How to Automatically Rename Files When They Are Uploaded to Google Drive

Have you ever struggled with managing files, such as manually renaming files after uploading them?
Many people have experienced saving files with arbitrary names while managing a large volume of documents, only to later spend time searching for where and under what name they were stored.
If you could automatically assign file names based on a set of rules, file management would become more efficient, and access to information would be smoother.
This article introduces a method to automatically update file names uploaded to Google Drive based on pre-defined rules.
You don't need any complex programming skills to set it up, so please stay with us to see how you can automate this process!

Recommended for

We highly recommend this automation for the following individuals!

• Corporate personnel facing challenges with team file management and file name standardization
• Those looking to streamline business processes
• Individuals exploring work efficiency improvements through automation
• Managers who want to efficiently handle file uploads and management tasks without making them person-dependent

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!

Change the file name when a file is uploaded to Google Drive.

Try it

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■Overview

This is a flow to rename a file when it is uploaded to Google Drive.

With Yoom, you can easily achieve this flow without any programming, as it allows for integration between apps.

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‍■Recommended for

1. Team members who store business files on Google Drive

・Those who want to prevent decreased search efficiency due to file name discrepancies

・Those who handle a large number of files and find manual renaming cumbersome

・Those who want to save received files from clients in a specified format

2. Team leaders or administrators facing file management challenges

・Team leaders who want to automate file name organization by project

・Those who want to standardize naming conventions when uploading files

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■Benefits of using this template

With this flow, when a file is uploaded to a specified folder in Google Drive, the file name is automatically changed.

By automatically adding the project name or upload date to the beginning or end of the file name, you can achieve systematic file management.

Eliminating the need for manual renaming helps prevent input errors and forgotten changes.

Additionally, it makes file searching easier, allowing for smooth retrieval.

‍

■Notes

・Please integrate 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.

See details Try it

[What is Yoom]

How to Automatically Modify Content Uploaded to Google Drive with Yoom

By using the Google Drive API, it is possible to receive information when a file is uploaded to Google Drive and rename it according to its content on Google Drive. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.

The integration flow is broadly divided into the following processes:

• Register Google Drive as My App
• Copy the template
• Set the Google Drive trigger that initiates the flow and the subsequent Google Drive operation settings
• Turn on the trigger button and check the integration operation with Google Drive

If you are not using Yoom, please register for free here. If you are already using Yoom, please log in.

Step 1: Integrate Google Drive as My App

First, register the app you will use as My App. Pre-registering it as My App will make the flow settings smoother. First, access the My Menu on the left side of the Yoom screen and press the "+ Add" button on the right side of the screen.

Next, enter Google Drive in the search window and select "Google Drive" from the displayed options. The following screen will be displayed, so click "Sign in with Google".

Select the account to use for integration.

Check the displayed content and the integration account, and click "Next".

Since access is requested, check the content displayed on the screen and click "Continue". If Google Drive is displayed in My App, registration is complete.

Step 2: Set the Trigger

Now, let's proceed with the automation settings! Click "Try it" on the banner below to copy the flow bot.

Change the file name when a file is uploaded to Google Drive.

Try it

---

■Overview

This is a flow to rename a file when it is uploaded to Google Drive.

With Yoom, you can easily achieve this flow without any programming, as it allows for integration between apps.

‍

‍■Recommended for

1. Team members who store business files on Google Drive

・Those who want to prevent decreased search efficiency due to file name discrepancies

・Those who handle a large number of files and find manual renaming cumbersome

・Those who want to save received files from clients in a specified format

2. Team leaders or administrators facing file management challenges

・Team leaders who want to automate file name organization by project

・Those who want to standardize naming conventions when uploading files

‍

■Benefits of using this template

With this flow, when a file is uploaded to a specified folder in Google Drive, the file name is automatically changed.

By automatically adding the project name or upload date to the beginning or end of the file name, you can achieve systematic file management.

Eliminating the need for manual renaming helps prevent input errors and forgotten changes.

Additionally, it makes file searching easier, allowing for smooth retrieval.

‍

■Notes

・Please integrate 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.

See details Try it

When you click, a screen like the one below will be displayed, so press OK.

When the following screen is displayed, check the "Title" and "Description".
If changes are needed, you can click on the relevant part to make changes.
First, let's click to set "When a new file/folder is created in a specific folder" in Google Drive.

When the following screen is displayed, make the settings below.

"Title" → Can be changed as needed
"Account information linked with Google Drive" → Check if the account is correct
"Trigger action" → When a new file/folder is created in a specific folder

Once the settings are complete, click "Next".

Let's set up the API connection.

