How to create a folder for each employee in Microsoft SharePoint once they are registered in Google Workspace

Creating dedicated folders for each employee manually can be a significant burden for the person in charge. When the burden increases, mistakes are more likely to occur. Additionally, if there is a shortage of personnel, folder creation may be delayed. By integrating Google Workspace and Microsoft SharePoint, dedicated folders can be automatically created when employees are registered, reducing the burden on the person in charge and preventing mistakes during folder creation. Furthermore, it can also help reduce tool operation costs. This article introduces a method to integrate Google Workspace and Microsoft SharePoint without coding, so please refer to it.

Recommended for

Those who utilize Google Workspace and Microsoft SharePoint in their work
Those who want to automate folder creation by integrating Google Workspace and Microsoft SharePoint to improve management efficiency and reduce costs
Those who want to reduce errors by integrating Google Workspace and Microsoft SharePoint

Benefits and Examples of Integrating Google Workspace and Microsoft SharePoint

Benefit 1: Improved Work Efficiency by Reducing Folder Creation Tasks

Manually creating folders for each employee in Microsoft SharePoint can be a significant burden for the person in charge, especially when there are many new employees. By integrating with Google Workspace and automatically creating dedicated folders upon employee registration, it is expected to reduce the burden on the person in charge and improve work efficiency. For example, companies that hire many new employees can improve the efficiency of the person in charge by introducing the integration of Google Workspace and Microsoft SharePoint. As a result, onboarding preparation will be smoother, and new employees will be able to start their work smoothly.

Benefit 2: Prevention of Errors During Folder Creation

Manual folder creation tasks carry the risk of omissions, duplicates, and input errors in folder names. By integrating Google Workspace and Microsoft SharePoint, dedicated folders are automatically created upon employee registration, preventing human errors and enabling accurate folder management. For example, when multiple staff members create dedicated folders for employees, communication gaps can lead to folder creation omissions. Automatic creation of dedicated folders through integration can prevent such human errors.

Benefit 3: Reduction of Unnecessary Confirmation Tasks and Operational Cost Savings

One of the challenges of manually creating folders is the occurrence of time lags. Even if employee information is registered in tools operated within the company, such as Google Workspace, if folder creation is delayed, unnecessary confirmation tasks arise, preventing employees from starting work smoothly. If folders are automatically created in Microsoft SharePoint when employee information is registered in Google Workspace, unnecessary confirmation tasks become unnecessary, leading to operational cost savings. For example, when a new employee joins the IT department, if the folder is not created, confirmation tasks are required between employees and supervisors, or between the IT department and the HR department. Eliminating such unnecessary confirmation tasks can lead to reduced tool operation costs.

Now, let's introduce how to use the no-code tool Yoom to "create a folder for each employee in Microsoft SharePoint when an employee is registered in Google Workspace."

[What is Yoom]

How to Create a Folder for Each Employee in Microsoft SharePoint When an Employee is Registered in Google Workspace

This method can be realized by receiving the registration of employees in Google Workspace using the Google Workspace API and creating folders using the API provided by Microsoft SharePoint. 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 through the following major processes:

Register Google Workspace and Microsoft SharePoint as My Apps
Copy the template
Set the trigger in Google Workspace as the starting point of the flow, followed by the settings in Microsoft SharePoint
Turn on the trigger button and check the integration operation of Google Workspace and Microsoft SharePoint

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

Step 1: Integrate Google Workspace and Microsoft SharePoint with My Apps

First, register Google Workspace and Microsoft SharePoint with Yoom in My Apps for integration.

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

2. On the next screen, search for Google Workspace and Microsoft SharePoint respectively and proceed to the next screen.

＜For Google Workspace＞

・Click "Sign in with Google" on the above screen and select the account to integrate on the screen below.

・Confirm the account and click "Next".

・Check "Select All" and click "Continue" to complete the registration in My Apps.

*Google Workspace is only available with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, operations and data connections set in Flowbot will result in errors, 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 apps that are subject to restrictions.

