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!
Delete all files in a specific folder on Google Drive at the beginning of each month.
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.
When the app search window appears, enter Google Drive.
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.
Delete all files in a specific folder on Google Drive at the beginning of each month.
The initial setting is "On the 1st of every month". Let's set up the trigger using Yoom's scheduling feature.
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
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.
Check the account information and make any necessary title adjustments before proceeding.
After selecting the folder ID, click "Test" to retrieve the information within the folder.
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
Next is the setting for "Repeat the same process". Here, we will use branching settings.
Branching is available in the Mini Plan and above, and repeat processing is available in the Team Plan and above. 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).
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
The final setting is "Delete Files". On the first page, as before, check the account information and adjust the title.
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.
Now, the files in Google Drive will be automatically deleted on the 1st of every month.
The flow you set is as follows:
Delete all files in a specific folder on Google Drive at the beginning of each month.
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.
When a Thing is created in Bubble, create a folder in Google Drive.
■Overview The "When a file is uploaded to Google Drive, perform OCR and add it to Airtable" workflow is an automated process that reduces the effort of file management and data entry. Data integration between apps becomes smoother, improving the efficiency of the entire business process.
■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 connect multiple SaaS apps to build a seamless business workflow ・Team leaders or project managers who want to improve data accuracy and reduce human errors
■Notes ・Please connect both Google Drive and Airtable with Yoom. ・The OCR AI operation is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operation of the set flow bot 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 features (operations). ・Triggers 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. ・The maximum downloadable file size is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. ・For details on the file size that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924 ・Please note that OCR data may not be readable if it exceeds 6,500 characters or if the text is small.
■Summary The "Download CSV data from Google Drive at a specified time and notify Slack" flow is a business workflow for smooth periodic data sharing.
■Recommended for ・Team leaders who periodically download data managed on Google Drive as CSV and notify Slack ・Those who find manual data conversion, downloading, and notification bothersome ・Project managers who want to regularly share project updates with team members ・Those who wish to keep the project progress smooth by sharing information on a specified schedule such as weekly or monthly
■Notes ・Please integrate Yoom with both Google Drive and Slack. ・The maximum downloadable file size is 300MB. Depending on the application specifications, it may be less than 300MB, so please be aware. ・For details on the file sizes that can be handled in each trigger and operation, please refer to the link below. https://intercom.help/yoom/ja/articles/9413924
■Overview The "Download CSV data from Google Drive at a specified date and time and send it via Gmail" workflow is a business workflow that smoothly automates regular data sharing.
■Recommended for ・Those who need to regularly obtain CSV data from Google Drive and send it to stakeholders via email ・Sales and marketing teams who share reports weekly or monthly ・Business persons spending a lot of time on manual CSV downloads and Gmail sending ・Those who want to automate data conversion, download, and sending tasks to focus on more strategic work ・IT personnel or system administrators considering the automation of business workflows ・Those aiming to improve the productivity of the entire team by automating repetitive tasks
■Notes ・Please link Google Drive and Gmail with Yoom. ・The maximum file size that can be downloaded is 300MB. Depending on the app's specifications, it may be less than 300MB, so please be careful. ・For details on the file size that can be handled by triggers and each operation, please refer to the following. https://intercom.help/yoom/ja/articles/9413924
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 the budget from Microsoft Excel at the specified date and notify Microsoft Teams.
■Overview This is a flow that retrieves the budget from Microsoft Excel at a specified time, generates a PDF, and sends it via Outlook. With Yoom, you can easily connect apps without programming, making it easy to implement this flow.
■Recommended for ・Those who regularly share budget usage status as PDFs with stakeholders ・Those who spend a lot of time compiling budget information into a PDF ・Those who want to streamline the process of generating PDFs and sending emails via Outlook
■Notes ・Please link each of Microsoft Excel and Microsoft Teams with Yoom. ・Microsoft365 (formerly Office365) has plans for home use and general corporate use (Microsoft365 Business), and if you are not subscribed to the corporate plan, authentication may fail.
