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!
For those who want to try it as soon as possible
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.
When a file or folder is created in Google Drive, notify in Outlook.
■Overview The "Notify Outlook when a file or folder is created in Google Drive" workflow automatically sends a notification to Outlook when a new file or folder is created in Google Drive. This allows team members to quickly receive updates and facilitates smooth information sharing. By utilizing Yoom to integrate Google Drive and Outlook, you can eliminate manual notification tasks and achieve operational efficiency.
■Recommended for ・Those who manage projects using Google Drive and need immediate notifications to the team when files are updated ・Business professionals who use Google Drive and Outlook daily and want to automate their integration ・Administrative staff who find manual notifications cumbersome and aim to improve operational efficiency through automation ・Managers who want all team members to quickly grasp the latest file information
■Notes ・Please integrate both Google Drive and Outlook with Yoom. ・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・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.
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!
Automatically Send and Forward Google Drive Data to Email Tools
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?
Once a file is uploaded to Google Drive, send it via Gmail.
■Overview Using the "Send via Gmail when a file is uploaded to Google Drive" workflow reduces workload. Files can be sent automatically, reducing work time and improving operational efficiency.
■Recommended for ・Those who use Google Drive for file sharing and backup ・Those who want to respond quickly when a file is uploaded to Google Drive ・Those who want to quickly check files and proceed to the next action ・Those who frequently use Gmail ・Those who want to efficiently share information using Gmail ・Those who want to quickly grasp the file upload status via email notification
■Notes ・Please link both Google Drive and Gmail with Yoom. ・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.
■Overview The "Notify Outlook when a file or folder is created in Google Drive" workflow automatically sends a notification to Outlook when a new file or folder is created in Google Drive. This allows team members to quickly receive updates and facilitates smooth information sharing. By utilizing Yoom to integrate Google Drive and Outlook, you can eliminate manual notification tasks and achieve operational efficiency.
■Recommended for ・Those who manage projects using Google Drive and need immediate notifications to the team when files are updated ・Business professionals who use Google Drive and Outlook daily and want to automate their integration ・Administrative staff who find manual notifications cumbersome and aim to improve operational efficiency through automation ・Managers who want all team members to quickly grasp the latest file information
■Notes ・Please integrate both Google Drive and Outlook with Yoom. ・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail. ・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.
Automatically Send and Forward Google Drive Data to Chat Tools
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.
When a folder is created in Google Drive, notify Microsoft Teams.
■Overview The "Notify Microsoft Teams when a folder is created in Google Drive" flow 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 work efficiency.
■Recommended for - Team leaders who use Google Drive regularly and find file or folder management cumbersome - Managers who use Microsoft Teams for communication but feel that information sharing is lagging - IT personnel who want to automate notifications to everyone when a new folder is created, eliminating the need for manual communication - Project managers who want to enhance team transparency and quickly grasp project progress
■Notes - Please integrate Yoom with both Google Drive and Microsoft Teams. - Microsoft365 (formerly Office365) has both home and business plans (Microsoft365 Business), and authentication may fail if you are not subscribed to the business plan. - 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.
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”.
Flow Bot Setup Process
Integrate Google Drive and Outlook with My Apps
Copy the template
Set actions for Google Drive and Outlook
Turn on the trigger and complete the flow setup
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Step 1: Set Up My App Integration
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.
Google Drive
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.
Outlook
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.
Step 2: Copy the Template
Once My App Integration is complete, proceed to set up the Flowbot template. Please proceed to copy the template from the banner below.
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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.
Step 3: App Trigger "When a new file or folder is created"
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.
(1/2) Select Linked Account and Action
The following items are already set on this screen.
Title
App
Account information linked with Google Drive
Trigger Action
Click Next to proceed.
(2/2) API Connection Settings for App Trigger
Trigger Start Interval
Select the interval for starting the flow. The shortest interval is 5 minutes. *The shortest start interval varies depending on your plan.
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.
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.
(1/2) Select Action
The following items are pre-configured.
