How to Upload Files Submitted via Google Forms to Box

・Click "Try this template" to complete the copy.

Step 2: Set up the trigger Google Form

Set up the trigger action that initiates 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 "[Copy]Upload files submitted via Google Form to Box".
* You can change the template title on the next screen.

2. Click "App Trigger When a  response is submitted to the from".

3. Confirm the account information connected to Google Forms and click "Next".
* Other items are set by default.

4. Set the trigger interval and form ID, and conduct a test.
* Trigger intervals available are 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes, and the selectable time varies depending on the plan.
* For each selected interval, check the trigger action on the app, and if executed, the flowbot will start. 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 Google Forms will be displayed in the retrieved value.
Click "+ Add value to retrieve" to add items to be used for the file ID and file name in the retrieved value and save.
* By default, the retrieved values that can be obtained from Google Forms are limited to "Response ID", "Last Response Date", "Response Creation Date", and "Respondent's Email Address". To obtain response content, you need to add output using JSONPATH. For how to add output, check the help pages here and here.

Step 3: Set up downloading files from Google Drive

1. Click "Integrate with app Download file".

2. Confirm the linked account and click "Next".
* Other items are set by default.

3. Set the file ID and conduct a test.
* The file ID is selected from the retrieved value displayed when you click the frame under "When a response is submitted to the form". This allows dynamic reflection of IDs that change with 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. Confirm the linked account and click "Next".
* Other items are set by default.

3. Set the file name and the destination folder content ID, and conduct a test.
* The file name can be set dynamically by selecting items from the retrieved value displayed when you click the frame under "When a response is submitted to the form". The extension is entered directly. You can also enter fixed text.
* 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.
If there are no issues, save it.

5. Once the trigger is turned ON, files will be automatically saved to the Box folder each time they are submitted to the Google Forms.

If you have any questions about the flow introduced, please check the help page here.

Other Automation Examples Using Google Forms and Box

In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Google Forms and Box.

If you find something interesting, please give it a try!

Automation Examples Integrating Google Forms and Box

You can also create documents in Google Sheets or Microsoft Excel from the contents of Google Forms and save them to Box.

Example of Automation Using Google Forms

Notify Chat Tools When a Response is Submitted in Google Forms

Automatically notify Slack, Discord, etc., when a response is submitted in Google Forms.

Add an event to the calendar when there is a response to the Google Form

When there is a response to the Google Form, an event is automatically added to Google Calendar or Outlook.

Register the content submitted via Google Forms into a task tool

Automatically register the content submitted via Google Forms as a task in tools like Trello or Asana.

Automation Example Using Box

Create a Folder in Box When a Record is Added to the Database

When a record is added to Google Sheets, Notion, or similar, a dedicated folder is automatically created in Box.

Save documents received by email to Box

Automatically save documents received in Gmail, Outlook, etc., to Box.

When the web conference ends, download the recording data and save it to Box

When the web conference ends on Google Meet or Zoom, download the recording data and automatically save it to Box.

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

Benefit 1: Improved Work Efficiency by Reducing Manual Tasks

Manually saving files submitted via Google Forms from Google Drive to Box can be quite cumbersome, right?
By using this integration, you can automatically save files submitted via Google Forms, which is expected to reduce manual tasks and improve work efficiency!
For example, when collecting receipt data via Google Forms and saving it to Box, the person in charge can be overwhelmed during busy expense claim periods.
Therefore, if files are saved automatically, the burden on the person in charge is reduced, and work efficiency can be improved.

Benefit 2: Reduction of Human Errors

Manually saving files to folders carries the risk of human error.
If files are saved in the wrong folder or if file saving is overlooked, unnecessary correction work is required, right?
If files are automatically saved to Box, it should prevent human errors and enable accurate file management!
For example, if files related to expenses are saved in the wrong folder, it can take time to find the necessary files during financial closing.
Human errors can hinder the progress of work, so preventing human errors through integration could lead to smoother financial closing processes.

Benefit 3: Centralized File Management

When managing files with Google Drive and Box, there can be inconsistencies between the tools.
If files saved in Google Drive are not saved in Box, verification work arises, wasting time.
By integrating the tools to automatically save files, it should allow the same files to be saved across tools, reducing management burden!
For example, for a person in charge of multiple tasks, there can be a time lag between when a Google Form is responded to and when the file is saved to Box.
If there is a time lag, inquiries from stakeholders may arise, but if files are saved automatically, it should lead to a reduction in such verification tasks.

Conclusion

By integrating Google Forms, Google Drive, and Box, you can reduce the hassle of file saving and prevent human errors.
This is expected to reduce the burden on the person in charge and improve work efficiency!
Furthermore, it should lead to centralized file management and reduced folder management burden.
The integration of the 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.
Take this opportunity to review your file-saving business processes and aim for a more efficient way of working.