・
"Did I save the file that came in the email?"
"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.
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!
■Overview
The "Move files received via 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 by utilizing Yoom's API integration feature to achieve automation.
This makes writing to Google Drive smoother and organizing tasks easier.
■Recommended for
■Benefits of using this template
Google Forms is a tool that can be used to collect information, but manually changing the names and storage locations of submitted files is cumbersome.
By utilizing this flow, you can reduce work time through the automation of file management.
Additionally, it helps prevent writing errors 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!
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.
■Overview
This flow merges multiple PDFs received through a form and saves them to Google Drive.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who manage files with Google Drive
・Those who utilize shared team folders for information sharing
・Those who use file management for business purposes but find manual management cumbersome
2. Those who manage PDF files
・Those who find merging PDF files time-consuming
・Those who merge multiple files to organize folders
■Benefits of using this template
Consolidating files used for business into a single file is important from a file management perspective, but doing it manually can be time-consuming.
By utilizing this flow, you can automatically save merged PDF files sent through a form to Google Drive, significantly reducing manual work time.
The merged files are automatically added to the specified folder, eliminating the need to manually merge files received by email and save them to a folder, thus streamlining file management.
■Overview
The "Move files received via 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 by utilizing Yoom's API integration feature to achieve automation.
This makes writing to Google Drive smoother and organizing tasks easier.
■Recommended for
■Benefits of using this template
Google Forms is a tool that can be used to collect information, but manually changing the names and storage locations of submitted files is cumbersome.
By utilizing this flow, you can reduce work time through the automation of file management.
Additionally, it helps prevent writing errors 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.
■Overview
This is a flow to upload attachments received in Gmail to Google Drive.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between apps.
■Recommended for
1. Those who use Gmail for business
・Those who frequently receive files via email from clients
・Those who want to prevent the risk of missing or losing email attachments
2. Those who use Google Drive for business
・Those who want to quickly save files to a shared drive for the entire team
・Those who manage multiple projects and want to organize deliverables in project-specific folders
・Those who want to organize and manage contracts and invoices sent by customers
■Benefits of using this template
With this flow, files attached to emails with specific labels received in Gmail are automatically uploaded to a designated folder in Google Drive.
It enables timely information sharing after receiving emails, reduces human errors such as missing or incorrect file storage, and prevents the risk of loss.
It is useful for sharing files received via email, such as invoices, project documents and deliverables, and various internal documents.
■Notes
・Please integrate Gmail and Google Drive 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.
・If you are using email auto-sorting settings to determine the presence of attachments with specific labels, branching settings are not necessary.
■Overview
This is a flow to upload attachments received in Outlook to Google Drive.
With Yoom, you can easily achieve this flow without any programming, as it allows for seamless integration between applications.
■Recommended for
1. Those who use Outlook for business
・Those who frequently receive files via email from clients
・Those who want to prevent the risk of missing or losing email attachments
2. Those who use Google Drive for business
・Those who want to quickly save files to a drive shared by the entire team
・Those who manage multiple projects and want to organize deliverables and materials in project-specific folders
・Those who want to organize and manage contracts and invoices sent by clients
■Benefits of using this template
With this flow, files attached to emails with specific subjects received in Outlook are automatically uploaded to a designated folder in Google Drive.
It enables timely information sharing after receiving emails, reduces human errors such as missing or misplacing files, and prevents the risk of loss.
It is useful for sharing files received via email, such as invoices, project materials and deliverables, and various internal documents.
■Notes
・Please integrate Yoom with both Outlook and Google Drive.
・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business). If you are not subscribed to the general business plan, authentication may fail.
・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.
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.
■Overview
This flow downloads a CSV from a specific website and uploads it to Google Drive according to the specified schedule.
With Yoom, you can easily integrate apps without programming.
■Recommended for
1. Those who regularly download data from specific websites
・Those who create reports or conduct analysis using collected data
・Those who collect customer or market data to utilize in sales activities or product development
2. Those who use Google Drive for business
・Those who spend a lot of time on file uploads
・Those aiming to improve data management efficiency
■Benefits of using this template
With this flow, data download and upload are automatically completed according to the specified schedule, allowing the person in charge to focus on their primary tasks.
Additionally, it helps prevent omissions and delays in tasks, leading to improved accuracy and reliability of data.
■Notes
・Please integrate Google Drive with Yoom.
・The operation to control the browser is only available with the Success Plan. For other plans, the set operation will result in an error, so please be careful.
・Paid plans like the Success Plan offer a two-week free trial. During the free trial, you can use operations that control restricted apps or browsers.
・For instructions on setting up operations to control the browser, please refer to here.
・Please customize the operation to control the browser according to the website you are using.
■ Overview
The flow "When an event is created in Google Calendar, create a folder in Google Drive" 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 with Google Drive, it supports efficient business operations.
This automates the organization of documents based on schedules, contributing to improved productivity.
■ Recommended for
■ Benefits of using this template
Managing files that occur for each event in Google Calendar can be cumbersome.
By utilizing this flow, work efficiency is improved through schedule-linked folder creation.
Folder creation in Google Drive is automated, preventing manual errors, and the standardization of business workflows is expected to improve the productivity of the entire team.
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.
■Overview
The "Move files received via 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 by utilizing Yoom's API integration feature to achieve automation.
