"I missed the file attached to the form response..."
Have you ever had such an experience? Manually moving the ever-increasing data to Google Drive takes both effort and time. When these "small tasks" accumulate, there's a risk of impacting other work.
That's where you want to utilize the system to automate Google Drive data updates!
For example, you can automatically save files received via forms or emails to Google Drive, or regularly download specific files automatically and save them to Google Drive.
In this article, we introduce how to achieve convenient automation without coding and without hassle! We'll also introduce some useful examples, so be sure to check it out until the end.
For those who want to try it quickly
Yoom already has templates prepared for automating workflows using Google Drive. If you want to try it right away, click "Try it" on the banner below and get started immediately!
Move the files received in Google Forms to a specified folder in Google Drive.
■Overview The "Move files received in Google Forms to a specified Google Drive folder" workflow is a business workflow that streamlines file management received through Google Forms. It eliminates the hassle of manually renaming files and moving folders, achieving automation by utilizing Yoom's API integration features. This makes writing to Google Drive smoother and organizing tasks easier.
■Recommended for ・Those who receive a large number of files using Google Forms and find management cumbersome ・Those who want to automate file organization within Google Drive and operate efficiently ・Administrative staff who spend time manually renaming files and moving folders ・IT personnel of companies looking to advance business flow automation using Yoom ・Business users who want to enhance the integration between Google Forms and Google Drive to improve operational efficiency
■Notes ・Please integrate both Google Forms and Google Drive with Yoom. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133 ・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 Write and Transfer Data to Google Drive
There are various ways to automatically write and transfer data to Google Drive. We have picked out a few methods for you to check out!
Simply click on "Try it out" for the template you're interested in, create a Yoom account, and you can immediately experience automatic updates to Google Drive. Registration takes just 30 seconds, so feel free to give it a try!
Automatically Write and Transfer Form Data to Google Drive
This flow automatically updates data in Google Drive starting from form apps like Google Forms. It helps prevent oversights and errors, contributing to improved file management accuracy.
Combine multiple PDFs received from a form and save them to Google Drive.
■Overview This is a flow to combine multiple PDFs received in the form and save them to Google Drive. By using Yoom, you can easily connect apps without programming.
■Recommended for 1. Those who manage files with Google Drive ・Those who use shared team folders for information sharing ・Those who use file management for business but find manual management cumbersome
2. Those who manage PDF files ・Those who find it troublesome to combine PDF files ・Those who combine multiple files to organize within a folder
■Overview The "Move files received in Google Forms to a specified Google Drive folder" workflow is a business workflow that streamlines file management received through Google Forms. It eliminates the hassle of manually renaming files and moving folders, achieving automation by utilizing Yoom's API integration features. This makes writing to Google Drive smoother and organizing tasks easier.
■Recommended for ・Those who receive a large number of files using Google Forms and find management cumbersome ・Those who want to automate file organization within Google Drive and operate efficiently ・Administrative staff who spend time manually renaming files and moving folders ・IT personnel of companies looking to advance business flow automation using Yoom ・Business users who want to enhance the integration between Google Forms and Google Drive to improve operational efficiency
■Notes ・Please integrate both Google Forms and Google Drive with Yoom. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133 ・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.
Automatically Write and Transcribe Email Contents to Google Drive
This is a flow that automatically updates data in Google Drive, starting from email apps like Gmail. It helps prevent human errors such as "Did I save the document that came by email?" and significantly reduces the time spent on manual tasks.
Upload an attachment received in Gmail to Google Drive
■Overview Are you finding it cumbersome to manually save to Google Drive the attachments of invoices and important documents received in Gmail? Handling them one by one takes time and can lead to mistakes such as forgetting to save. By using this workflow, when an email with a specific label is received in Gmail, attachments can be automatically uploaded to Google Drive, streamlining file management tasks.
■Recommended for - Those who spend time downloading and organizing attachments received in Gmail - Accounting personnel who want to centrally manage items such as invoices from business partners in Google Drive - Those who want to prevent mistakes such as omissions in manually saving files or putting them in the wrong location
■Notes - Please connect both Gmail and Google Drive with Yoom. - For the trigger, you can select an execution interval of 5, 10, 15, 30, or 60 minutes. - The minimum execution interval varies depending on your plan. - Branching is a feature (operation) available with the Mini plan or higher. With the Free plan, operations of the configured flow bot 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.
Automatically Write and Transfer Schedule Tool Data to Google Drive
This flow updates data in Google Drive, starting from schedule apps like Google Calendar. It supports the integration of schedule management and file management, enhancing overall business efficiency.
Download a CSV from a specific website and upload it to Google Drive according to the specified schedule.
■Overview The "Create a folder in Google Drive when an event is created in Google Calendar" flow is a business workflow that automates schedule management and file organization. By eliminating the need to manually create folders related to events and seamlessly integrating Google Calendar and Google Drive, it supports efficient business operations. This automates the organization of documents based on events, contributing to improved business productivity.
