How to Upload Files Submitted via Google Forms to Box

Manually saving files submitted through Google Forms from Google Drive to Box can be a hassle, right?
When there are many files being submitted or when you're busy with other tasks, automating the file-saving process could significantly improve work efficiency.
Moreover, implementing automation can prevent human errors that occur during manual saving and allows for centralized file management!
This article introduces a method to automatically upload files submitted through Google Forms to Box by integrating Google Forms, Google Drive, and Box.
You can achieve this integration without any coding, making it easy to implement even without programming knowledge, so feel free to use this as a reference.

Recommended for

• Those who accept files through Google Forms and manage them in Box.
• Those considering improving work efficiency with Google Forms and Box.
• Those who want to automatically save files received through Google Forms to Box.

For those who want to try it immediately

This article introduces a method of integration using the no-code tool "Yoom."
No complex settings or operations are required, making it easy for non-engineers to implement.
You can start right away using the template below, so please give it a try!

Upload files submitted through Google Forms to Box.

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This is a flow to upload files submitted via Google Forms to Box.

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

[What is Yoom]

How to Upload Files Submitted via Google Forms to Box

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

We will create this 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 is the starting point of the flow, followed by the settings for Google Drive and Box
• Turn on the trigger button and verify the integration operation

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

Step 1: Integrate Google Forms, Google Drive, and Box as My Apps

Register Google Forms, Google Drive, and Box as My Apps to integrate them with Yoom.

1. On the left side of the Yoom management screen, select "My Apps" and click "+ Add".

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

＜For Google Forms＞

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

＜For Google Drive＞

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

＜For Box＞

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

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

・Open the template below.

Upload files submitted through Google Forms to Box.

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This is a flow to upload files submitted via Google Forms to Box.

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・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.

Upload files submitted through Google Forms to Box.

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This is a flow to upload files submitted via Google Forms to Box.

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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.

Create a quotation from the contents of the Google Form and store it in Box.

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■Overview
The 'Create a quotation from Google Form content and store it in Box' workflow is a business workflow that seamlessly automates the issuance of quotations.
By implementing this workflow, you can automate the entire process from quotation creation to storage, reducing the burden of daily tasks.

■Recommended for those who:
- Feel burdened by the creation and management of quotations
- Are finding it difficult to handle an increase in quotation requests manually
- Want to speed up customer response and are leading a sales team
- Want to streamline the submission of quotations and improve customer response speed
- Want to centralize data management and share it with the entire team
- Want to automatically store quotations in Box and achieve a system where the entire team can easily access and share information

■Notes
- Please integrate Google Form, Google Spreadsheet, and Box with Yoom.
- For information on how to obtain Google Form response content when using it as a trigger, please refer to the following:
https://intercom.help/yoom/ja/articles/6807133
- Please prepare a template for invoices in Google Spreadsheet. For details, please refer to the following:
https://intercom.help/yoom/ja/articles/8237765
- 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.

See details Try it

Generate an invoice in Microsoft Excel from the contents of a Google Form and store it in Box.

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■Overview
This flow generates an invoice in Microsoft Excel from the content of a Google Form and stores it in Box.
With Yoom, you can connect between applications without programming, making it easy to achieve this flow.

‍■Recommended for
・People who manage order or application information in Google Forms and manually create invoices
・Accounting staff who manually create PDFs and store them after issuing invoices in Microsoft Excel
・Sales managers or accounting executives looking to standardize the process from order to invoice issuance and reduce human errors
・Anyone seeking to automate the invoice issuance process to speed up billing operations

■Notes
・Connect Yoom with Google Forms, Microsoft Excel, and Box.
・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
・Please refer to the following for how to obtain the response content when using Google Forms as a trigger:
　https://intercom.help/yoom/ja/articles/6807133
・You can choose the trigger interval to start at intervals of 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest start interval may vary depending on your plan.
・Prepare a template for the invoice in Microsoft Excel. For more details, please refer to the following:
　https://intercom.help/yoom/ja/articles/8237765
・For connecting template documents in Microsoft Excel, please refer to "About each item" below:
　https://intercom.help/yoom/ja/articles/9003081

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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.

