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When managing various files and folders on Google Drive, have you ever found yourself unsure of what each file is? Some people might have even missed new files or folders, leading to delays in checking them or accidentally losing data...
To avoid such situations, it is recommended to implement automation using Google Drive!
By introducing automation, you can automatically receive notifications via chat or email tools when new files or folders are added, which may allow you to act faster and reduce the chances of missing data compared to doing it manually.
Moreover, implementing automation with Google Drive does not require complex knowledge like programming!
We provide a detailed explanation with images on how anyone can easily integrate it, so please give it a try!
By using Yoom, you can easily integrate with Google Drive without any coding.
Yoom offers pre-prepared templates for integrating with Google Drive, so you can achieve integration immediately just by registering, even without API knowledge.
■Overview
The "Notify Outlook when a file or folder is created in Google Drive" workflow is a business workflow that automatically sends notifications to Outlook when new files or folders are created in Google Drive. This allows team members to quickly receive updates, facilitating smooth information sharing. By utilizing Yoom to integrate Google Drive and Outlook, you can eliminate the need for manual notification tasks and achieve operational efficiency.
■Recommended for
■Benefits of using this template
There are several ways to receive update notifications from Google Drive. We have picked out a few methods for you to check out!
Simply click "Try it out" on the automation example you're interested in and register an account to immediately experience Google Drive update notifications. Registration takes just 30 seconds, so feel free to give it a try!
When files or folders are added to Google Drive, you can automatically notify Outlook or Gmail without missing a beat.
By reducing the hassle of checking and sharing progress, you might naturally streamline the pace of your projects. Letting go of notification tasks makes information sharing much smoother, doesn't it?
■Overview
Using the workflow "Send via Gmail when a file is uploaded to Google Drive" can reduce your workload.
Since files can be sent automatically, work time is shortened, leading to improved operational efficiency.
■Recommended for
■Benefits of using this template
By linking Google Drive and Gmail, you can quickly share files.
As a result, the time to check files is reduced, allowing you to proceed with your work smoothly.
Additionally, sharing related information through Gmail enables speedy communication among team members.
This strengthens member collaboration and allows for quick project progress and response.
Furthermore, using an automated flow eliminates the hassle of manually sending files, improving work efficiency.
■Overview
The "Notify Outlook when a file or folder is created in Google Drive" workflow is a business workflow that automatically sends notifications to Outlook when new files or folders are created in Google Drive. This allows team members to quickly receive updates, facilitating smooth information sharing. By utilizing Yoom to integrate Google Drive and Outlook, you can eliminate the need for manual notification tasks and achieve operational efficiency.
■Recommended for
■Benefits of using this template
This is a flow where notifications are sent to Slack or Microsoft Teams every time a file or folder is added to Google Drive. It allows for smooth sharing on chat tools, potentially eliminating discrepancies and missed confirmations in tasks.
Especially for teams with a lot of activity, eliminating the need for manual notifications can be expected to change the overall speed and accuracy of operations. Connecting files and conversations may also increase the likelihood of a seamless flow of information.
■Overview
The flow "Notify Microsoft Teams when a folder is created in Google Drive" is a business workflow that seamlessly integrates file management and team communication. Every time a new folder is created in Google Drive, a notification is automatically sent to Microsoft Teams, facilitating smooth information sharing across the team. This allows for quick understanding of project progress and the addition of new materials, contributing to improved operational efficiency.
■Recommended for
■Benefits of using this template
Let's get started with creating a flow to notify updates on Google Drive! We will use Yoom to proceed with the setup without any coding, so if you don't have a Yoom account yet, please create one using this registration form.
[What is Yoom]
In this article, we will explain the setup of a flow bot that “notifies Outlook when a file or folder is created in Google Drive”.
Here, you will configure the settings to register the app information to be integrated with Yoom. After logging into the Yoom workspace, click "+ Add" on the My Apps screen.
A list of apps available in Yoom will be displayed. Please search for the app you want to integrate using the search box and proceed with registering it to My Apps.
When this screen is displayed, proceed with the integration by clicking the button to sign in to your Google account.
On the next screen, enter the email address and password for the integration.
Once logged in, proceed to grant permissions.
Once permissions are granted, the registration of My Apps is complete.
Select Outlook from the search results. After transitioning to the sign-in screen, enter the Microsoft 365 password.
Once signed in, the Outlook My App Integration is complete.
Once My App Integration is complete, proceed to set up the Flowbot template. Please proceed to copy the template from the banner below.
When the popup below appears, click "OK" to start the setup!
The copied template will be added to My Projects. You can access My Projects from the left menu bar.
Click the first step of the template to set the trigger (starting point) for the Flowbot. In this step, you will set up the Flowbot to periodically start and detect newly added files or folders in Google Drive.
The following items are already set on this screen.
Click Next to proceed.
Once you have selected the start interval, click the Test button. If successful, you can retrieve the following items and values from Google Drive.
These items and values are defined as "Output" in Yoom.
These values will be referenced in later steps.
Click Save to proceed to the next step.