■Recommended for ・Those who use Google Calendar and Google Drive for business ・Business people who want to automate file management linked to schedules ・Team leaders who want to reduce the hassle of manually creating folders ・Executives who want to streamline business workflows and improve productivity
■Notes ・Please integrate both Google Calendar and Google Drive 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.
Let's Create a Flow to Automatically Write and Transfer Data to Google Drive
Let's get started by creating a flow to automatically write and transfer data to Google Drive!
This time, we will proceed with the settings using Yoom in a no-code manner. If you do not have a Yoom account yet, please create one using this registration form.
[What is Yoom]
This time, we will create a flow bot to "move files received via Google Forms to a specified Google Drive folder".
The creation process is broadly divided into the following steps.
Register Google Forms and Google Drive as My Apps
Copy the template
Set up triggers for Google Forms and actions for Google Drive
Turn on the trigger and check the operation
Move the files received in Google Forms to a specified folder in Google Drive.
■Overview The "Move files received in Google Forms to a specified Google Drive folder" workflow is a business workflow that streamlines file management received through Google Forms. It eliminates the hassle of manually renaming files and moving folders, achieving automation by utilizing Yoom's API integration features. This makes writing to Google Drive smoother and organizing tasks easier.
■Recommended for ・Those who receive a large number of files using Google Forms and find management cumbersome ・Those who want to automate file organization within Google Drive and operate efficiently ・Administrative staff who spend time manually renaming files and moving folders ・IT personnel of companies looking to advance business flow automation using Yoom ・Business users who want to enhance the integration between Google Forms and Google Drive to improve operational efficiency
■Notes ・Please integrate both Google Forms and Google Drive with Yoom. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133 ・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.
Step 1: Register My App with Google Forms and Google Drive
First, register your app with Yoom to integrate the app you will use. By registering your app in advance, you can smoothly proceed with the subsequent flow settings.
Once logged into Yoom, click on "My Apps" in the left menu and select "Add" displayed on the right.
[Register My App with Google Forms]
(1) Search for Google Forms in the search bar and select Google Forms from the list of apps.
(2) Click on "Sign in with Google".
(3) On the [Sign in to Yoom] screen, click "Continue".
(4) Click "Continue".
This completes the app integration with Google Forms.
[For Google Drive]
(1) Similarly, search for Google Drive in the search bar and select Google Drive from the list of apps.
(2) Click on "Sign in with Google".
(3) Enter the Gmail email address and password to be linked with Yoom, and click "Next" on the [Sign in to Yoom] screen.
(4) Click "Continue".
This completes the app integration with Google Drive.
Step 2: Copy the Template
Once the app registration is complete, let's set up the flow bot right away! Click "Try it" on the banner below to copy the template.
Move the files received in Google Forms to a specified folder in Google Drive.
■Overview The "Move files received in Google Forms to a specified Google Drive folder" workflow is a business workflow that streamlines file management received through Google Forms. It eliminates the hassle of manually renaming files and moving folders, achieving automation by utilizing Yoom's API integration features. This makes writing to Google Drive smoother and organizing tasks easier.
■Recommended for ・Those who receive a large number of files using Google Forms and find management cumbersome ・Those who want to automate file organization within Google Drive and operate efficiently ・Administrative staff who spend time manually renaming files and moving folders ・IT personnel of companies looking to advance business flow automation using Yoom ・Business users who want to enhance the integration between Google Forms and Google Drive to improve operational efficiency
■Notes ・Please integrate both Google Forms and Google Drive with Yoom. ・Refer to the following for how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/en/articles/6807133 ・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 you click, the template will be automatically copied to your Yoom screen. A popup like the one below will appear, so press "OK" to proceed!
Step 3: Google Form Trigger Settings
(1) First, set up the app trigger so that the flowbot automatically starts when a response is received in Google Forms. Click on "When a response is submitted to the form" at the top of the copied template.
(2) In "Account information connected to Google Forms," select the account you want to use for operating the flowbot 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 shortest interval varies depending on the plan, so please be careful.
(4) In "Form ID," set the Google Form that will trigger the flowbot when a response is received. Click the input field to display candidates from the linked account and select from the candidates.
Once the setup is complete, perform a test. Attach a file and submit a response to the specified Google Form. (Since this is for testing, it's okay to use fictional information like "Test Corporation" or "Test Taro"!)
(5) If the test is successful, the information received in the form can be obtained as "Rterieved value," but as it is, the obtained information is insufficient... Click "+ Add value to retrieve" and add the items to be used for the file ID and file name to the retrieved value!
※Retrieved value refers to the values obtained when executing a "test" during trigger or operation settings. The obtained data can be used as a value during subsequent operation settings, and the value changes each time the flowbot is activated. For more details, please refer to here.
(6) When you click "+ Add value to retrieve," the extracted response information will be displayed. Click the "+" button where the response content you want to obtain is listed and click "Add."
