How to integrate Gmail with Microsoft SharePoint to upload attachments received in Gmail to Microsoft SharePoint

Step 1: Connect My Apps with Gmail and Microsoft SharePoint

Let's register the Gmail and Microsoft SharePoint apps that we will use this time.

By registering the apps in advance, you can smoothly proceed with the automation settings in the future.
Click "My Apps" on the left side of the screen, and then click "New Connection" on the right side of the screen.

Enter Gmail in the search box and click the suggested option that appears.

The Yoom and Gmail connection screen will be displayed, so click the "Sign in with Google" button in the red frame.

Select the account you want to connect this time and proceed with the connection between Yoom and Gmail.
* Allow all permissions to Gmail during authentication.

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Gmail will be displayed in My Apps.

Next, register Microsoft SharePoint in My Apps.
 * If you are not subscribed to the general corporate plan (Microsoft365 Business) for Microsoft365 (formerly Office365), authentication may fail.

Click "New Connection" on the right side of the Yoom screen.
Click "My Apps" on the left side of the screen, and then click "New Connection" on the right side of the screen.

Enter Microsoft SharePoint in the search box and click the suggested option that appears.

The Microsoft365 account selection screen will be displayed, so click the account you want to connect this time.

Once sign-in is complete, you will return to the My Apps screen, and Microsoft SharePoint will be displayed.
This completes the connection of the necessary apps to My Apps. Let's proceed to the next step.

Step 2: Copy the Template‍

Next, copy the Yoom template.
Click the icon for "Try this template" on the banner below.

When the screen shown in the image below is displayed, the template copy is complete.

Step 3: Set the Gmail trigger that initiates the flow and the subsequent Microsoft SharePoint operation

*Branching is a feature (operation) available in the Mini Plan or higher. If you are on the Free Plan, the operations set in the flowbot will result in an error, so please be careful.

The screen shown in the image below will be displayed.
Click on the area outlined in red.

Enter the information in the area outlined in red.

・Trigger activation interval: You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
・Keyword: Enter something like "attachment".

Once you have entered the information, click "Test" → "Save".
Click on the following command operation.

*Branching is a feature (operation) available in the Mini Plan or higher. If you are on the Free Plan, the operations set in the flowbot will result in an error, so please be careful.

In the branching of the screen below, it is set to activate when there is an attachment in the received Gmail.
Click "Save" and proceed to the next setting.

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Click on the area outlined in red below and proceed with the settings to upload to Microsoft SharePoint.

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An API settings screen like the one below will be displayed.
Proceed with entering the information according to the content.

When you click on the input field, the output will be displayed.
You can easily enter information obtained from the integrated app.

Once you have entered the necessary information, click "Test" → "Save".

Step 4: Turn on the trigger and verify the integration automation

By clicking on the red outlined area "Turn on Trigger" in the screen below, the flowbot will automatically activate.

The template used this time is here

Other Automation Examples Using Gmail and Microsoft SharePoint

① Send a Gmail when an application is approved in Jobcan Expense Management and Workflow

By implementing this flow, when an application is approved in Jobcan Expense Management and Workflow, the approval details will be sent via Gmail. This allows the person in charge to understand the approved application in real-time and respond promptly. This flow is recommended for those who want to keep track of expense approvals in real-time and respond quickly, or for those who want to receive notifications of their expense approval status via Gmail.

②Store survey results received in Gmail into kintone

By using this flow, you can eliminate the hassle of manually checking and entering survey results. This reduces time and effort. The automated process also prevents data omissions, improving accuracy. This flow is recommended for those who regularly receive surveys via Gmail but find data aggregation and analysis time-consuming, or for those who are consolidating data in kintone but are manually integrating with Gmail.

③ Upload contracts signed with freee Sign to Microsoft SharePoint

By uploading contracts signed with freee Sign to Microsoft SharePoint, centralized management of contracts becomes possible. This allows for quick search and reference of necessary contracts, improving operational efficiency. It is recommended for those who find it cumbersome to automatically send contracts after signing or for those who use SharePoint for centralized contract management but find manual uploads time-consuming.

Benefits and Examples of Integrating Gmail with Microsoft SharePoint

Benefit 1: Reduction of Manual Tasks and Improved Work Efficiency

By automatically uploading attachments received in Gmail to Microsoft SharePoint, you can reduce the manual work involved in file management. This allows employees to be freed from tedious tasks such as downloading and organizing folders, enabling them to focus on more important tasks. For example, departments that handle numerous purchase orders and contracts daily can significantly reduce their working hours. Additionally, it reduces the risk of human error associated with manual operations, leading to more accurate and efficient operations.

Benefit 2: Enhanced Security and Compliance

Uploading attachments to SharePoint enhances security. Files that remain in Gmail are protected by SharePoint's security features, reducing the risk of data leaks and unauthorized access. Furthermore, by utilizing SharePoint's access history and version control features, you can safely manage important documents while meeting compliance requirements.

Benefit 3: Improved File Search Efficiency

Attachments uploaded to SharePoint can be easily searched through tagging and metadata settings. For instance, searching by specific dates or project names allows you to instantly find the necessary documents. This feature saves time and is particularly effective when you need to quickly refer to past transaction records or contract details. It contributes to improving workflow and is expected to enhance team productivity.

Conclusion

Integrating Gmail with Microsoft SharePoint enables the reduction of manual tasks, enhancement of security, and improvement of file search efficiency. These benefits not only significantly improve work efficiency but also create an environment where employees can focus on more important tasks. Yoom's app integration can be easily implemented without the need for programming.
Take this opportunity to experience the efficiency of app integration. Register for free here and try utilizing Yoom.