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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!
We highly recommend this automation for the following individuals!
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!
[What is 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:
If you are not using Yoom, please register for free here. If you are already using Yoom, please log in.
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.
Now, let's proceed with the automation settings! Click "Try it" on the banner below to copy the flow bot.
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.
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".
Finally, click "Turn on Trigger" to complete the automation settings.
Check whether the flow bot starts correctly.
Thank you for completing the setup!
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!
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.
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.
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.
The AI-powered OCR feature will automatically extract text, helping to reduce manual processing time.
By automating file transfers, you can potentially eliminate the need for manual copying 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.
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!
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.
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.
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