(7) Once you have added values to the "retrieved value," hover over the added value and click the pencil icon.
(8) Change the "item name" to a recognizable name such as "Full Name" or "Email Address" and "Save."
(9) It might be clearer to delete the default "fileid" and "respondent name" by clicking the × button!
(10) This time, I adjusted the obtained information as shown in the figure below! Feel free to set it according to the business content you are utilizing.
※ The default output that can be obtained from Google Forms is limited to "Response ID," "Last Response Date," "Response Creation Date," and "Respondent's Email Address" due to specifications. To obtain response content, you need to add output using JSONPath. For more details on how to add output, please refer to the help page.
Finally, click "Save" to complete the setup!
Step 4: File Name Change Settings
(1) Next, set up to change the name of the file received in the form. Click "Change file name" in the template.
(2) In "Linked Account," select the Google Drive account to use for operating the flow.
(3) In "Target file ID," set the file obtained from the form. Click the input field and select the file ID in "When a response is submitted to the form" within "Retrieved Value" that appears.
(4) Set the "File name" as desired. This time, I set it as "(Full Name) Sama (Current Month) Invoice"! For (Full Name), select "Full Name" in "When a response is submitted to the form" within "Retrieved Value," and for (Current Month), select "This Month" in "Date" to set it. This way, you can quote the information obtained from the form for (Full Name) and the month the flowbot was activated for (Current Month).
(5) Once the setup is complete, click "Test" to execute the test. Check that the file name displayed in the test success field has been correctly changed according to the settings. Click "Save" to complete the setup!
Step 5: Google Drive File Move Settings
(1) Finally, set up to change the storage location of the file in Google Drive. Click "Change file destination folder" in the template.
(2) As before, select the Google Drive account to use for operating the flow in "Linked Account."
(3) In "Target file ID," set the ID of the file to be stored. Set the "fileId" within "Retrieved value".
(4) In "Current folder ID," enter the ID of the folder where the file received in the form is stored. Click the input field to display a list of folders in the linked account, and select the target folder.
(5) In "Destination folder ID," enter the ID of the folder to be moved to. Similarly, select the target folder from the candidates.
(6) Once the setup is complete, click "Test" to actually move the file! Open Google Drive and check if the file has been moved correctly.
Finally, click "Save" to complete the setup!
Step 6: Turn on the Trigger and Check Operation
With this, all settings are complete. After completing the settings, a popup like the one below will appear, so turn on the trigger. Check if the flow is operating normally!
Convenient Automation Examples Using Google Drive
It is possible to automatically store files received via forms or emails in Google Drive, or to automatically grant permissions to Google Drive files based on database information. Additionally, you can automatically obtain and store meeting recording files in Google Drive after a meeting ends.
After the Zoom meeting ends, obtain the recording file and store it in Google Drive.
■Overview The workflow "When employee information is added to Google Sheets, grant file permissions on Google Drive according to the department" contributes to the efficiency of administrative tasks. Since work time is reduced, the time to focus on other tasks will increase.
■Recommended for ・Those who manage employee information using Google Sheets ・Those who manually grant access permissions according to the department and feel it is cumbersome ・Those who want to quickly manage permissions when the number of new employees increases ・Companies that manage internal documents using Google Drive ・Those who want to streamline file permission management on Google Drive
■Notes ・Please link both Google Sheets and Google Drive 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. ・"Switch destination" is a feature (operation) available in plans above the mini plan. In the case of the free plan, the operation of the flow bot set will result in an error, so please be careful. ・Paid plans such as the mini plan can be tried for free for two weeks. During the free trial, you can use restricted apps and features (operations).
■Overview This flow issues an invoice with the content of the Google Form when it is submitted and saves it to Google Drive. With Yoom, you can easily integrate apps without programming.
■Recommended for: 1. Those who want to improve operational efficiency using Google Forms. - If you need to issue invoices regularly and it takes time. - If you want to reduce data entry effort and errors through automation.
2. Those managing documents with Google Drive. - If you want to manage various invoices and documents on Google Drive but want to avoid the manual upload process. - If you want to make it easier to share documents with team members using Google Drive.
■Notes - Please integrate Yoom with both Google Forms and Google Drive. - You can select the trigger intervals as 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - The shortest trigger interval varies by plan, so please be careful. - Refer to the following on how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/ja/articles/6807133
How was it? By automating data updates in Google Drive, you can reduce daily "small hassles" and achieve more efficient business operations. Automating the management of files received from various tools such as forms and emails can save you a significant amount of time, allowing you to focus on more creative tasks. With Yoom, you can quickly create convenient automation systems, which is quite appealing.
If you're thinking, "Can I really set it up quickly?" or "I'm a bit curious...", why not start by creating a free account? Registration takes just 30 seconds! Once registered, you can immediately experience setting up automation for various business processes.
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.
.avif)