■Overview This flow retrieves the budget from Microsoft Excel at a specified date and time and notifies Slack. With Yoom, you can easily implement this flow without the need for programming to connect applications.
■Recommended for - Leaders who want to streamline the creation of Issues and reduce work hours - Those who manage their department's budget with Microsoft Excel - Those who want to check for signs of budget overrun in advance
■Notes - Please connect both Microsoft Excel and Slack with Yoom. - Microsoft365 (formerly Office365) has home and general business plans (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview This is a flow to retrieve budget from Microsoft Excel at a specified time, generate a PDF, and send it via Outlook. With Yoom, you can easily achieve this flow without programming, as it allows for seamless integration between applications.
■Recommended for ・Those who regularly convert budget usage into PDFs and share with stakeholders ・Those who spend a lot of time compiling budget information into PDFs ・Those who want to streamline the process of generating PDFs and sending emails via Outlook
■Notes ・Please integrate Yoom with both Microsoft Excel and Microsoft Teams. ・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■ Overview The "Retrieve the YouTube channel report daily and notify on Discord" workflow is a business workflow that automatically retrieves YouTube performance data and shares it in Discord. By automatically fetching the YouTube report every day and notifying a specified Discord channel, the entire team can easily share and review the data.
■ Recommended for ・Creators who operate a YouTube channel and want to regularly track performance ・Marketers who want to share YouTube data with team members and make quick decisions ・Operations managers who want to automate the manual work of retrieving and sharing YouTube reports ・Those who want to leverage Discord to strengthen communication within the team
■ Notes ・Please connect Yoom with both the YouTube Analytics API and Discord.
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.
Retrieve customer information from Google Sheets at the specified date and time, and send a template email via Gmail.
■Overview This is a flow to retrieve customer information from Google Spreadsheet at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Google Spreadsheet ・Those who feel burdened by regularly sending follow-up emails to customers ・Corporate sales representatives or assistants who need to send reminder emails to customers according to contract renewal dates or deadlines ・Those who want to send notifications such as coupons to multiple customers meeting certain conditions on a scheduled basis
■Notes ・Please integrate Google Spreadsheet and Gmail with Yoom. ・Operations between "repeating the same process" are only available in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations or data connections set in the flow bot will result in an error, so please be careful. ・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
■Overview This is a flow to retrieve customer information from Notion at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Notion ・Those who find it burdensome to send regular follow-up emails to customers ・Corporate sales representatives or assistants who need to send reminder emails to customers according to contract renewal times or deadlines ・Those who want to send notifications such as coupons to multiple customers meeting certain conditions on a scheduled basis
■Notes ・Please integrate Notion and Gmail with Yoom. ・The operation between "repeating the same process" is a feature available only in the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, the operations or data connections set in the flow bot 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 features (operations).
■Overview This is a flow to retrieve customer information from kintone at a specified date and time and send a template email via Gmail. With Yoom, you can easily achieve this flow without programming by linking apps.
■Recommended for ・Sales or customer support personnel at companies managing customer information with Notion ・Those who find it cumbersome to send follow-up emails to customers regularly ・Corporate sales representatives or assistants who want to send reminder emails to customers according to contract renewal times or deadlines ・Those who want to send coupons or campaign information to multiple customers who meet certain conditions on a scheduled basis
■Notes ・Please link both kintone and Gmail with Yoom. ・Operations between "repeating the same process" are only available in the Team Plan and Success Plan. In the case of the Free Plan or Mini Plan, the operations or data connections of the flow bot set will result in an error, so please be careful. ・Paid plans such as the Team Plan or Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and features (operations).
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?
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
With five years of experience as an SEO writer, I continue to write with the motto of being "easy to read" and "easy to understand." I want to convey the convenience of Yoom, which allows app integration without programming knowledge, to as many people as possible!
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