How to integrate Dropbox with Microsoft Teams to receive notifications in Microsoft Teams when an invoice file is uploaded to Dropbox

t.aizawa

When you receive a lot of emails every day, it can be quite a hassle to save files to Dropbox each time.
Moreover, many people might have experienced the struggle of missing a file save or saving a file in the wrong folder, making it difficult to find later.

In this article, we will introduce a method to automatically save files received in Gmail to Dropbox!

By using no-code tools, you can easily set up automation between Gmail and Dropbox.
You can start using it right away, so be sure to give it a try!

Recommended for

Those who want to automatically upload files attached to Gmail to Dropbox
Those who want to integrate Gmail and Dropbox to facilitate smooth file sharing within the team
Those who want to prevent the loss of attachments and ensure proper document storage

For those who want to try it immediately

In this article, we will introduce the integration method using the no-code tool "Yoom".

No complicated settings or operations are required, and even non-engineers can easily achieve it.

You can start right away using the template below, so please give it a try!

For accounting personnel, daily invoice tasks can be time-consuming and labor-intensive, involving confirmation with responsible parties and invoice creation... During busy periods, you might wish for an extra pair of hands!
In such times, why not try automating with Yoom instead of relying on a cat?
This article explains the benefits of integrating Dropbox and Microsoft Teams, how to integrate them, and what Yoom is all about, in detail!

Benefits of Integrating Dropbox and Microsoft Teams

Benefit 1: Streamlining Accounting Tasks

How do you manage invoices? Managing a large number of invoices can be challenging...
Especially since you need to confirm with the responsible party whether the amounts are correct, create invoices, and manage data so it's easy to find when needed.
However, by integrating Dropbox and Microsoft Teams using Yoom, you can solve invoice creation, approval by responsible parties, and even storage of invoice data!
For example, when invoice information is entered into a form, you can upload the invoice file to Dropbox and notify Microsoft Teams.
This can help create time for accounting personnel and reduce manual effort!

Benefit 2: Use as a Backup

"Well, we don't use Dropbox in our department..." If that's the case, how about using it as a backup? The scariest thing when managing invoices is losing data... It can also affect other departments' operations. By integrating Dropbox and Microsoft Teams, even if data is lost in other tools, it will be automatically stored in Dropbox as a backup, allowing for recovery. Of course, since data is stored automatically, using other tools together won't result in double work. This ensures that important invoice information is stored safely!

What is Yoom?

Yoom is a service that integrates with various cloud services to automate your company's unique workflows. By using Yoom to connect the apps your company uses, you can automate routine tasks that occur daily in various departments such as accounting, HR, sales, and labor, including data entry, document creation, and sending chats to specific people.
It eliminates manual errors and effort caused by using multiple apps and allows for easy centralized management of information, enabling you to focus on higher-value tasks.
The UI is very simple, so even those without programming or RPA (Robotic Process Automation) knowledge can easily operate it! You can register for free from the link below!
Free Yoom Registration

Additionally, using Yoom templates makes automation even easier!
If you think, "I don't have time to create from scratch," we recommend using templates!
There might be templates for the apps you always use! Please check them out!
Template List

What are the Differences Between Previous API Integrations and Yoom?

"Integration between apps? I don't know anything technical, and it seems difficult..." Many people might think so. I thought the same.
However, with Yoom, once you register the apps in advance, you can easily create automation tools just by selecting actions!
You don't need highly specialized programming knowledge or to be an engineer! Tasks that you would normally ask an engineer to do can be done quickly and by yourself.
Let's try integrating Dropbox and Microsoft Teams right away!

How to Create a Dropbox and Microsoft Teams Integration Flow

The template we will use this time is "Notify Microsoft Teams when an invoice file is uploaded to Dropbox."
Let's start together by clicking "Try it" on the template below!

Before Getting Started

First, if you do not have a Yoom account, please create one from the Yoom Account Creation Page. You can start right away!
Also, please check Getting Started with Yoom for basic operations.

Step 1: Register and Integrate Dropbox and Microsoft Teams into My Apps!

(1) After logging into Yoom, select "My Apps" from the left column and choose "+ New Connection".

(2) From the list of new connections in My Apps, click on Dropbox.
(3) A login screen will appear, so log in with your Google or Apple ID, or enter your email address and click "Continue".

(4) Next, register Microsoft Teams in My Apps. Click on Microsoft Teams from the list of new connections in Yoom, just like in step (1).
(5) Sign in to Microsoft Teams. Once the integration is complete, Microsoft Teams will be registered in Yoom's My Apps.
Now the integration of My Apps is complete!

Step 2: Let's Set Up the Trigger!

This time, we will use the provided template.
(1) Click on "Invoice Information Registration Form" in the app trigger.

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(2) In the invoice information registration form, create the questions to be included in the form.
There is a preview button at the top right, allowing you to check your work. You can also add more questions by clicking the + button at the bottom.

Proceed further down and enter the heading and description for the completion message that will be sent after the form is submitted. Once you have finished entering, click "Next".

(3) A form display confirmation and detailed settings screen will appear, where you can enter the required fields and attach the invoice file. Once completed, click "Save".
(4) Next, click on "Approve Invoice Details".
(5) In the approval details entry screen, you can select the approver and enter the details of the approval.
Once completed, click "Save".

Step 3: Let's Set Up the Action!

(1) Next, click on "Store Invoice File in Dropbox".
(2) If there are no errors in the account information linked with Dropbox, click "Next".
(3) In the API connection settings, select or enter the folder path, file name, and file attachment method for storing the data. Once completed, click "Test" and if there are no errors, click "Save".
(4) Next, click on "Notify Microsoft Teams".
(5) If there are no errors in the account information linked with Microsoft Teams, click "Next".
(6) In the API connection settings, select the team ID and channel ID from the options.
Enter the message content to be notified to Microsoft Teams and click "Test". If there are no errors, click "Save".
※ To insert a line break in the message, please enter <br>.
※ To include a mention in the message, please write <at id='{mention ID}'>{mention display text}</at> in the message.

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(7) Finally, turn on the email trigger. That's it!

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Summary

We have introduced the benefits of using Yoom with Dropbox and Microsoft Teams and how to integrate them.
By using this template, you might not need to scrutinize invoices every day.
Yoom can integrate with various apps. Besides the apps introduced here, the app you always use might also be easily integrated with Yoom without any coding.
There is also a two-week trial plan, so come and see what apps you can integrate with!

The person who wrote this article

t.aizawa

I hope everyone's everyday work will be much easier! We will continue to send out information on improving work efficiency using Yoom!