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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.
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!
■Overview
This is a flow where once a file is stored in Google Drive, it receives approval and is sent using Gmail integration.
■Recommended for
1. Those who need to manage and process forms from client companies
・Sales assistants and accounting staff
・Office staff and office managers
2. Companies using Google Drive
・General affairs department, office staff, and customer service personnel
・Accounting and HR personnel
3. Those looking to reduce manual input tasks and automate processes
・Owners of small and medium-sized enterprises aiming for operational efficiency
・General affairs and office staff with many data entry tasks
・Marketing personnel utilizing digital tools for operations
■Benefits of using this template
・By automating the process from approval to email sending triggered by file storage, it reduces manual work and improves operational efficiency.
・The automated completion of the process helps prevent errors from manual input.
■Notes
Please integrate Yoom with both Google Drive and Gmail.
[What is Yoom]
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!
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!
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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.
■Overview
This is a flow where once a file is stored in Google Drive, it receives approval and is sent using Gmail integration.
■Recommended for
1. Those who need to manage and process forms from client companies
・Sales assistants and accounting staff
・Office staff and office managers
2. Companies using Google Drive
・General affairs department, office staff, and customer service personnel
・Accounting and HR personnel
3. Those looking to reduce manual input tasks and automate processes
・Owners of small and medium-sized enterprises aiming for operational efficiency
・General affairs and office staff with many data entry tasks
・Marketing personnel utilizing digital tools for operations
■Benefits of using this template
・By automating the process from approval to email sending triggered by file storage, it reduces manual work and improves operational efficiency.
・The automated completion of the process helps prevent errors from manual input.
■Notes
Please integrate Yoom with both Google Drive and 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.
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.
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!
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!
■Overview
This is a flow where once a file is stored in Google Drive, it receives approval and is sent using Gmail integration.
■Recommended for
1. Those who need to manage and process forms from client companies
・Sales assistants and accounting staff
・Office staff and office managers
2. Companies using Google Drive
・General affairs department, office staff, and customer service personnel
・Accounting and HR personnel
3. Those looking to reduce manual input tasks and automate processes
・Owners of small and medium-sized enterprises aiming for operational efficiency
・General affairs and office staff with many data entry tasks
・Marketing personnel utilizing digital tools for operations
■Benefits of using this template
・By automating the process from approval to email sending triggered by file storage, it reduces manual work and improves operational efficiency.
・The automated completion of the process helps prevent errors from manual input.
■Notes
Please integrate Yoom with both 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!
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.
■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 where when a file is uploaded to a specific folder in Google Drive, the file is attached and sent via Gmail.
■Recommended for
1. Those who use Google Drive for work
・Those who manage files using Google Drive
・Those who organize folders by project or client and store files as needed
2. Those who use Gmail for work
・Those who regularly use Gmail to send emails
・Those considering integrating Google Drive and Gmail to improve work efficiency
■Benefits of using this template
When sending files uploaded to Google Drive via email, it is cumbersome to check Google Drive each time.
If urgent tasks are progressing simultaneously, the effort of checking can reduce work efficiency.
This template automatically downloads files when they are uploaded to a specific folder in Google Drive.
Since you can attach the downloaded file to Gmail and send it, there is no need to access Google Drive.
You can set the Google Drive folder, Gmail recipient, and email content according to specific members or business partners.
■Notes
・Please integrate Google Drive and Gmail.
■Overview
This is a flow that sends an email via Gmail when a new file is created in Google Drive.
■Recommended for
1. Those who want to easily share tasks and information
・Sales department personnel responsible for managing numerical targets
・Personnel in charge of the corporate headquarters of companies with many branches
・Professionals such as social insurance labor consultants or tax accountants with advisory contracts
2. Those who use Gmail as their main communication tool
・Department heads using it for internal communication
・Sales assistants responsible for interactions with client companies
3. Those who want to reduce manual input and automate processes
・Owners of small and medium-sized enterprises aiming for business automation
・Administrative staff who want to enhance data accuracy
■Benefits of using this template
・Since an email is sent via Gmail when a new file is created in Google Drive, file integration can be performed quickly.
・You can check notifications from Gmail when a new file is created in Google Drive, which helps improve work efficiency.
■Notes
・Please integrate both Gmail and Google Drive with Yoom.
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.
■Overview
This is a flow that notifies Discord when a file is uploaded 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 Google Drive and Discord for work
・Individuals responsible for file management using Google Drive
・Those who use Discord as a communication tool among team members
・Those considering integrating Google Drive and Discord to improve work efficiency
2. Those who want to automate manual Discord message input
・Those who frequently use Discord for internal notifications
・Owners of small and medium-sized enterprises aiming for business automation
■Benefits of using this template
By utilizing the flow [Notify Discord when a file is uploaded to Google Drive], you can effectively prevent human errors such as message mistakes and improve work efficiency.
Additionally, you will no longer need to manually send notifications, allowing you to allocate time to other important tasks.
※Discord notifications can be customized to your preferred destination and message content.