Notify on Google Chat when there is a response to a Google Form.

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This is a flow that notifies Google Chat of the response content when a new response is submitted to Google Forms.

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Notify Discord of Google Form responses

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■Overview
Isn't it a time-consuming task to check each inquiry or survey response received via Google Forms and share it with the team every time?
Manual copying and sharing can also lead to delays in handling and missed information.
By using this workflow, when a new response is submitted to Google Forms, its content is automatically notified to Discord, allowing you to smoothly resolve these issues.

■Recommended for
・People who manually share responses received via Google Forms with their team
・Those who use Discord as a primary communication tool and want to improve the efficiency of information sharing
・Those who want to increase the speed of handling inquiries from forms and improve customer satisfaction

■Notes
・Please connect Yoom with both Google Forms and Discord.
・For how to retrieve response content when using Google Forms as a trigger, please see the following:
https://intercom.help/yoom/en/articles/6807133
・You can choose the trigger interval at 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest trigger interval differs depending on your plan.

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When a response is submitted via Google Forms, notify on Slack.

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■Overview
Isn't it a hassle to share inquiries or survey responses received via Google Forms with stakeholders each time? Manual sharing can lead to delayed handling or missed information. By leveraging this workflow, as soon as a response is submitted to Google Forms, it can automatically notify the specified Slack channel, enabling fast and reliable information sharing and improving the quality of follow-up.

■Recommended for
・Those who want to quickly share responses received via Google Forms with the team on Slack
・Those who find manual information sharing burdensome and want to prevent missed or delayed notifications
・Team leaders who want to speed up the transition to the next action based on the form response content

■Notes
・Please integrate Yoom with both Google Forms and Slack.
・You can choose a trigger run interval of 5, 10, 15, 30, or 60 minutes.
・The shortest run interval depends on your plan.
・For how to retrieve response contents when using Google Forms as a trigger, please see below.
https://intercom.help/yoom/en/articles/6807133

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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 a schedule in Outlook based on the responses from Google Forms.

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■概要
「Googleフォームの回答内容をもとに、Outlookに予定を登録する」ワークフローは、フォームからの情報を自動的にOutlookの予定表に反映させる業務ワークフローです。
イベントの申し込みやアンケート結果を手動でOutlookに入力するのは時間がかかり、ミスの原因になります。
このワークフローを活用することで、Googleフォームへの入力内容が自動的にOutlookの予定として登録され、効率的にスケジュール管理が可能になります。‍

■このテンプレートをおすすめする方
・Googleフォームを利用してイベントやアンケートを実施している方
・入力データをOutlookの予定表に手動で追加している方
・スケジュール管理の自動化を検討しているビジネスパーソン
・業務効率化を目指し、ワークフローの自動化を導入したい方

■注意事項
・Googleフォーム、OutlookのそれぞれとYoomを連携してください。
・トリガーは5分、10分、15分、30分、60分の間隔で起動間隔を選択できます。
・プランによって最短の起動間隔が異なりますので、ご注意ください。
・Googleフォームをトリガーとして使用した際の回答内容を取得する方法は下記を参照ください。
https://intercom.help/yoom/ja/articles/6807133
・Microsoft365（旧Office365）には、家庭向けプランと一般法人向けプラン（Microsoft365 Business）があり、一般法人向けプランに加入していない場合には認証に失敗する可能性があります。

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When there is a response to the Google Form, add an event to Google Calendar.

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This is a flow to add an event to Google Calendar when there is a response with schedule information in Google Forms.

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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.

Information registered in Google Forms is recorded in Trello.

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■Overview
Manually transcribing inquiries and task requests received via Google Forms into Trello each time can be time-consuming. Especially when many responses are received, human errors such as input mistakes and transcription omissions are more likely to occur. By using this workflow, as soon as a response is submitted to Google Forms, a card is automatically created in Trello, solving these issues caused by manual work.

