How to Integrate Applications

2024/07/31

How to link Google Drive and Gmail to send an email via Gmail whenever a new file is created in Google Drive

a.fukuyama

The integration of Google Drive and Gmail can be utilized in any department!
By receiving automatic notifications when folders or files are created, without having to check Google Drive each time, sharing within the team can be made more efficient.
Being able to check in real-time allows for smooth feedback and revision processes.
This article introduces the benefits of integrating Google Drive and Gmail, and how to do it without coding.

Three Benefits of Integrating Google Drive and Gmail

Google Drive is a cloud-based storage service with various features such as file storage, sharing, and real-time collaboration.
It can be accessed from anywhere, making it useful for remote work or when working with team members in different locations!

On the other hand, Gmail is Google's free email service, known for its 15GB of free storage and excellent search capabilities.
Like Google Drive, it can be accessed from anywhere and can be customized to use chat and video call features.

The benefits of integrating these apps are as follows:

Benefit 1: Streamlined Project Management

By integrating Google Drive and Gmail, project management can be streamlined.
Setting up automatic notifications to be sent to Gmail when new folders or files are created allows the entire team to stay updated in real-time.
This reduces the risk of information sharing delays or omissions related to projects. This is especially beneficial for those working remotely.

Benefit 2: Time Savings

It saves time by eliminating the need to manually send notifications about folder or file creation.
By setting up automatic notifications to be sent to Gmail when new materials are created, there is no need to notify team members individually.
This increases the time available for other important tasks, achieving greater work efficiency.
For those who want to increase their work time even a little while multitasking, it's worth trying.

Benefit 3: Reduced Confirmation Effort

Integration reduces the effort of logging into Google Drive to confirm the creation of folders or files.
When new files are created, notifications are sent to Gmail, allowing you to check the creation status of folders or files at a glance without logging in.
This eliminates the need to worry about whether Google Drive has been updated.
This integration is particularly convenient for those managing many projects or tasks simultaneously.

With Yoom, You Can Easily Implement It Without Coding!

Yoom is a tool that allows you to implement app integration without coding! Even those who have given up due to a lack of programming knowledge can easily work with it visually.
Additionally, we provide many templates as examples of work efficiency! If you're interested, please check here.

Create an account from Yoom's free registration page and try the free plan first. You can register in 30 seconds!

How to Create a Google Drive and Gmail Integration Flow

Now, let's use Yoom to integrate Google Drive and Gmail without coding!
We will create a flow bot that sends an email to Gmail when a new file is created in Google Drive.
This time, we will set it to activate when a new file is created.
The data of the created file will be automatically notified via Gmail, significantly reducing the time spent on sharing.

If you're interested, click the link below! Let's create it together!

Preparation

Preparing in advance can make the work smoother.

Log in to Yoom

Log in to your registered account.

Create Folders and Files in Google Drive

1. Log in to Google Drive and create a new folder. This time, we named the folder "for test".

2. Create a new file within the created folder. This time, we created a Google Spreadsheet and named the file "This is a test".

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App Integration

1. Integrate Google Drive and Gmail apps. Select the app from "New Connection" in My Apps.

2. Log in with the account you will use. Select the desired account on the screen below, log in, and continue with additional access.

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3. Once integrated, an icon will be displayed in My Apps.

Copy the Template

1. Click "Try it" from the template link.

2. Select the desired workspace from the workspace list.

3. Copy completed!

STEP1 Google Driveの設定

1.アプリトリガーの「新しくファイル・フォルダが作成されたら」をクリックします。

2.連携アカウントとアクションを選択ページでは、任意のタイトルに変更し、トリガーアクションは「新しくファイル・フォルダが作成されたら」を選択します。

次へ進みます。

3.アプリトリガーのAPI接続設定ページでは、任意のトリガーの起動間隔を選択します。※プランによって起動間隔の選択内容が変わります。

4.テストを実行します。テスト成功の文字が確認できたら保存します。

STEP2 Gmailの設定

1.オペレーションの「メールを送る」をクリックします。

2.メールの設定ページでは、任意のタイトルに変更し、以下の通りメール設定を行います。

・To:通知を送る先のメールアドレスを入力
・件名:任意の件名を入力
・本文:手入力とアウトプットを活用し任意の文言を入力
※今回は、トリガーのアウトプットを活用し、「{{ファイル名}}、{{ファイルID}}、{{URL}}、{{親フォルダID}}、{{作成日時}}」を入力しました。
※新規作成したフォルダやファイルのデータを本文に入れると、わかりやすいです!

次へ進みます。

3.メール送信のテストページでは、メール送信内容を確認できます。内容に問題がなければ、テストを実行し、テスト成功の文字が確認できたら保存します。

フローボットの設定完了です!

お疲れ様でした!

Summary

This time, we introduced the benefits of integrating Google Drive and Gmail, along with how to create a flowbot that sends an email via Gmail when a new file is created in Google Drive.

By setting up automatic notifications to be sent via Gmail when a folder or file is created, data sharing becomes smoother.
Being able to manage files without accessing Google Drive can significantly reduce the time spent on verification tasks.
Furthermore, combining it with other features of Yoom allows for document creation and notifications to chat tools, expanding the possibilities infinitely.

Start with the free plan! You can register on this page.
Utilize Yoom's templates and try out various features!

The person who wrote this article
a.fukuyama
I was an office worker until the end of March this year! Currently, I'm writing a blog as a member of Yoom.
Tags
Automation
Integration
Google Drive
Gmail
Related Apps
App integration
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