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!
Once the file is stored in Google Drive, receive approval and send the file via Gmail.
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!
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.
Once the file is stored in Google Drive, receive approval and send the file via Gmail.
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.
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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.
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↓ 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.
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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, 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.
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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!
Once the file is stored in Google Drive, receive approval and send the file via Gmail.
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.
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.
■Overview The "Create a folder in Google Drive when a contact is registered in Apollo" flow is a business workflow that streamlines data management associated with sales activities. Every time a new contact is added to Apollo, a dedicated folder is automatically created in Google Drive. This allows for centralized management of materials and information related to each contact, reducing the effort and errors of manual folder creation. It is a convenient workflow to achieve efficiency and organization of data for the sales team.
■Recommended for ・Sales representatives managing a large number of contacts using Apollo ・Those who want to organize contact-specific materials in Google Drive for efficient access ・Team leaders who want to reduce the time and effort of manual folder creation ・Executives who want to advance the automation of sales processes and improve business efficiency
■Notes ・Please link both Apollo 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.
■ Overview Are you manually copying the contents of customer inquiries or order emails received in Gmail into a Notion database? This task is time-consuming and prone to copy-and-paste mistakes and omissions. By using this workflow, simply receiving specific Gmail messages will prompt AI to automatically parse the content and add it to Notion, reducing the effort of consolidating information and enabling accurate data management.
■ Who we recommend this template for ・Those who manage information received in Gmail with Notion and find manual entry burdensome ・Teams that want to eliminate transcription errors from emails and improve the accuracy of data management ・Those who want to automate the initial steps of inquiry handling and task management, and focus on core work
■ Notes ・Please connect both Gmail and Notion with Yoom. ・You can choose the trigger interval at 5, 10, 15, 30, or 60 minutes. ・Please note that the minimum trigger interval varies depending on your plan.
This is a flow to store survey results received via Gmail into Microsoft Excel.
■Important Notes ・Please integrate with both Gmail and Microsoft Excel with Yoom. ・You can select the trigger activation interval of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest trigger activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) has plans for personal and general business use (Microsoft365 Business), and authentication may fail if you're not enrolled in the general business plan. ・AI operations are only available in team plans and success plans. If you are on a free plan or mini plan, operations set in the flow bot will result in errors, so please be cautious. ・Paid plans such as team plans and success plans offer a two-week free trial. During the free trial, you can use restricted apps and AI features (operations).
This is a flowbot that extracts information from emails received in Gmail using AI and links it to a specified spreadsheet. Please use it by forwarding emails from Gmail to the email address created in Yoom.
■Overview The "Workflow to automatically send reminder emails for upcoming Asana task deadlines" is a business workflow that streamlines project management and supports adherence to task deadlines. By leveraging the integration of Asana and Gmail, it automatically notifies you of tasks with approaching deadlines via reminder emails.
■Recommended for ・Project managers who use Asana for project management and face challenges in managing task deadlines ・Those who use Gmail regularly and want to facilitate effective communication with team members ・Team leaders aiming to reduce the time spent on manual task reminders and improve operational efficiency ・Executives and managers who want to constantly monitor project progress and promote deadline adherence
■Notes ・Please integrate Yoom with both Asana and Gmail.
■Overview The flow 'Retrieve events from Google Calendar and send reminders via Gmail' is a business workflow that automatically checks Google Calendar events and sends reminder emails through Gmail. By utilizing Yoom, you can smoothly integrate Google Calendar and Gmail, achieving automation of reminders.
■Recommended for ・Those who use Google Calendar regularly and want to make schedule management more efficient Those who have a wide range of daily schedules and find manual reminder settings cumbersome ・Business people who use Gmail as their main communication tool Those who want to perform reminders in Gmail to avoid missing important email notifications ・Companies or teams that want to improve efficiency by advancing business automation Those who want to focus resources on other important tasks without spending time on manual reminder settings and schedule checks
■Notes ・Please integrate both Google Calendar and Gmail with Yoom.
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!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
After working as a manager at a general store, I began working from home as an SEO writer. Later, I entered into a freelance contract with a marketing startup for about five years. Surrounded by University of Tokyo students, I spent my days learning various business terminologies and how to use SaaS tools. During my time as a store manager, I was often overwhelmed by administrative tasks such as sales and inventory management, personnel management, and ordering, which frequently prevented me from engaging with customers and caused me to miss sales opportunities. Even during my freelance work, I found myself bogged down with repetitive tasks like data entry and often thought, "Can't these monotonous tasks be automated?" Therefore, I strongly resonate with Yoom's vision!
