How to integrate Google Workspace with OneDrive to create a folder in OneDrive when a user is registered in Google Workspace

By integrating Google Workspace and OneDrive, companies can streamline multiple tasks performed by the HR and general affairs departments during employee onboarding.
In particular, automating the creation of necessary folders for each new employee can eliminate manual effort and allow for greater focus on core tasks.
This article provides a detailed explanation of the benefits of integrating Google Workspace and OneDrive and how to automate processes using Yoom.

Recommended for

・Companies aiming for efficient file management by using both Google Workspace and OneDrive
・Those who want to facilitate smooth file sharing with their team or business partners
・HR and general affairs personnel who want to manage internal files more easily
・Users who are beginners in programming but want to automate workflows without code

Benefits and Examples of Integrating Google Workspace and OneDrive

Benefit 1: Reducing the workload of HR and general affairs during onboarding

By integrating Google Workspace and OneDrive during employee onboarding, individual folders are automatically generated, allowing necessary documents to be quickly provided to each employee's folder.
Additionally, standardizing the management of files necessary for work makes it easier to search for documents even during onboarding.
As a result, the HR and general affairs departments can focus on other tasks as the manual effort of creating folders is eliminated when new employees join.

Benefit 2: Preventing human errors from manual tasks

Automation reduces manual tasks performed in each app, helping to prevent input errors.
Accurate information sharing can also help prevent misunderstandings within the team.

Benefit 3: Improving the efficiency of file management for the entire team

By streamlining file creation during onboarding for new employees and HR/general affairs staff, the overall productivity of the team improves.
Clarifying necessary documents eliminates the need to constantly search for important information.
Managers and team members in each department can quickly access necessary files, facilitating smooth organization and sharing of information, thus enhancing work efficiency!

[About Yoom]

How to Create a Workflow for Integrating Google Workspace and OneDrive

Let's create a flowbot using a template that creates a folder for each employee in OneDrive when they are registered in Google Workspace.

You can copy the template by clicking "Try it" on the banner below.
To run this flow, you need to have a Yoom account in advance.
If you don't have a Yoom account, please issue one from the Yoom account issuance page. Registration is easy!

Step 1: Connect Google Workspace and OneDrive to My Apps

First, connect the app you are using with Yoom.
(1) After logging into Yoom, select "My Apps" on the left column and then choose "+ New Connection".

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(2) From the new connection list in My Apps, click on Google Workspace.

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(3) Click "Sign in with Google" on the screen below.

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(4) Select your account and log in with your existing account.

〈Notes for Creating Flowbots〉‍‍
‍・Google Workspace is a feature available only on certain paid plans, and a 2-week free trial is available.

(5) Next, connect the OneDrive app.
Similar to registering Google Workspace in My Apps, select OneDrive.
Once you move to the screen below, sign in.

・Microsoft365 (formerly Office365) has plans for home use and general business use (Microsoft365 Business),
and if you are not subscribed to the general business plan, authentication may fail.

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(6) This completes the connection of Google Workspace and OneDrive to My Apps.
Once connected, they will appear in the My Apps list.

Step 2: Set Up App Triggers

(1) Use the introduced template to actually set up and run a flowbot.
Click "Try it" on the banner below.

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Please press the Google Workspace "When a user is registered" app trigger.
After transitioning to the next screen, enter the information in the required fields. The title can be anything you like, and for account information, add and set the account you want to link.

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(2) Keep the trigger action as "When a user is registered" and click "Next".
From the app trigger API connection settings, click "Test", and if no error occurs, click "Next".

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Similarly, on the next screen, click "Test" at the bottom, and if no error occurs, click "Save".

Step 3: Set Actions for the Integrated App

(1) Next, add and integrate the OneDrive app into the project.
Under the configured Google Workspace, press "Create Folder" in "Integrate with Apps".

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To create a folder, add the account information you want to link and press "Next".

(2) Enter information such as the drive ID where you want to create the folder. By doing this setting, the newly created folder will be created within the specified parent folder.

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(3) If necessary, perform a test, and if there are no issues, press "Save".
This completes the setup. By turning on the trigger, the flow bot will start automatically.

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Flow bot template used this time
When employee information is registered in Google Workspace, create a folder for each employee in OneDrive

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Other Automation Examples Using Google Workspace

There are more examples of automation using Google Workspace on Yoom, so here are a few introductions.

① Notify Slack When a New User is Registered in Google Workspace

This is recommended for those who use Google Workspace to store data in the cloud and Slack as their main communication tool.
When a new user is registered in Google Workspace, details can be automatically notified to Slack.
By quoting the details of the notification, you can maintain the accuracy of the shared information.

② Create a folder for each employee in Dropbox when they are registered in Google Workspace

This is recommended for those who utilize Google Workspace and manage work-related documents centrally in Dropbox.
It automatically creates a folder in Dropbox by referencing the information of employees registered in Google Workspace.
By automating folder creation, it reduces the manual effort and time involved, facilitating smoother business operations.

③ Add a new user to Google Workspace when an employee is registered in Kaonavi

This template is recommended for HR personnel and recruiters responsible for employee onboarding tasks.
By directly reflecting the information registered in Kaonavi into Google Workspace, input errors are reduced.
This automation flow simplifies the user registration process for new employees, eliminating the need for manual work.

Summary

The integration of Google Workspace and OneDrive seems to contribute to improving operational efficiency by automating the creation of necessary folders for new employees in the HR and general affairs departments of companies.
Additionally, manual input errors are reduced, and it may eliminate the need for time-consuming information reviews and checks in the future.
As a result, newly joined employees can smoothly engage in their tasks from their first day, potentially enhancing overall productivity within the company.