■Recommended for
・People responsible for managing tasks in Trello based on information received via Google Forms
・Those who find it time-consuming to manually transcribe requests from the form into Trello
・Those who want to automate the linkage between the form and the task management tool to improve operational efficiency

■Notes
・Please connect Yoom with both Google Forms and Trello.
・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes.
・Please note that the minimum run interval varies depending on the plan.
・For how to obtain response contents when using Google Forms as the trigger, please refer to the following:
　https://intercom.help/yoom/en/articles/6807133

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Register the information submitted through Google Forms in Asana.

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This is a flow to register information entered in Google Form to Asana.

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Register the information submitted through Google Forms on GitHub.

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This is a flow to register information submitted via Google Forms to GitHub.

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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.

Create a folder in Box when a row is added in Google Sheets.

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This flow creates a folder in Box when a row is added in Google Sheets.

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When a client is registered in Airtable, automatically create a folder for each client in Box.

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■ Overview
Each time you register a new customer in Airtable, manually creating a folder in Box can be time-consuming. In addition, omissions in manual folder creation or mistakes in naming conventions may affect later information management. By using this workflow, when a customer is registered in Airtable, a folder is automatically created in Box, eliminating these issues and enabling smooth information management.

■ Recommended for
・Those who want to integrate Airtable and Box to streamline management of customer information
・Those who want to eliminate issues such as input mistakes and omissions caused by manual folder creation
・Team leaders who want to standardize the information management system and prevent individual dependence

■ Notes
・Please connect Airtable and Box with Yoom, respectively.
・For the trigger, you can choose a run interval of 5, 10, 15, 30, or 60 minutes.
・The minimum run interval varies by plan, so please be aware.
・For how to retrieve Airtable record details, see below.
　https://intercom.help/yoom/en/articles/9103858

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When a page is created or updated in Notion, create a folder in Box.

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This is a flow to create a folder in box when a page is created in Notion.

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Save documents received by email to Box

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

Read the document data received in Outlook using OCR, update the file name, and store it in Box.

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This is a flow to read document data received in Outlook with OCR, update the file name, and store it in Box.

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Read the document data submitted via Gmail using OCR, update the file name, and store it in Box.

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This is a flow to read document data posted in Gmail using OCR, update the file name, and store it in Box.

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The file received by email is processed through OCR and AI, and then sorted into folders in Box based on the results.

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■Overview
The workflow 'Receive files via email, perform OCR/AI judgment, and distribute them to Box folders based on the results' is a business workflow for automatically processing and efficiently managing email attachments.

■Recommended for
- Business professionals who receive a large number of emails daily and find it cumbersome to organize the attachments
- IT personnel who want to automatically organize and classify files based on their content
- Team leaders who are already using Box and want to further streamline file management
- Executives who want to advance business automation by utilizing OCR and AI technologies
- Those who aim for accurate management due to frequent errors in manual file classification

■Notes
- Please link Box and Yoom.
- 'Switch destination' is available for Mini Plan and above, and OCR AI operations are available only for Team Plan and Success Plan. For other plans, the operations of the set flow bot will result in an error, so please be careful.
- Paid plans such as the Mini Plan can be tried for free for two weeks. During the free trial, you can use restricted apps and features (operations).
- 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.

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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.

Save to box after the meeting ends on Zoom.

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This is a flow to obtain recording information after a Zoom meeting ends and store the data in Box.

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When a meeting ends on Google Meet, automatically download the recording data and store it in Box.

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■Overview
This flow automatically downloads recording data and stores it in Box after a meeting ends on Google Meet.
With Yoom, you can easily achieve this flow without programming, as it allows integration between apps.

‍■Recommended for
・Those who host many online meetings daily on Google Meet and feel burdened by managing recording files
・Department managers or executives who need to centrally manage meeting recordings for multiple projects or teams
・Those who want to unify the storage location of meeting recordings and prevent manual saving errors
・Sales representatives who need to securely store and share records of client meetings or hearings within the team
・HR or education personnel who want to smoothly share training recording data with participants

■Notes
・Please integrate Google Meet, Google Drive, and Box with Yoom.
・The "Wait" operation is only available in the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operation 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).
・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes.
・Please note that the shortest activation interval varies depending on the plan.
・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 link.
　https://intercom.help/yoom/en/articles/9413924

See details Try it

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.