"Trigger interval" → Please set
* The trigger interval can be selected from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. Note that the shortest trigger interval varies depending on the plan.
"Folder ID" → Select and set from the candidate accounts displayed for the linked account

Once the settings are complete, actually store the file in the specified folder and execute "Test".
If successful, click "Save" to complete.

Step 3: Set the Action

Next, set the action to "Change File Name".

"Title" → Can be changed as needed
"Account information linked with Google Drive" → Check if the account is correct
"Action" → Rename the file

Once the settings are complete, click "Next".

Perform detailed settings.
Since the "Target file ID" changes with each flow activation, use the output to set it.
By using the output, you can handle changing values.
* For more details on output, please see here.
When you click the input field, candidates will be displayed.
Click the mark next to "When a new file/folder is created in a specific folder" and click the "File ID" output from the candidates.

Let's set the file name.
By using the output here as well, you can name it according to the content each time the flow is activated.

In addition to the outputs that can be obtained from triggers and actions, there is also an output for the date.
You can also specify fixed text by direct input, so try editing it to suit your convenience.

Once the settings are complete, execute "Test", and if successful, click "Save".

Step 4: Set the Action

Finally, click "Turn on Trigger" to complete the automation settings.
Check whether the flow bot starts correctly.

Thank you for completing the setup!

Change the file name when a file is uploaded to Google Drive.

Try it

---

■Overview

This is a flow to rename a file when it is uploaded to Google Drive.

With Yoom, you can easily achieve this flow without any programming, as it allows for integration between apps.

‍

‍■Recommended for

1. Team members who store business files on Google Drive

・Those who want to prevent decreased search efficiency due to file name discrepancies

・Those who handle a large number of files and find manual renaming cumbersome

・Those who want to save received files from clients in a specified format

2. Team leaders or administrators facing file management challenges

・Team leaders who want to automate file name organization by project

・Those who want to standardize naming conventions when uploading files

‍

■Benefits of using this template

With this flow, when a file is uploaded to a specified folder in Google Drive, the file name is automatically changed.

By automatically adding the project name or upload date to the beginning or end of the file name, you can achieve systematic file management.

Eliminating the need for manual renaming helps prevent input errors and forgotten changes.

Additionally, it makes file searching easier, allowing for smooth retrieval.

‍

■Notes

・Please integrate 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.

See details Try it

Other Automation Examples Using Google Drive

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

Notify When a File is Uploaded to Google Drive

This is a flow bot that notifies you when a file is uploaded to Google Drive.
It is expected to smoothly transition to subsequent tasks such as customer approaches and meeting arrangements.

Notify on Discord when a file is uploaded to Google Drive.

Try it

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■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

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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

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■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.

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■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.

See details Try it

Notify on Telegram when a file is uploaded to Google Drive.

Try it

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■Overview

This is a flow that sends a notification to Telegram 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 Telegram for work

・Individuals managing files using Google Drive

・Those using Telegram as a communication tool among team members

・Those considering integrating Google Drive and Telegram to improve work efficiency

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2. Those who want to automate the manual input of messages into Telegram

・Individuals who frequently use Telegram for internal notifications

・Owners of small and medium-sized businesses aiming for business automation

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■Benefits of using this template

By utilizing the flow [Notify Telegram when a file is uploaded to Google Drive], you can save the effort of checking, allowing you to allocate time to other important tasks and improve work efficiency.

※Telegram notifications can be customized as desired, including chat notification destinations and message content.

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■Notes

・Please integrate both Google Drive and Telegram with Yoom.

・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes.

・Please note that the shortest trigger interval varies depending on the plan.

See details Try it

Notify directly when a file is uploaded to Google Drive.

Try it

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■Overview

This is a flow that notifies direct when a file is uploaded to Google Drive.

With Yoom, you can easily achieve this flow without the need for programming, as it allows for integration between apps.

‍

■Recommended for

1. Those who use Google Drive and direct for business

・Personnel managing files using Google Drive

・Those using direct as a communication tool among team members

・Those considering integrating Google Drive and direct to improve business efficiency

‍

2. Those who want to automate manual message input in direct

・Those who frequently use direct for internal notifications

・Owners of small and medium-sized enterprises aiming for business automation

‍

■Benefits of using this template

By utilizing the flow [Notify direct when a file is uploaded to Google Drive], you can effectively prevent human errors such as message mistakes and improve business efficiency.

Additionally, it eliminates the need for manual notifications, allowing you to allocate time to other important tasks.

※Direct notifications can be customized for the recipient and message content as desired.

‍

■Notes

・Please integrate both Google Drive and direct with Yoom.

・You can select the trigger interval from 5, 10, 15, 30, or 60 minutes.

