How to Automatically Send Files Added to Google Drive via Gmail

Google Drive Trigger Settings

Once your app registration is complete, click on "My Projects" on the left side of the screen!
Enter the screen with the Google Drive icon labeled "[Copy] Receive approval when a file is stored in Google Drive and send the file via Gmail", and click edit in the top right corner.

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Click on "When a new file or folder is created" under the Google Drive logo, and you'll be taken to a page to select the linked account and action.
Since we are using a template created in Yoom, the necessary information is already entered, so click Next.

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Once you set the trigger interval, click the test button just below! If it displays "Test Successful" in blue, click save.
The Google Drive trigger setup is now complete. Let's move on to the next step!
*The trigger can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes, and the shortest activation interval varies depending on the plan.

File Download

Click on "Download Image File/PDF File" under the Google Drive logo!
As before, the necessary fields are already filled in, so click Next.

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The necessary content for the next page is also already entered. Using a template makes it so easy to create a flowbot, it's really convenient...!
Press test here as well, and if it displays "Test Successful" in blue, click save to confirm.

Request Approval

Next, click on the icon with the thumbs-up "Request Approval".
Surprisingly... the settings for this are already entered as well...!

If you want to change the text written in the approval details, feel free to modify it as you like. Also, if you want to change the approver, go ahead and change it.
If there are no issues, save as is! Moving along smoothly!

Gmail Settings

Finally, let's set up Gmail. Click on the Gmail icon "Send Email".
Once you transition to the email settings page, fill in the required fields.

The body text is already filled in, but as before, feel free to change it to any content you like!
Once you've completed the input, click Next.

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A test email screen will be displayed, so if there are no issues, try pressing test.
Once successful, the flowbot creation is complete. Well done!

Other Automation Examples Using Google Drive and Gmail

In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Google Drive and Gmail.

If you find something interesting, please give it a try!

Automation Examples Integrating Google Drive and Gmail

When a file is uploaded to Google Drive, it can be sent as an attachment via Gmail without requiring an approval request.
Additionally, it is possible to send an email via Gmail when a new file is created in Google Drive, or to upload attachments received in Gmail to Google Drive.

Automation Example Using Google Drive

Notify Chat Tools When Files or Folders Are Created in Google Drive

Automatically notify Slack, Chatwork, etc., when files or folders are created in Google Drive.

Create a folder when a record is added to the database

When a record is added to Google Sheets or Notion, a folder is automatically created in Google Drive.

Upload files approved in the workflow to Google Drive

Automatically upload files approved in applications such as Jobcan Expense Management and Workflow to Google Drive.

Example of Automation Using Gmail

Add Received Content in Gmail to a Database

Automatically add the content received in Gmail to Google Sheets, kintone, etc.

Remind Calendar Events and Task Deadlines in Gmail

Automatically remind yourself of upcoming Google Calendar events and tasks nearing their deadlines in Asana through Gmail.

Send a Template Email via Gmail from the Lead Details Page

Send a template email with one click from customer management pages like Salesforce or HubSpot.

What You Can Do & Benefits of Integrating Google Drive and Gmail

1. Automatic Sending of Files and Folders
‍When files or folders are created in Google Drive, you can send them via Gmail.
Once this flow is automated, you no longer need to manually input emails each time!
This will save a significant amount of time for marketers who work at a fast pace and administrative staff who have a lot of detailed tasks to handle!

2. Smooth Notifications of File and Folder Creation/Updates
‍When files or folders are updated in Google Drive, you can also receive notifications via Gmail.
If updates are automatically notified, it can be said to be a perfect flow for documents with strict deadlines!
Even if you share Google Drive within a team, notifications are sent smoothly, so lags between team members are less likely to occur.
This is a very convenient feature when files are frequently exchanged.

Are There Disadvantages to Not Integrating?

If you do not integrate Google Drive and Gmail, you will have to manually exchange files and fill in the body of Gmail each time.
Because it is a simple task, it can be a very cumbersome flow in urgent situations.
There is also the possibility of input errors, and such simple tasks tend to be postponed, so automation is suitable.

Summary

Google Drive and Gmail, which anyone with a Google account can use, are easy to incorporate into work and intuitive to use, making them convenient!
Google Drive is easy to share, making it an indispensable tool for exchanging and storing files.

The flow introduced this time includes a single action of "requesting approval" before sending via Gmail, making it a highly practical flow bot for handling files that require the go-ahead from accounting, HR, or team leaders.
Be sure to incorporate it into your daily work to simplify tasks!