■Notes
・Please integrate both Google Drive and Discord with Yoom.
・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest activation interval may vary depending on the plan.
■Overview
This is a flow that notifies you on Google Chat when a new file is created in Google Drive.
■Recommended for
1. Those who use Google Drive and Google Chat for work
・Persons in charge of file management using Google Drive
・Those who use Google Chat as a communication tool among members
・Those considering streamlining operations by integrating Google Drive and Google Chat
2. Those who want to automate manual message input in Google Chat
・Those who frequently use Google Chat for internal notifications
・Owners of small and medium-sized enterprises aiming for business automation
・Personnel in general affairs and administration with many manual tasks
■Benefits of using this template
・You can streamline operations by automatically notifying Google Chat when a new file is created in Google Drive.
・Automating notifications in Google Chat helps prevent human errors such as incorrect recipients or messages.
・You no longer need to manually send notifications from Google Chat, allowing you to allocate time to other important tasks.
・Notifications in Google Chat can be customized for spaces or specific users as desired.
■Notes
・Please integrate both Google Drive and Google Chat with Yoom.
・Integration with Google Chat is only possible with Google Workspace. For details, please refer here.
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.
■Overview
This is a flow that creates a folder in Google Drive when a client is registered in Notion.
■Recommended for
1. Companies using Notion as a centralized information management platform
・Personnel responsible for creating pages for each client and managing information
・Those who use databases to visualize information
2. Those who manage files using Google Drive
・Those who create 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 simultaneously using Notion to accumulate customer-related data, you can link the information managed in Google Drive and proceed with operations smoothly.
However, manually creating folders in Google Drive every time information is added to Notion can hinder concentration on other tasks.
By using this template, you can immediately create a folder for the client in Google Drive after adding a client in Notion, eliminating the need for manual work.
Not only does it eliminate the hassle of folder creation, but it also allows for quick folder creation, enabling smooth business operations.
Furthermore, by integrating with chat tools following this flow, you can notify the team of the registration of new client companies and the completion of folder creation.
■Notes
・Please integrate Notion and Google Drive with Yoom respectively.
■Overview
This is a flow that creates a folder in Google Drive when a client is registered in SPIRAL.
■Recommended for
1. Companies using SPIRAL as a centralized location for customer information
・Personnel responsible for managing information for each client
・Sales assistants managing leads
2. Those using Google Drive for file management
・Those creating folders for each client
・Those who want to share managed data clearly
■Benefits of using this template
Google Drive is a tool suitable for centralized file management.
By simultaneously registering customer information using SPIRAL, you can manage files in Google Drive in association with it.
However, manually creating a folder in Google Drive each time a client is registered in SPIRAL wastes valuable time.
This flow is suitable for those who want to reduce the time spent on tasks and focus on core business activities.
By using this template, when a client is added in SPIRAL, a folder for the client is automatically created in Google Drive, saving manual time.
By using the time previously spent on folder creation for other tasks, the entire team can focus on high-priority tasks, leading to improved work efficiency.
■Notes
・Please integrate both SPIRAL and Google Drive with Yoom.
■Overview
This is a flow that creates a folder in Google Drive when a row is added in Google Sheets.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who manage data using Google Sheets
・Those who manage data with Google Sheets but want to streamline folder management in Google Drive in line with data updates
2. Companies that manage files using Google Drive
・Those who manually create folders corresponding to Google Sheets data each time and find it cumbersome
■Benefits of using this template
By using a flow that automatically creates folders in Google Drive when a row is added in Google Sheets, you can gain various benefits.
Firstly, it eliminates the hassle of manually creating folders, improving work efficiency through automation.
As a result, you can allocate time to other important tasks.
Additionally, since the timing of folder generation becomes consistently accurate, data organization is conducted efficiently.
This allows you to quickly find the necessary files, thereby enhancing the speed of operations.
Furthermore, automation reduces human error, enabling accurate data management.
■Notes
・Please connect both Google Sheets 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.
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.
■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 "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 associated with manual folder creation. It is a convenient workflow designed to enhance the efficiency of the sales team and organize data effectively.
■Recommended for
■Benefits of using this template
■Overview
This is a flow that creates a folder with the company name in a specified location on Google Drive when a new company is registered in HubSpot.
■Recommended for
1. Companies that store data for each company in Google Drive
・Sales assistants or department heads
・Administrative staff overseeing company-wide information
・Accounting staff issuing forms for each company
2. Companies managing related company information in HubSpot
・Sales staff managing business cards and company information
・Marketing staff
3. Those who want to reduce manual input and automate processes
・Owners of small and medium-sized enterprises aiming for business automation
・Administrative staff who want to improve data accuracy
■Benefits of using this template
・The entire process is completed automatically, eliminating the need for manual work and improving business efficiency.
・The flow bot is automatically activated based on the registered content, helping to prevent omissions in operations.
■Notes
・Please integrate Yoom with both HubSpot and Google Drive.
Add Received Content in Gmail to a Database
Automatically add content received in Gmail to Google Sheets, Notion, etc.