・Please note that the shortest trigger interval varies depending on the plan.

See details Try it

Create a Folder in Google Drive When a Client is Registered

When a client is added, a folder for the client is automatically created in Google Drive, which can reduce the time spent on manual tasks.

When a client is registered in Airtable, create a folder in Google Drive.

Try it

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■Overview

This is a flow that creates a folder in Google Drive when a client is registered in Airtable.

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■Recommended for

1. Companies using Airtable for business

・Those who centrally manage customer information with Airtable

・Those who create folders for each client to manage information

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2. Those who use Google Drive for file management

・Those who create folders for each client company

・Those who want to easily organize the data they manage

‍‍

■Benefits of using this template

Google Drive is a tool suitable for centralized file management.
When managing customers using Airtable, creating folders for each company in Google Drive facilitates smooth access to information.
However, manually creating folders in Google Drive every time customer information is registered in Airtable can be cumbersome and may hinder productivity.

By using this template, a folder for the client is automatically created in Google Drive when a client is added in Airtable.
Automating the routine task of folder creation after client registration prevents omissions, enhances information management accuracy, and improves operational efficiency.
Furthermore, by integrating with a chat tool following this flow, you can notify the team of the registration of new client companies and the completion of folder creation.

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■Notes

・Please integrate both Airtable and Google Drive with Yoom.

See details Try it

Automatically Transcribe and Add Google Meet Meetings

After a Google Meet meeting ends, the audio data can be transcribed using AI and the results can be automatically added, which should help reduce the workload.

After the meeting ends on Google Meet, transcribe the audio and add it to a Google Spreadsheet.

Try it

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■Overview

This is a flow to transcribe audio after a Google Meet meeting and add it to a Google Spreadsheet.

By using Yoom, you can easily connect apps without the need for programming.

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■Recommended for

1. Those who create audio files during meetings

・Those who transcribe meeting audio files and save them as minutes

・Those who find manual data entry cumbersome and want to transcribe audio files efficiently

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2. Those who utilize Google Spreadsheets for business

・Those who use it for centralized data management

・Those who use shared sheets to facilitate smooth information sharing

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■Benefits of using this template

The audio files from Google Meet meetings can be used to create minutes, but transcribing that data can be burdensome for employees.
By utilizing this integration, you can transcribe the audio data from Google Meet meetings using AI and automatically add the results to Google Spreadsheets, reducing the workload on the responsible personnel.
With the meeting audio data quickly added to Google Spreadsheets, even members who did not attend the meeting can quickly grasp the content.
As a result, it is expected to improve the overall efficiency of the team.

See details Try it

Add files to Google Drive and perform OCR

The AI-powered OCR feature will automatically extract text, helping to reduce manual processing time.

Read files stored in Google Drive using OCR and store them in YoomDB.

Try it

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■Overview‍

This is a flow that reads files stored in Google Drive using AI-OCR and stores them in the Yoom database.

You can add the contents of the files to the database quickly and accurately without manual input.

Additionally, by adding a request to the person in charge during the process, it is possible to ensure reliable data addition.

※ For a flowbot template that includes a request to the person in charge, please refer to here.

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■Notes‍

・Please link Google Drive with Yoom.

・AI operations are functions (operations) available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations set in the flowbot will result in an error, so please be careful.

・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI functions (operations).

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See details Try it

When a file is uploaded to Google Drive, perform OCR and add it to Airtable.

Try it

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■Overview

The workflow "When a file is uploaded to Google Drive, perform OCR and add it to Airtable" is an automated process that reduces the hassle of file management and data entry.
Data integration between apps becomes smoother, enhancing the overall efficiency of business processes.

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■Recommended for

• Those who store many files in Google Drive and manage their contents in Airtable
• Business users who want to automate manual data entry tasks and improve operational efficiency
• Those who want to utilize OCR technology to extract text data from images and PDFs and reflect it in a database
• IT personnel who want to integrate multiple SaaS applications to build a seamless business workflow
• Team leaders or project managers who want to improve data accuracy and reduce human error

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■Benefits of using this template

When a new file is uploaded to Google Drive, the AI-powered OCR function automatically extracts text and smoothly adds the data to Airtable.
By automating data reading and entry, you can reduce manual work time.
Additionally, the OCR function and automatic transcription prevent errors during manual entry, improving the accuracy of data management.

It is useful for managing various PDF and image data such as invoices, reports, application forms, business cards, and receipts.

See details Try it

Sync Files Stored in Google Drive

By automating file transfers, you can potentially eliminate the need for manual copying tasks.

Store files saved in Google Drive in Dropbox as well.

