Let's improve data management efficiency by integrating Google Drive with Microsoft Excel!

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How to Manage Microsoft Excel Contracts Sent by Email in Google Drive

Step 1: Connect Google Drive and Microsoft Excel to My Apps

1. First, log in to Yoom, select "My Apps" from the left menu, and click "+ Add" on the right side of the screen.

2. From the list of new connections in My Apps, select Google Drive and Microsoft Excel, which will be used this time, and connect the apps.
　* There are personal and business plans (Microsoft 365 Business) for "Microsoft 365 (formerly Office 365)." If you do not have a business plan, authentication from Yoom may not work properly, so please be careful.

* You can easily create a flowbot by copying the template below. If you want to start from scratch, please refer to Step 2.

Step 2: Set a Trigger to Launch When an Email is Received

3. From the project list in the menu, select any project of your choice.

4. Select "+Create" on the right side of the screen and click "Create from Scratch".

5. Enter any title and select "Trigger fron an app event" as the trigger condition for launching the flowbot.

6. Set the email trigger conditions.
"Title": Set as desired.
"Create a receiving address": Enter any value.
"Trigger conditions": You can set words included in the subject, body, or From as trigger conditions.
※ If you are setting up forwarding from Outlook or Gmail for email reception, please refer to the following.
Also, if you are setting up forwarding, please integrate with each app.
How to forward emails from Microsoft Outlook to trigger an email trigger
How to forward emails from Gmail to trigger an email trigger

7. Click "Next". (From here, it is the flow after completing the email forwarding settings.)

8. Conduct a test, and if successful, click "Save".

Step 3: Set an Action to Check the Contents of Attachments Received by Email

※ This setting is for the person in charge to check whether the attachment is a contract to be saved.
If specific words are included in the subject or body of the email where the contract is sent,
you can set the trigger conditions in Step 2-Procedure 6 and skip this step for automatic saving.

9. Click the "+" button under the email trigger created in Step 2.

10. Select "Request Approval" as the operation type.

11. Make detailed settings. ※ The figure below is an example of input/selection.
・Title: Set as desired.
・Approver: Select as desired.
・Details of approval content: Enter the confirmation content. ※ You can refer to the output from Step 2-Procedure 8.
・Approval completion condition: Select as desired. You can also set up a confirmation system with multiple people in conjunction with the "Approver" setting.
・Return destination operation: Select "Previous response/approval request or operation where the person in charge conducts a preliminary check".

12. Click "Save".

Step 4: Set an Action to Save Contracts to Google Drive

13. Click the "+" button under the operation created in Step 3.

14. Search for Google Drive.

15. Select Google Drive from the app list.

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16. Set "Select Integration Account and Action".
・Title: Set as desired.
・Action: Select "Upload File".

17. Click "Next".

18. Set "API Connection Settings".
・Folder ID for storage: Set as desired (check the note below the input field, can be selected from candidates)
・File name: Set as desired (refer to the output from Step 2-Procedure 8)
・File attachment method: "Use Output", refer to the output from Step 2-Procedure 8

19. Conduct a test, and after confirming success, click "Save".

Finally, switch the trigger of the saved flow to "ON" to activate it.

This completes the flow of "Managing Microsoft Excel contracts sent by email in Google Drive".

Other Automation Examples with Google Drive and Microsoft Excel

In addition to the flow introduced this time, you can achieve various business automation by using the APIs of Google Drive and Microsoft Excel. All of them can be used with simple settings, so if you find something interesting, please give it a try!

Automation Example Using Google Drive

Store Forms Received via Email in Google Drive and Notify on Slack

Earlier, I explained how to save attachments received via email to Google Drive. This is a template for an automated flow that notifies Slack of the saved information after saving.
By notifying through chat, the confirmation of receipt and the verification of the file itself become smoother.

Notify Telegram when a new file or folder is created in Google Drive

You can also notify about the creation of files or folders.
By sharing folders for specific projects or companies within the team, you can centralize information management and improve work efficiency.

Notify Discord when a file is uploaded to Google Drive

In addition to LINE WORKS, you can also integrate with other chat tools like Discord.
You can streamline your workflow without any hassle by continuing to use the tools you are already familiar with.

Automation Example Using Microsoft Excel

Automatically create an employment contract when a form is answered, register it with SmartHR and Microsoft Excel, and notify Microsoft Teams

This is an automated integration flow that is triggered by entering new employee information into a Yoom form.

Based on the form's content:
- Automatically create an employment contract with Google Docs
- Send the employment contract to the person via Outlook email
- Register new employee information with SmartHR
- Append new employee information to Microsoft Excel
- Notify the Microsoft Teams channel that all tasks are completed
This is the flow.

When using multiple tools for onboarding and employee information management, integration eliminates the need to enter the same information multiple times, enabling error prevention and time-saving for improved operational efficiency.
You can simultaneously or sequentially interact with tools other than Excel from a single data point, so please consider using this template for tasks other than onboarding.

Additionally, if you create a template in Microsoft Excel, document creation can also be automated.

Add a record to Microsoft Excel when an email is received in Outlook

You no longer need to manually add the contents of received emails to Microsoft Excel, making it easier to stay up-to-date.
It will also help prevent any omissions in sharing information.

Store Survey Results Received in Gmail into Microsoft Excel

This flow supports you in managing survey results quickly and reliably, enabling swift decision-making based on the data.
By avoiding manual input errors, the data quality is also improved.

Benefits of Integrating Google Drive and Microsoft Excel

Benefit 1: Always Share and Update the Latest Data

‍If you set up sharing for Microsoft Excel files saved to Google Drive, you can share and update the latest data.
You can collaboratively edit while exchanging opinions in meetings, or simultaneously add data from remote locations to the same file, using Excel files according to the situation.
With multiple people able to work simultaneously, you can expect improved team work efficiency.

Benefit 2: Simplified Data Backup and Recovery

‍If you set Microsoft Excel files to automatically save to Google Drive at certain times, it can serve as a backup, minimizing the risk of data loss.
Even if important files are damaged or accidentally deleted, as long as you have a backup, you can easily restore previous versions.

Conclusion

It is helpful to always be aware of the latest information through rapid data sharing and updates, and to proceed with work by establishing a regular automatic backup system in case of any trouble. Let's streamline data management by integrating Google Drive and Microsoft Excel! Use this article as a reference and try automation.