This makes writing to Google Drive smoother and organizing tasks easier.
■Recommended for
■Benefits of using this template
Google Forms is a tool that can be used to collect information, but manually changing the names and storage locations of submitted files is cumbersome.
By utilizing this flow, you can reduce work time through the automation of file management.
Additionally, it helps prevent writing errors to 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.
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.
■Overview
The "Move files received via 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 by utilizing Yoom's API integration feature to achieve automation.
This makes writing to Google Drive smoother and organizing tasks easier.
■Recommended for
■Benefits of using this template
Google Forms is a tool that can be used to collect information, but manually changing the names and storage locations of submitted files is cumbersome.
By utilizing this flow, you can reduce work time through the automation of file management.
Additionally, it helps prevent writing errors to Google Drive.
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!
(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!
(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!
(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!
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!
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.
■Overview
This is a flow where, after a meeting ends on Zoom, the recording file is obtained and linked to Google Drive to be stored in a specified folder.
■Recommended for
1. Those who frequently conduct meetings using Zoom
・Individuals in departments overseeing internal meetings
・Planners or planning departments organizing webinars and other events
・HR personnel responsible for web interviews
2. Representatives of companies that adopt data storage via Google Drive in their operations
・Secretaries who need to store meeting minutes every time
・Secretarial staff responsible for compiling Q&A for each presentation data
3. Those looking to reduce manual input tasks and automate processes
・Owners of small and medium-sized enterprises aiming for operational efficiency
・Marketing personnel managing data using digital tools
■Benefits of using this template
・Automatically stores files after meetings, reducing manual effort.
・Promotes DX by automating routine tasks.
■Notes
・Please integrate Yoom with both Zoom and Google Drive.
■Overview
This is a flow that creates a folder in Google Drive when an account is registered in Salesforce.
■Recommended for
1. Companies using Salesforce as a centralized customer information management platform
・Business personnel managing information for each account
・Those managing leads and accumulating related information
・Those registering status for each project and sharing it with the team
2. Those using Google Drive for file management
・Those creating folders for each client company
・Those who want to share managed data clearly
■Benefits of using this template
Google Drive is a tool suitable for centralized file management.
By using Salesforce to manage customer information and linking it with files managed in Google Drive, access to necessary information is streamlined.
However, manually creating a folder in Google Drive every time an account is registered in Salesforce can negatively impact the productivity of the entire team.
This flow is suitable for those who want to streamline the workflow of the entire team.
By using this template, a folder for the account is automatically created in Google Drive when an account is added in Salesforce, eliminating manual work.
Automating folder creation and reallocating the time spent on manual work to other tasks can lead to improved productivity for the entire team.
■Notes
・Please integrate both Salesforce and Google Drive with Yoom.
・Salesforce is an app available only with the Team Plan and Success Plan. For Free Plan and Mini Plan, operations and data connections set in Flowbot will result in errors, so please be careful.
・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions.
■Overview
The workflow "Grant file permissions in Google Drive based on department when employee information is added to Google Sheets" contributes to streamlining administrative tasks.
As work time is reduced, you will have more time to focus on other tasks.
■Recommended for
■Benefits of using this template
Implementing a flow that automatically grants file permissions in Google Drive based on department when employee information is added to Google Sheets has several benefits.
First, employees can quickly access the appropriate files.
This allows for smooth project launches and important document reviews, improving work efficiency.
Additionally, it reduces the burden on administrators by eliminating the need to manually set file permissions.
By utilizing this flow, you can reduce unnecessary manual work and expect to streamline administrative tasks.
■Overview
This is a flow where an invoice is generated and saved to Google Drive based on the content of a submitted Google Form.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who want to improve work efficiency using Google Forms
・Those who need to issue invoices regularly but find the process time-consuming
・Those who want to reduce the hassle of data entry and minimize errors through automation
2. Those who manage documents using Google Drive
・Those who want to manage various invoices and documents on Google Drive but want to avoid the hassle of manual uploads
・Those who want to make it easier to share documents with team members using Google Drive
■Benefits of using this template
By implementing a flow that automatically generates and saves invoices to Google Drive based on submitted Google Forms, you can eliminate the manual effort of creating invoices.
This improves the speed of invoice issuance and enhances the efficiency of administrative tasks.
Additionally, since invoices are automatically saved to Google Drive, the risk of losing them is reduced.
Furthermore, automation helps prevent human errors, improving the accuracy of invoice details and enhancing customer trust.
Moreover, by streamlining operations, staff can focus on other important tasks, thereby increasing productivity.
■Overview
This is a flow where files are stored in Google Drive once an envelope (completion) is finalized in DocuSign.
■Recommended for
1. Those who frequently need to finalize and manage contracts
2. Those looking to reduce manual contract management and automate the process
3. Those who regularly use DocuSign and Google Drive
■Benefits of using this template
・Once an envelope is completed in DocuSign, files are automatically stored in Google Drive, eliminating the need for manual file saving.
・The document saving process is automated, reducing management burden.
■Notes
・Please integrate both DocuSign and Google Drive with Yoom.
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.
You can freely customize the flow, so try building the optimal automation flow that suits your company's operations.
Make daily tasks easier and more efficient with Yoom.
Take this opportunity to incorporate automation and achieve a smarter way of working!