Try it

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■Overview
The flow of "Storing files saved in Google Drive also in Dropbox" is a business workflow that automates file management across multiple cloud storages.
For teams or individuals using different platforms, managing files in duplicate or manually transferring them can often be a waste of time and effort.
By utilizing this workflow, files saved in Google Drive are automatically copied to Dropbox, enabling smooth data sharing.

■Recommended for

• Those who manage files using both Google Drive and Dropbox and find manual transfer tasks cumbersome
• Business users who use multiple cloud storages within a team and want to maintain data consistency
• IT personnel who want to automate file backups and manage data safely and efficiently

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■Benefits of using this template

• Time-saving: Automating file transfers eliminates the need for manual copying tasks.
• Ensuring data consistency: Maintains the latest file status between Google Drive and Dropbox, preventing information discrepancies.
• Enhanced backup: Important files are stored in multiple locations, improving data security.
  

See details Try it

When a PDF file is uploaded to Google Drive, link the file to Box as well.

Try it

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◼️Overview‍

This is a flow that links a PDF file to a specified folder in Box when it is uploaded to Google Drive.‍

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◼️Notes‍

・Integration with each app and Yoom is required.

See details Try it

When a file is stored in a specific folder on Google Drive, store the file name and the file itself in the pre-prepared Yoom database.

Try it

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■Overview

This is a flow to store information of files stored in a specific folder on Google Drive into databases such as Yoom.

■Preparation

・Prepare databases such as Yoom database in advance to store values.

■Creation Method

① Select Google Drive from the app trigger, configure the following settings, and save.

・Trigger Action: When a new file or folder is created in a specific folder

・Trigger Interval: Set to the shortest interval of 5 minutes by default.

・Folder ID: Click the field and select the specified folder from the displayed options.

・Test: Store any file in the target folder once and test to retrieve information.

② Press the + mark under the trigger, select Google Drive from the operations to integrate with the app, configure the following settings, and test/save.

・Action: Download image files or PDF files

・File ID: Embed the output of the file ID obtained in step ① as {{File ID}}.

※ For settings on embedding outputs, please refer here. https://intercom.help/yoom/ja/articles/8223528

③ Press the + mark, select an operation to manipulate/transform data, configure the following settings, and test/save.

・Transformation Type: File name transformation

・Value for File Name Transformation: Select the file obtained from Google Drive from the options.

・Transformed File Name: Embed the output of the file name obtained in step ① as {{File Name}}.

・Output Name: Assign an easy-to-understand output name. (By default, it is labeled as "File after File Name Transformation")

④ Press the + mark, select Yoom from the operations to manipulate the database, configure the following settings, and test/save.

・Action: Add a record

・Project/Database/Table: Select up to the point where the desired table is included from each hierarchy.

・Values for the Record to be Added: Embed the file name or URL obtained in step ① and the file obtained in step ③ according to the displayed item names.

See details Try it

Benefits and Examples of Integrating Google Drive with Yoom

Benefit 1: Improved Work Efficiency by Reducing Manual Tasks

Manually renaming files every time they are uploaded to Google Drive is inefficient.
Especially in large teams or environments where files are frequently exchanged, this can negatively impact workflow.
By introducing automation, you can eliminate this manual work, allowing employees to focus on more value-added tasks!
For example, when meeting materials or order forms from clients are uploaded, you could set up a system where file names are automatically changed to include the project name and date, facilitating smoother project management.
Enhancing accessibility to materials can also positively impact the smooth progression of projects.

Benefit 2: Improved File Organization and Searchability

When files are saved in Google Drive with appropriate names, the time spent searching for necessary files is significantly reduced.
Unified naming conventions are especially important in team collaborations.
For instance, if the sales team uploads proposal documents for each negotiation and the file names are automatically changed to the format "ClientName_Date," it creates a management system where everyone can immediately understand which file relates to which negotiation.
By saving files in a unified format, you may be freed from the complexity of file management!

Benefit 3: Streamlined Data Integration and Analysis

Automatically changing file names based on accurate naming conventions facilitates smooth data integration with other tools and systems.
This automation is particularly beneficial when file names are used as processing conditions in databases or management tools.
For example, in the logistics industry, automatically changing each delivery label's file name to "DeliveryDate_TrackingNumber" can streamline data matching with warehouse management systems, making it easier to track inventory and delivery status.

Conclusion

By automatically changing file names after uploading, as introduced in this method, you can significantly improve work efficiency.
Utilizing this automation should provide benefits such as reducing manual tasks, organizing files, and streamlining data integration!
For companies aiming to improve business process efficiency, this could be a key mechanism.
Be sure to experience how much actual work can be streamlined by leveraging Yoom.