How to Automatically Send Files Added to Google Drive via Gmail

In today's business scene, it's common to use multiple tools for work. This means that situations where you upload files to Google Drive, send messages via Gmail, and switch between apps inevitably increase. While each task may not be significant on its own, repeating them multiple times could result in a substantial amount of total time. Therefore, let's integrate Google Drive and Gmail to simplify your workflow as much as possible!

This time, we will automate the flow of creating new files or folders in Google Drive, automatically downloading files, requesting approval, and then sending those files via Gmail. If this workflow can be automated, it might revolutionize tasks in accounting and HR that involve exchanging documents requiring approval.

Recommended for:

Those who want to attach and send files via Gmail every time they save them to Google Drive.
Those considering improving work efficiency with Google Drive and Gmail.
Those who want to ensure files saved in Google Drive are shared via Gmail.

For those who want to try it immediately:

This article introduces how to integrate using the no-code tool "Yoom." No complicated settings or operations are required, making it easy for non-engineers to implement. You can start right away using the template below, so please give it a try!

[What is Yoom]

How to Create a Flow Integrating Google Drive and Gmail

Now, let's create a flow bot that "receives approval when a file is stored in Google Drive and sends the file via Gmail."
Using the domestic no-code tool Yoom, even those without programming knowledge can easily automate flows!

Register for Yoom here. You can register easily in 30 seconds!‍

Official documentation about Yoom is here. Please take a look!

Instead of creating a flow bot from scratch, use a pre-configured template. Yoom offers various templates, allowing you to create your desired flow bot without code quickly!

First, let's integrate Yoom with each app.
This is called "My App Integration." Integrating Google tools with My App is quick!

My App Settings

Click the template banner, and a "Try this template" button will appear at the bottom of the screen. Click it.
This will take you to the "My Project" page, where you can select "My Apps" from the menu on the left side of the screen!
　　　↓

Click "Create New" at the top right! Enter "Gmail" in the search box, and the Gmail icon will appear. Click it.

On the Select Account page, click the Google account of the Gmail address to be integrated with Yoom!
Next, you'll be taken to the Login to Yoom page, so click Next.
Finally, if a page appears saying Yoom is requesting additional access to your Google account, click Continue, and you're all set!

Let's continue with the Google Drive My App integration!
Similarly, click "New Connection" at the top right! Enter Google Drive and click the Google Drive icon.

When the above screen appears, click the red frame.
Next, you'll move to the authentication screen, so don't forget to allow all permissions.
Once authenticated, the Google Drive My App integration is complete.

This is also quick!! It's great that the integration finishes so quickly…!

Once My App registration is complete, click the banner below to proceed. Next, we'll move on to setting up the flow bot.

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 "Receive approval and send files via Gmail when files are stored in Google Drive", and press edit in the top right corner.

　　　　　↓

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

　　　　　↓

　　　　　↓
After setting the trigger activation interval, click Test just below! If it displays "Test Successful" in blue, press Save.
The Google Drive trigger setup is now complete. Let's move on to the next step!
* You can select the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes, and the shortest activation interval varies depending on the plan.

File Download

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

　　　　　↓

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, save it and you're good to go.

Request Approval

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

If you want to change the text written in the details of the authentication content, feel free to change it to whatever you like. Also, if you want to change the approver, go ahead and change it.
If there are no issues, save it as is! It's progressing smoothly!

Gmail Settings

Finally, let's set up Gmail. Click on "Send Email" under the Gmail icon.
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, press Next.

　　　　　↓

A test email screen will be displayed, so if there are no issues, press Test.
Once successful, the creation of the flowbot 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 attached and sent via Gmail without requiring an approval request.
Additionally, it is possible to set up integrations such as sending an email via Gmail when a new file is created in Google Drive, or uploading 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, Discord, 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, Notion, or similar, a folder is automatically created in Google Drive.

Create a folder when a client or lead is registered in the CRM app

When a client or lead is registered in Salesforce, HubSpot, etc., a folder is automatically created in Google Drive.

Automation Example Using Gmail

Add Received Content in Gmail to a Database

Automatically add content received in Gmail to Google Sheets, Notion, 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 and the Benefits of Integrating Google Drive with Gmail

1. Automatic Sending of Files and Folders
‍When files or folders are created in Google Drive, you can send them via Gmail.
Automating this flow eliminates the need to manually input emails each time!
This can save a significant amount of time for marketers who work at a fast pace using multiple digital tools, and for administrative staff who often have detailed clerical tasks.

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 time-sensitive documents!
Even when sharing Google Drive within a team, notifications are smooth, so lags between team members are less likely to occur.
This is a very convenient feature when frequently exchanging files.

Are There Disadvantages to Not Integrating?

If you do not integrate Google Drive with Gmail, you will have to manually handle file exchanges and input 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 they are suitable for automation.

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 one-step action of "requesting approval" before sending via Gmail, making it a highly practical flowbot 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!