Title
App
Account information linked with Outlook
Scroll down to proceed with further settings.
To
Set the default recipient for the email. For internal emails, a mailing list is recommended.
Set CC and BCC as needed, and scroll further down.
Edit the email template.
Subject
Set any content you like. By clicking the edit field, you can use the dropdown menu to reference Google Drive's output, so I embedded the end time.
Body
In the default settings, the file ID, file name, and URL retrieved from Google Drive are embedded as reference codes. These codes are also available in the edit field < dropdown menu < output.
Click Next to proceed.
(2/2) Test Email Sending
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.
Step 5 (Final): Turn ON the App Trigger
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.
Google DriveOther Automation Examples Used
Yoom has many other automation templates that utilize Google Drive! Be sure to look for automation examples with apps you are familiar with.
Create a folder in Google Drive when an account is registered in Salesforce.
■Overview The workflow "When employee information is added to Google Sheets, grant file permissions on Google Drive according to the department" contributes to the efficiency of administrative tasks. Since work time is reduced, the time to focus on other tasks will increase.
■Recommended for ・Those who manage employee information using Google Sheets ・Those who manually grant access permissions according to the department and feel it is cumbersome ・Those who want to quickly manage permissions when the number of new employees increases ・Companies that manage internal documents using Google Drive ・Those who want to streamline file permission management on Google Drive
■Notes ・Please link both Google Sheets and Google Drive with Yoom. ・The trigger 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. ・"Switch destination" is a feature (operation) available in plans above the mini plan. In the case of the free plan, the operation of the flow bot set 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).
■Overview This flow issues an invoice with the content of the Google Form when it is submitted and saves it to Google Drive. With Yoom, you can easily integrate apps without programming.
■Recommended for: 1. Those who want to improve operational efficiency using Google Forms. - If you need to issue invoices regularly and it takes time. - If you want to reduce data entry effort and errors through automation.
2. Those managing documents with Google Drive. - If you want to manage various invoices and documents on Google Drive but want to avoid the manual upload process. - If you want to make it easier to share documents with team members using Google Drive.
■Notes - Please integrate Yoom with both Google Forms and Google Drive. - You can select the trigger intervals as 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - The shortest trigger interval varies by plan, so please be careful. - Refer to the following on how to obtain response content when using Google Forms as a trigger. https://intercom.help/yoom/ja/articles/6807133
■Overview The "Store files uploaded to Google Drive in Microsoft SharePoint" workflow automates file management across clouds, improving operational efficiency. By using this flow, files are automatically stored in SharePoint, enabling you to always share and manage the latest files. This helps the entire team work smoothly.
■Recommended for ・Business users who use both Google Drive and Microsoft SharePoint ・IT administrators who find file management between cloud storage services burdensome ・Team leaders aiming for automatic file synchronization and keeping files up to date ・Those who want to improve operational efficiency by leveraging automatic updates in SharePoint ・Project managers who need to share a large number of files regularly
■Notes ・Please connect Yoom with both Google Drive and Microsoft SharePoint. ・Microsoft 365 (formerly Office 365) has consumer plans and Microsoft 365 Business (for general enterprises). If you are not subscribed to a business plan, authentication may fail. ・You can select the trigger interval of 5, 10, 15, 30, or 60 minutes. ・The minimum trigger interval varies by plan; please be aware. ・The maximum downloadable file size is 300 MB. Depending on the app specifications, it may be less than 300 MB. ・For details on the file sizes that can be handled by the trigger and each operation, please refer to the following. https://intercom.help/yoom/en/articles/9413924
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!
With Yoom, you can easily build the kind of collaboration described here without programming knowledge.
With a decade of experience as a Web Planner and Director, my primary responsibilities at a web production company included proposing and managing revision and operation plans for clients. Currently, I am a parallel worker. In the Content Division at Yoom, I am involved in blog production, while also handling external PR projects for companies as an independent contractor. As I embark on a new venture in the vacation rental industry, I am committed to optimizing routine work efficiency.
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