＜For Microsoft SharePoint＞

・Select the account and sign in on the screen below to complete the registration in My Apps.

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

3. Copy the template for integrating Google Workspace and Microsoft SharePoint.

・Open the link below.

・Click "Try this template" to complete. Step 2: Setting up the trigger in Google Workspace Set up the trigger action that initiates the flow. This flow is triggered when an employee is registered in Google Workspace. 1. Select "My Projects" in the Yoom management screen and click "Create a folder for each employee in Microsoft SharePoint when an employee is registered in Google Workspace [Copy]." Note: You can change the template title on the next screen. 2. Click "App Trigger When User is Registered." 3. Confirm the account linked with Google Workspace and click "Next." Note: Other items are set by default. 4. Register an employee in Google Workspace and conduct a test. Save if successful. Note: This test verifies the integration with Google Workspace. 5. Conduct another test on the following screen and save if successful. Note: This test retrieves the employee's email address and user ID. Step 3: Setting up to retrieve employee information in Google Workspace 1. Click "Search for User to Integrate with App." 2. Confirm the account linked with Google Workspace and click "Next." Note: Other items are set by default. 3. The search items and keywords are set by default as shown below. Verify and conduct a test. Note: If the keyword is blank, you can select from the "When User is Registered" output by clicking the frame. 4. If the test is successful, the employee information registered in Google Workspace will be displayed in the output. Save if there are no issues. Step 4: Setting up Microsoft SharePoint Finally, set up to create a folder in Microsoft SharePoint. 1. Click "Create Folder to Integrate with App." 2. Confirm the account linked with Microsoft SharePoint and click "Next." Note: Other items are set by default. 3. Set each item to create a folder in Microsoft SharePoint and conduct a test. Note: Site ID, Drive ID, and Parent Folder Item ID can be selected from "Candidates" displayed by clicking the frame. Parent folder name and folder name can be directly input as a template. You can also set from the "Search for User" output displayed by clicking the frame (values are displayed in double brackets), allowing dynamic reflection of content that varies by employee. 4. If the test is successful, a folder will be created in Microsoft SharePoint. Save if there are no issues. 5. When the trigger is turned ON, a dedicated folder will be automatically created in Microsoft SharePoint each time an employee is registered in Google Workspace. If you have any questions about the flow introduced, please check the help page [here](https://intercom.help/yoom/ja/).

Other Automation Examples Using Microsoft SharePoint

There are many other examples of automation using Microsoft SharePoint on Yoom, so here are a few introductions.

1. Create a folder in Microsoft SharePoint when an account is registered in Salesforce

Every time an account is registered in Salesforce, a folder can be automatically created in Microsoft SharePoint.
This integration can reduce the process of manually creating folders, improving the efficiency of the person in charge.

2. Once the document signing is completed with CloudSign, upload the agreement certificate to Microsoft SharePoint

After the signing is completed with CloudSign, the agreement certificate can be automatically saved to Microsoft SharePoint.
This integration will streamline the document storage process and reduce management burdens.

3. Create a folder in Microsoft SharePoint and create a new group in Chatwork to notify when the specified schedule is reached

You can automate the task of creating a folder in Microsoft SharePoint and notifying in Chatwork when the specified schedule is reached.
With this integration, the creation of folders for regular meetings is automated, reducing the burden on the person in charge and allowing members to smoothly save files.

Summary

In this article, we introduced a method to automatically create dedicated folders in conjunction with employee registration by integrating Google Workspace and Microsoft SharePoint.
This automation reduces manual tasks and prevents human errors, thereby alleviating the burden on the person in charge.
Additionally, it prevents time lags in folder creation, eliminating unnecessary confirmation tasks and potentially reducing operational costs.
The integration of Google Workspace and Microsoft SharePoint can be achieved without coding by using Yoom.
You can implement it simply by following the steps explained in this article.
Why not take this opportunity to incorporate automation?