■Overview
The "Add Gmail Content to Notion" flow is a business workflow that streamlines email management and information organization.
It eliminates the hassle of manually transferring the large volume of Gmail emails received daily to Notion, automatically organizing and saving the necessary information.
This ensures that important email content is managed without omission, facilitating smooth information sharing within the team.
For those using Notion for project management or task tracking, the automatic addition of email content is particularly convenient.
Please take advantage of this workflow to make your daily operations smarter.
■Recommended for
■Benefits of using this template
■Overview
This is a flow bot that extracts information from emails received in Gmail using AI and integrates it into a designated spreadsheet.
Please use it by forwarding emails from Gmail to the email address created in Yoom.
■Recommended for
・Those who want to manage specific emails in a list.
・Those who want to analyze emails using spreadsheet functions.
■Benefits of using this template
By using this template, you can extract specific content from received emails and manage it in a spreadsheet, making it possible to analyze inquiry emails and manage data. It is especially beneficial for improving customer support operations.
■Notes
・It is necessary to link both Gmail and spreadsheet accounts with Yoom.
・Feel free to change the content extracted by AI and the settings of the destination spreadsheet as needed.
・AI operations are only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operation of the configured flow bot will result in an error, so please be careful.
・Paid plans such as the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use restricted apps and AI functions (operations).
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.
■Overview
The "Send Reminders for Upcoming Asana Tasks via Gmail" workflow streamlines project management and supports adherence to task deadlines. By leveraging the integration between Asana and Gmail, it automatically sends reminder emails for tasks with approaching deadlines.
■Recommended for
■Benefits of using this template
■Overview
The flow of "Retrieving events from Google Calendar and sending reminders via Gmail" is a business workflow that automatically checks events in Google Calendar and sends reminder emails through Gmail.
By utilizing Yoom, you can smoothly integrate Google Calendar and Gmail, achieving automation of reminders.
■Recommended for
■Benefits of using this template
By automating reminder settings, you can reduce the time spent on manual tasks, lower the risk of sending errors, and focus on your work with peace of mind.
Additionally, it enables reminders based on the latest schedule, achieving consistent schedule management.
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.
■Overview
This is a flow that automatically sends emails via Gmail using information from a Notion database.
■Recommended for
1. Those who manage customer information or tasks in Notion
・Those who want to automatically send emails via Gmail for regular customer contact or task deadline notifications based on information registered in the Notion database
・Those who want to improve work efficiency by eliminating the hassle of manually creating and sending emails
・Those who want to send personalized emails via Gmail according to customer information or task progress
2. Marketing professionals
・Those who want to automate segmented email marketing based on customer information managed in Notion
・Those who want to automatically send event or campaign announcements to target customers
3. Project managers
・Those who want to automatically send reminder emails via Gmail to responsible persons when task deadlines managed in Notion are approaching
・Those who want to regularly report project progress to stakeholders via email
■Benefits of using this template
Notion is a useful tool for project management and information sharing, but manually creating and sending Gmail based on information registered in the database is inefficient and time-consuming. Especially when regular communication or email sending based on large amounts of data is required, manual work can easily lead to errors and become a bottleneck in operations.
By implementing this flow, Gmail is created and sent using information from the Notion database as a trigger, allowing you to allocate valuable time to other tasks without the need for manual email creation and sending. Additionally, automation reduces the risk of sending errors and information leaks, enabling accurate and efficient information sharing.
■Notes
・Please integrate both Notion and Gmail with Yoom.
■Overview
Send a template email from Gmail using specific lead detail pages in Salesforce.
Feel free to change the email content to any desired value.
Additionally, attachments can be freely configured.
■Notes
・This can only be used on Chrome as it requires a Chrome extension.
・Salesforce is available only on the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in Flow Bot will result in errors, so please be aware.
・Paid plans like the Team Plan and Success Plan offer a two-week free trial. During the free trial, you can use apps that are usually restricted.
■Overview
This is a flow for sending template emails via Gmail to leads registered in HubSpot contacts.
By using Yoom, you can easily integrate apps without the need for programming.
By using a trigger with a Chrome extension, you can directly activate the trigger from HubSpot.
■Recommended for
1. Those who manage leads with HubSpot
・Those who use HubSpot to manage new leads but feel the burden of tracking and follow-up
・Those who want to send template emails quickly to leads and facilitate smooth communication
2. Those who use Gmail regularly
・Those who want to improve work efficiency through the automatic sending of template emails
■Benefits of using this template
By sending template emails via Gmail to leads registered in HubSpot contacts, you can provide timely follow-up to leads.
Utilizing this flow eliminates the manual effort of sending emails, thereby improving work efficiency.
Additionally, using template emails ensures consistency in email content, giving a professional impression.
This allows for effective lead nurturing, ultimately leading to increased sales.
■Notes
・Please integrate both HubSpot and Gmail with Yoom.
・For instructions on setting up triggers using the Chrome extension, please refer to here.
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.
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.
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!
