? By utilizing automation to upload attachments to Dropbox, files are securely saved in the designated folder, preventing loss. For example, when an accounting person receives payment details or invoices via Gmail, automation ensures that the files are securely saved in Dropbox. This not only prevents file loss but also makes it easier to check payment details and invoices.
Conclusion
By integrating Gmail with Dropbox, you should be able to save work time and facilitate file sharing within the team! Additionally, automatically uploading files attached in Gmail to Dropbox prevents file loss. With automation ensuring that files are properly saved, you can proceed with your work with peace of mind.
Let's use the template introduced this time to streamline document management. Yoom's automation is easy for anyone to operate, so be sure to give it a try!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
Having transitioned from a career in child welfare to working as a writer, I am currently blogging for Yoom. I am continually amazed by the efficiency improvements Yoom enables and am eager to share this excitement with others to contribute to society. I will be sharing insights on app integrations and automation that even someone like me, with zero programming knowledge, can accomplish.
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