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2024/12/24

How to automatically rename a file when it is uploaded to Google Drive by integrating Google Drive with Yoom

m.takahashi

Have you ever struggled with file management, such as manually renaming files after uploading them? While managing a large volume of documents, you might have saved files with arbitrary names, only to forget where and under what name they were stored, spending time searching for them. If you could automatically name files based on a set rule, file management would become more efficient, and access to information would be smoother, wouldn't it? In this article, we introduce a method to automatically update file names of files uploaded to Google Drive based on predetermined rules. You don't need any complicated programming skills to set it up, so please stay with us until the end 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 relying on specific individuals

Benefits and Examples of Integrating Google Drive with Yoom

Benefit 1: Streamlining Operations by Reducing Manual Work

Manually renaming files every time they are uploaded to Google Drive is inefficient. Especially in large teams or environments where files are frequently exchanged, it may negatively impact the progress of work. By introducing automation, this manual task can be eliminated, allowing employees to focus on more value-added tasks.
For example, when meeting materials or order forms from clients are uploaded, automatically changing the file name to include the project name or date can help establish a system where project management proceeds smoothly. Enhancing access to materials can also positively impact the smooth progress 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. Especially in team collaborations, a unified naming convention is crucial.
For instance, if the sales team uploads proposal documents for each negotiation, setting the file name to automatically change to the format "ClientName_Date" can create a management system where everyone on the team can instantly understand which file relates to which negotiation. Storing files in a unified format may free you from the complexity of file management.

Benefit 3: Enhanced Data Integration and Analysis Efficiency

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 the file name of each delivery label to "DeliveryDate_TrackingNumber" can streamline data matching with warehouse management systems, making it easier to track inventory and delivery status.

Now, let's explain how to use the no-code tool Yoom to change file names when files are uploaded to Google Drive.

[What is Yoom]

How to Automatically Change Uploaded Content in Google Drive Using Yoom

By using the Google Drive API, it is possible to receive information when a file is uploaded to Google Drive and rename it on Google Drive according to the file content. 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 created through the following processes.

  • Register Google Drive as My App
  • Copy the template
  • Set the Google Drive trigger as the starting point of the flow, followed by the Google Drive operation settings
  • Turn on the trigger button and verify the integration operation with Google Drive

If you haven't used Yoom yet, please register for free here.
If you are already using Yoom, please log in.

Step 1: Connect Google Drive to My Apps

Let's start by registering the app you will use in My Apps.
Registering in My Apps beforehand will make the flow setup smoother.
First, access My Menu on the left side of the Yoom screen and click the New Connection button on the right side of the screen.

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

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Select the account you want to use for the connection.

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Check the displayed content and the connected account, then click "Next".

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

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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.

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

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

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

"Title" → Can be changed if necessary
"Account information to link with Google Drive" → Check if the account is correct
"Trigger action" → When a new file or folder is created in a specific folder

Once the settings are complete, click "Next".

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Let's set up the API connection.

"Trigger interval" → Please set
* The trigger can be set to activate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. Please note that the shortest activation interval varies depending on the plan.
"Folder ID" → Select from the displayed candidate accounts and set

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

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Step 3: Set up the action

Next, set up the action to "Rename the file".

"Title" → Can be changed if necessary
"Account information to link with Google Drive" → Check if the account is correct
"Action" → Rename the file

Once the settings are complete, click "Next".

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Configure the details.
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 information about the output, please see here.
When you click the input field, candidates will be displayed.
Click the mark next to "When a new file or folder is created in a specific folder" and click the "File ID" output from the candidates.

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Let's set the file name.
By using the output here as well, you can name it according to the content with each flow activation.
This time, we set it to display as follows:

<span class="mark-yellow">{{today_%Y-%m-%d}}_{{FileName}}2024-12-24_MeetingMaterials.png</span>

In addition to the outputs that can be obtained from triggers and actions, there is also a date output.
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".

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Step 4: Set up the action

Finally, click "Turn on the trigger" to complete the automation setup.
Make sure the flow bot is activated correctly.

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Thank you for completing the setup!

Other Automation Examples Using Google Drive

There are many other examples of automation using Google Drive on Yoom, so here are a few.

1. Create a folder in Google Drive when a deal is updated in HubSpot

The first example is an integration flow with HubSpot. A folder is automatically created with each update of deal information, allowing you to manage files according to the progress. This enables efficient document management.

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

The next flow to introduce is one that automatically notifies Discord when a file is uploaded. Automating sharing within the team seems to enable efficient information sharing.

3. Delete all files in a specific folder on Google Drive at the beginning of each month

The last flow to introduce is the automatic deletion of files in a specific folder at the beginning of each month. Regularly deleting unnecessary files can help manage documents more efficiently.

Summary

By using the method introduced this time, automatically renaming files after uploading can significantly improve work efficiency. By leveraging this automation, you may gain benefits such as reducing manual tasks, organizing files, and streamlining data integration. For companies aiming to enhance business processes, this could be a key mechanism.
Please try using Yoom to experience how much your actual work can be streamlined.

The person who wrote this article
m.takahashi
I experienced jewelry sales as a new graduate, got married and gave birth, and worked at a social insurance labor consultant office for about 6 years. I experienced a variety of office work in both industries, including inventory management and customer management. Especially when I work at a company labor office, I often end the day with a huge amount of input work and paperwork. When I learned about Yoom, my first voice was “Why couldn't we meet sooner...” I try to write easy-to-understand sentences so that I can bring the convenience of Yoom to everyone!
Tags
Google Drive
Automatic
Automation
Integration
Related Apps
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