Click the second step of the template. In this step, you will set up to send an email from Outlook to a specified recipient using information from Google Drive.
The following items are pre-configured.
Scroll down to proceed with further settings.
Set CC and BCC as needed, and scroll further down.
Edit the email template.
Click Next to proceed.
On this screen, you can preview the email.
Once you have confirmed the preview, click the Test button. If successful, an email will be sent to the specified email address.
Click Save.
Once all steps are set, a completion screen will appear.
Turn ON the trigger to start the Flowbot.
You can toggle the trigger ON/OFF from the top left toggle. The Flowbot setup was easily completed without programming.
Yoom has many other automation templates that utilize Google Drive!
Be sure to look for automation examples with apps you are familiar with.
■Overview
This is a flow that creates a folder in Google Drive when an account is registered in Salesforce.
■Recommended for
1. Companies using Salesforce as a centralized customer information management platform
・Business personnel managing information for each account
・Those managing leads and accumulating related information
・Those registering status for each project and sharing it with the team
2. Those using Google Drive for file management
・Those creating folders for each client company
・Those who want to share managed data clearly
■Benefits of using this template
Google Drive is a tool suitable for centralized file management.
By using Salesforce to manage customer information and linking it with files managed in Google Drive, access to necessary information is streamlined.
However, manually creating a folder in Google Drive every time an account is registered in Salesforce can negatively impact the productivity of the entire team.
This flow is suitable for those who want to streamline the workflow of the entire team.
By using this template, a folder for the account is automatically created in Google Drive when an account is added in Salesforce, eliminating manual work.
Automating folder creation and reallocating the time spent on manual work to other tasks can lead to improved productivity for the entire team.
■Notes
・Please integrate both Salesforce and Google Drive with Yoom.
・Salesforce is an app available only with the Team Plan and Success Plan. For Free Plan and Mini Plan, operations and data connections set in Flowbot will result in errors, so please be careful.
・Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions.
■Overview
The workflow "Grant file permissions in Google Drive based on department when employee information is added to Google Sheets" contributes to streamlining administrative tasks.
As work time is reduced, you will have more time to focus on other tasks.
■Recommended for
■Benefits of using this template
Implementing a flow that automatically grants file permissions in Google Drive based on department when employee information is added to Google Sheets has several benefits.
First, employees can quickly access the appropriate files.
This allows for smooth project launches and important document reviews, improving work efficiency.
Additionally, it reduces the burden on administrators by eliminating the need to manually set file permissions.
By utilizing this flow, you can reduce unnecessary manual work and expect to streamline administrative tasks.
■Overview
This is a flow where an invoice is generated and saved to Google Drive based on the content of a submitted Google Form.
By using Yoom, you can easily connect apps without the need for programming.
■Recommended for
1. Those who want to improve work efficiency using Google Forms
・Those who need to issue invoices regularly but find the process time-consuming
・Those who want to reduce the hassle of data entry and minimize errors through automation
2. Those who manage documents using Google Drive
・Those who want to manage various invoices and documents on Google Drive but want to avoid the hassle of manual uploads
・Those who want to make it easier to share documents with team members using Google Drive
■Benefits of using this template
By implementing a flow that automatically generates and saves invoices to Google Drive based on submitted Google Forms, you can eliminate the manual effort of creating invoices.
This improves the speed of invoice issuance and enhances the efficiency of administrative tasks.
Additionally, since invoices are automatically saved to Google Drive, the risk of losing them is reduced.
Furthermore, automation helps prevent human errors, improving the accuracy of invoice details and enhancing customer trust.
Moreover, by streamlining operations, staff can focus on other important tasks, thereby increasing productivity.
■Overview
This is a flow where files are stored in Google Drive once an envelope (completion) is finalized in DocuSign.
■Recommended for
1. Those who frequently need to finalize and manage contracts
2. Those looking to reduce manual contract management and automate the process
3. Those who regularly use DocuSign and Google Drive
■Benefits of using this template
・Once an envelope is completed in DocuSign, files are automatically stored in Google Drive, eliminating the need for manual file saving.
・The document saving process is automated, reducing management burden.
■Notes
・Please integrate both DocuSign and Google Drive with Yoom.
■Overview
The workflow "Store files uploaded to Google Drive in Microsoft SharePoint" automates file management between clouds and enhances business efficiency.
By utilizing this flow, files are automatically stored in SharePoint, allowing you to always share and manage the latest files. This ensures smooth progress for the entire team's work.
■Recommended for
■Benefits of using this template
We introduced how to automatically send, notify, and forward Google Drive data to chat tools and email tools using the no-code tool Yoom!
Since file additions and new folder creations are automatically shared, it seems like it could help prevent data omissions!
This might also improve work speed. Above all, it eliminates the hassle of manual sending and forwarding, which could reduce the workload.
Also, automation using Google Drive can be easily achieved with Yoom, without the need for programming!
Since you can smoothly implement automation without specialized knowledge like an engineer, beginners might find this advantageous.
If you want to implement such automation, register with Yoom now!
You can create a free account, allowing you to immediately check the actual usability! Please give it a try!
