How to integrate Google Forms with Box to upload files submitted through Google Forms to Box

You might find it burdensome to manually save files submitted to Google Forms from Google Drive to Box.
When there are many files submitted to Google Forms or when you are busy with other tasks, automating file saving can improve work efficiency.
Additionally, by implementing automation, you can prevent human errors that occur during manual saving and enable centralized file management.
In this article, we will introduce a method to automatically upload files submitted to Google Forms to Box by linking Google Forms, Google Drive, and Box.
Since it can be linked without code, it can be easily implemented even without programming knowledge, so please refer to it.

Recommended for

Those who use Google Forms for data collection and manage files with Box
Those who find it cumbersome to manage data received via Google Forms
Those who want to prevent human errors when manually saving files to Box

Benefits and Examples of Linking Google Forms, Box, and Google Drive

Benefit 1: Improved Work Efficiency by Reducing Manual Tasks

The task of manually saving files submitted to Google Forms from Google Drive to Box is cumbersome.
In situations where many files are sent in a short period, the burden on the person in charge increases significantly.
By using this linkage, files submitted to Google Forms can be automatically saved to Box, reducing manual work and improving work efficiency.
For example, when collecting receipt data via Google Forms and saving it to Box, the person in charge may be overwhelmed during periods with many expense claims.
Therefore, if files are saved automatically, the burden on the person in charge is reduced, and work efficiency can be expected to improve.

Benefit 2: Reduction of Human Errors

The task of manually saving files to folders carries the risk of human error.
Files may be saved in the wrong folder, or file saving may be overlooked.
If files are automatically saved to Box, human errors can be prevented, enabling accurate file management.
For example, if files related to expenses are saved in the wrong folder, it may take time to find the necessary files during the settlement period.
Human errors can hinder the progress of work, so preventing human errors through linkage can enable smooth work progress.

Benefit 3: Centralized File Management

When managing files with Google Drive and Box, there may be inconsistencies between the tools.
If files saved in Google Drive are not saved in Box, unnecessary confirmation work occurs.
By linking the tools to enable automatic file saving, the same files can be saved between tools, reducing the management burden.
For example, for a person in charge of multiple tasks, there may be a time lag between when Google Forms is answered and when files are saved to Box.
However, if files are saved automatically, it can prevent unnecessary confirmation work due to time lags.

Now, let's introduce how to use the no-code tool Yoom to "upload files submitted to Google Forms to Box".

What is Yoom?

Yoom is a next-generation automation tool designed for those who want to streamline their daily administrative tasks and improve work efficiency! API integrations can be challenging for non-engineers, but Yoom eliminates the need for technical expertise or complex coding, allowing you to manage apps intuitively in one place with ease.

Sign Up for Yoom Here – Quick and Easy in Just 30 Seconds!

How to Upload Files Submitted to Google Forms to Box

This method can be realized by receiving the submission of files to Google Forms using the Google Forms API and saving files to Box using the API provided by Box.
Since files submitted to Google Forms are saved in Google Drive, an action to download the files using the API provided by Google Drive is included.
Generally, programming knowledge is required to achieve this, but it can be easily realized without programming knowledge by using the no-code tool Yoom.

We will create it in the following major processes.

Register Google Forms, Google Drive, and Box as My Apps
Copy the template
Set the trigger for Google Forms, which serves as the starting point of the flow, followed by the settings for Google Drive and Box
Turn on the trigger button and check the linkage operation

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

Step 1: Connect Google Forms, Google Drive, and Box to My Apps

To connect Google Forms, Google Drive, and Box to Yoom, register them in My Apps.

1. Select "My Apps" on the left side of the Yoom management screen and click "+ New Connection".

2. On the following screen, search for Google Forms, Google Drive, and Box respectively and proceed to the next screen.

For Google Forms:

- Sign in as above, check the box on the screen below, and click "Continue" to complete the registration in My Apps.

For Google Drive:

- Sign in as above and click "Continue" on the screen below to complete the registration in My Apps.

For Box:

- Log in as above and click "Grant access to Box" on the screen below to complete the registration in My Apps.

3. Copy the template for connecting Google Forms, Google Drive, and Box.

- Open the template below.

・Click "Try this template" to complete the copy. Step 2: Set up the trigger Google Form Set up the trigger action that will start the flow. This flow is triggered when a file is submitted to the Google Form. 1. Select "My Projects" in the Yoom management screen and click "Upload files submitted via Google Form to Box [Copy]". Note: You can change the template title on the next screen. 2. Click "App Trigger When a form response is submitted". 3. Verify the account linked with Google Forms and click "Next". Note: Other items are set by default. 4. Set the trigger interval and form ID, and conduct a test. Note: Trigger intervals of 5, 10, 15, 30, and 60 minutes are available, and the selectable times vary depending on the plan. The flow bot will activate when an action that triggers the app is confirmed and executed at each selected interval. If you want to save files to Box immediately, a shorter interval setting is recommended. 5. If the test is successful, the information obtained from the Google Form will be displayed in the output. Click "+ Add value to retrieve" and add the items to be used for the file ID and file name to the output, then save. Note: By default, the outputs that can be obtained from Google Forms are limited to "Response ID", "Last Response Date", "Response Creation Date", and "Respondent's Email Address" due to specifications. To obtain response content, you need to add output using JSONPATH. The method for adding output is explained in the help pages here and here. Step 3: Set up downloading files from Google Drive 1. Click "Integrate with app Download file". 2. Verify the account linked with Google Drive and click "Next". Note: Other items are set by default. 3. Set the file ID and conduct a test. Note: The file ID can be selected from the output displayed when you click the frame, from "When a form response is submitted". (Values are displayed in double brackets) This allows dynamic reflection of IDs that change for each file. 4. If the test is successful, save it. Step 4: Set up saving files to Box 1. Click "Integrate with app Upload file". 2. Verify the account linked with Box and click "Next". Note: Other items are set by default. 3. Set the file name and the content ID of the destination folder, and conduct a test. Note: The file name can be set to dynamically reflect the item you want from the output displayed when you click the frame, from "When a form response is submitted". Enter the extension directly. You can also enter a fixed phrase. Note: The method of attaching files is set by default. 4. If the test is successful, the file will be saved in the specified Box folder. Save it if there are no issues. 5. When the trigger is turned ON, files will be automatically saved to the Box folder each time a file is submitted to the Google Form. If you have any questions about the flow introduced, please check the help page here.

Other Automation Examples Using Box

There are many other examples of automation using Box in Yoom, so here are a few.

1. Notify Google Chat When a File is Uploaded to Box

You can automatically notify Google Chat when a file is uploaded to Box.
This integration allows for smooth notification of file upload completion, thereby strengthening collaboration among team members.

2. Automatically create a folder in Box for each account when an account is registered in Salesforce

When an account is registered in Salesforce, a dedicated folder can be automatically created in Box.
This integration helps prevent the hassle and human errors associated with folder creation, thereby improving operational efficiency.

3. Save to box after the meeting ends on Zoom

After the meeting ends on Zoom, you can obtain the recording information, create a dedicated folder, and automatically save the files.
This reduces the task of registering recording files, allowing you to smoothly proceed with post-meeting tasks.

Summary

By integrating Google Forms with Google Drive and Box, you can reduce the hassle of file storage and prevent human errors.
This can lighten the workload of the person in charge and is expected to improve work efficiency.
Additionally, it allows for centralized file management, reducing the burden of folder management.
The integration of these three tools can be achieved without code using Yoom, and by following the steps introduced in this article, it can be easily implemented without specialized knowledge.
Why not take this opportunity to review your file storage processes and aim for a more efficient way of working?