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"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!
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.
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.
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.
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.
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.
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.
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!
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