How to Automate Monthly File Deletion in Google Drive

Are you struggling with the hassle of regular deletion tasks and often forgotten manual operations in managing business files using Google Drive? As a solution, there is a Google Drive integration flow utilizing the no-code tool Yoom.

With Yoom's integration, you can easily set up a flow to automatically delete files in specific folders in Google Drive at the beginning of each month!

Not only can you expect to improve work efficiency, but you can also manage storage capacity and enhance information security. This article will detail how to integrate Yoom with Google Drive to achieve automation. If you aim to streamline your work, be sure to read to the end!

Recommended for:

Those who manage business files using Google Drive but find regular deletion tasks cumbersome
Those dealing with many intermediate files and temporary data in projects or teams, facing challenges in organization
Those struggling with insufficient storage capacity in Google Drive and seeking efficient operation methods
Those who want to thoroughly manage information and reduce security risks by deleting unnecessary data
Those who wish to automate routine tasks to reduce the burden on staff and allow them to focus on more important tasks

For those who want to try it immediately:

This article introduces the integration method using the no-code tool "Yoom."
No complicated settings or operations are required, and even non-engineers can easily achieve it.
You can start right away using the template below, so please give it a try!

Now, let's explain how to use the no-code tool Yoom to "delete all files in a specific folder on Google Drive at the beginning of each month".

[What is Yoom]

How to Automate Monthly File Deletion on Google Drive

To automate the deletion of files in a specific folder on Google Drive at the beginning of each month, you can use the Google Drive API to delete files in the specified folder. Typically, programming knowledge is required to achieve this, but with the no-code tool Yoom, you can easily accomplish it without programming knowledge.

The general flow is as follows:

Connect Yoom and Google Drive to My Apps
Copy the Template
Detailed Flow Settings (4 Steps)
Turn on the Trigger

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

Step 1: Connect Yoom and Google Drive to My Apps

First, let's connect the app used in this flow with Yoom.
After logging into Yoom, click "+ Add" from "My Apps" in the left menu.

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When the app search window appears, enter Google Drive.

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Click "Sign in with Google" to log in or select your Google account.

After selecting your account, proceed as follows:

Log in to Yoom → "Next"
Yoom requests access → "Continue"

Clicking continue will return you to the Yoom screen, completing the My Apps connection.

Make sure it has been added to the My Apps list.

Next, proceed to the specific flow settings. Click "Try it" from the banner below to copy the template.

Step 2: Set Up Schedule Trigger

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The initial setting is "On the 1st of every month".
Let's set up the trigger using Yoom's scheduling feature.

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The trigger is set to activate at the specified time on the 1st of every month.
You can also specify using days of the week or Cron settings. In that case, make sure to adjust the title accordingly.

Once the settings are done, click "Save" to complete the trigger setup.

Step 3: Set Up to Retrieve Specific Folder Information

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The next setting is "Retrieve a list of files and folders within a specific folder".
On the first page, check the account information of the Google Drive linked with My Apps.

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Check the account information and make any necessary title adjustments before proceeding.

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After selecting the folder ID, click "Test" to retrieve the information within the folder.

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Once the test is successful, you can retrieve a list of file IDs and file names.
After confirming, click "Save" to complete the folder information retrieval setup.

Step 4: Set Up for Repeating Processes

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Next is the setting for "Repeat the same process".
Here, we will use branching settings.

<span class="mark-yellow">Branching is available in the Mini Plan and above, and repeat processing is available in the Team Plan and above.</span> If your plan is not applicable, the operation of the flowbot you set will result in an error, so please be careful.
Paid plans offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).

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The above settings are the default.
This setting repeats the flow (repeats deletion) according to the "list of file IDs" obtained in the previous setting.

If you want to add conditions, add them with "Add Output".
If no changes are needed, click "Save" to complete the branching setup.

Step 5: Set Up to Delete Files

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The final setting is "Delete Files".
On the first page, as before, check the account information and adjust the title.

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The deletion conditions are set as shown above. The loop variable is necessary to repeatedly delete data within the file.

※No need for modifications, so click "Test" as is.

Once successful, click "Save" to complete all settings.
Finally, turn on the trigger to activate the flow.

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Now, the files in Google Drive will be automatically deleted on the 1st of every month.

The flow you set is as follows:

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Other Automation Examples Using Google Drive and Yoom's Schedule Triggers

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

Automation Examples Using Google Drive

Create a folder in Google Drive when information is registered

When information is registered, a new folder is automatically created in Google Drive, allowing you to manage folders in an organized manner without having to access Google Drive.

Add files to Google Drive and perform OCR when uploaded

The AI-powered OCR feature automatically extracts text, reducing manual work time.

Download CSV data from Google Drive at a specified date and time and notify

This might save you the trouble of manual downloading and notifications, allowing you to use your time more effectively.

Store files from Google Drive to YoomDB

You can add data to the database quickly and accurately without manually entering the contents of the file.

Example of Automation Using Yoom's Schedule Trigger

Retrieve Budget from Microsoft Excel and Notify at a Specified Date and Time

By regularly notifying budget information, the confirmation process is streamlined, and it becomes possible to detect signs of budget overruns in advance.

Retrieve information daily and notify on Discord

By automatically obtaining the necessary information daily, it may eliminate the need for manual data collection tasks.

Get customer information at the specified date and time and send a standard message via Gmail

Gmail standard messages are automatically sent on the specified schedule, eliminating the need to manually get information or create and send emails, and preventing emails from being sent to the wrong address or forgotten.

Benefits of Integrating Google Drive with Yoom

Streamlining Operations through Automated Regular File Deletion

By integrating Google Drive with Yoom, you can automate the regular file deletion process, significantly reducing the time and effort required for manual deletions. For instance, if the sales team temporarily accumulates proposal documents or report templates created monthly, automatically deleting them at the beginning of the month can save effort and keep folders consistently organized. This reduction in time spent on deletion tasks allows you to focus on other tasks.

Thorough Information Management and Reduced Security Risks

Regular file deletion helps prevent the accumulation of unnecessary data, ensuring thorough information management. Particularly, preventing the retention of temporary files or outdated data can help reduce the risk of information leaks. For example, if a large amount of prototype data accumulates in a managed folder, the automatic deletion flow at the beginning of the month ensures only necessary data is retained, keeping the folder organized. This can prevent confusion from past data and enable appropriate operations from an information security perspective.

Efficient Use of Storage Capacity

Considering Google Drive's storage limitations, regularly deleting unnecessary files is deemed very important. Automation may allow for efficient management of storage capacity, ensuring sufficient space for storing necessary files. For instance, if past files continue to accumulate, setting up a deletion flow can regularly organize unnecessary data, preventing work interruptions due to storage shortages.

Conclusion

By utilizing Yoom, you can achieve integration with Google Drive without programming, enhancing operational efficiency. Automating the regular deletion of specific folders can reduce work burdens and increase the time available to focus on other tasks. Additionally, deleting unnecessary data is expected to reduce security risks.

By registering for Yoom for free, anyone can easily achieve operational efficiency. Why not take this opportunity to try Yoom and enhance your business efficiency?