How to Save to Google Drive When the Status is Changed in Salesforce

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Step 2: Setting up a trigger to activate when a record is registered or updated in a custom object in Salesforce

1. First, click on "When a record is registered or updated in a custom object" at the top.

2. You can set the title freely.
Enter the account information to integrate with Salesforce.
Select "When a record is registered or updated in a custom object" for the trigger action.
Once the input is complete, click "Next".

3. Set the trigger activation interval, API reference name of the custom object, field item name to be retrieved, and My Domain URL.
If you don't know how to check each API reference name in Salesforce, refer to here.
You can select the trigger activation interval from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. A shorter setting is generally recommended.
The shortest activation interval varies depending on the plan, so please be careful.
Once the settings are complete, perform a test and save if there are no issues.

Step 3: Setting up to upload to Google Drive

1. Next, let's set up the action to obtain the content ID of the file associated with the record.
Click the icon for "Obtain the content ID of the file associated with the record".

2. Enter the account information to integrate with Salesforce.
Select "Obtain the content ID of the file associated with the record" for the execution action.
Once the settings are complete, click "Next".

3. Set the My Domain URL and record ID.
When you click on the record ID field, the output obtained earlier will be displayed, so please select it.
Once the settings are complete, perform a test and save if there are no issues.

4. Next, let's set up the action to obtain the latest content version ID.

5. Select "Obtain the latest content version ID" for the action.
Once the settings are complete, click "Next".

6. Set the My Domain URL and content ID.
Refer to the output obtained in the previous step for the content ID.
Once the settings are complete, perform a test and save if there are no errors.

7. Next, let's set up the action to download the file.

8. Select "Download file" for the action.
Once the settings are complete, click "Next".

9. Set the My Domain URL and content version ID.
Refer to the output obtained earlier for the content version ID.
Once the settings are complete, perform a test and save if there are no issues.

10. Next, let's set up the action to upload the file to Google Drive.

11. Enter the account information to integrate with Google Drive and select "Upload file".
Once the settings are complete, click "Next".

12. Enter each item.
The folder ID for storage is a required field. Click the field to display candidates, and select from them.
Once the input is complete, perform a test and save if there are no issues.

13. This completes the flow of [Saving files to Google Drive when the status is changed in Salesforce].

Step 4: Testing and Confirmation

Once the setup is complete, the following screen will be displayed.
Click the "Turn on Trigger" button to activate the flow bot.

With Yoom's template, you can easily complete the setup without programming knowledge.
Try this convenient flow from the link below.

Other Automation Examples Using Salesforce and Google Drive

In addition to the integrations introduced today, it is possible to achieve various automations by utilizing the APIs of Salesforce and Google Drive.

If there's something that interests you, please give it a try!

‍‍Automation Examples Integrating Salesforce and Google Drive

It is possible to create an integration where a folder is created in Google Drive when an account is registered in Salesforce.
Additionally, you can save files uploaded in Salesforce to Google Drive and send them via Gmail after saving.

Examples of Automation Using Salesforce

Send Template Emails from Salesforce Lead Information Page

Automatically send template emails from the Salesforce lead information page using Gmail or Outlook.

Read business card images submitted through the form using OCR and register them as Salesforce contacts

Automatically read business card images submitted through Google Forms using OCR and register them as Salesforce contacts.

Add to Calendar When a Record is Created or Updated in Salesforce

Automatically register events in Google Calendar or Outlook Calendar when a record is created or updated in Salesforce.

Automation Example Using Google Drive

Notify Chat Tools When Files or Folders Are Created in Google Drive

Automatically notify Slack, Discord, etc., when files or folders are created in Google Drive.

Create a folder when a record is added to the database

When a record is added to Google Sheets, Notion, or similar, a folder is automatically created in Google Drive.

Save files stored in Google Drive to other cloud storage

Once files are saved in Google Drive, they are automatically saved to services like Box or Dropbox.

Benefits of Integrating Salesforce with Google Drive

Benefit 1: Centralized Data Management

When the status changes in Salesforce, related files are automatically saved to Google Drive, allowing you to view the same files in both places.
This can save you the hassle of switching between Salesforce and Google Drive.
Additionally, being able to confirm the same information in both places should facilitate smoother information sharing.
For example, even if only sales members can check Salesforce, files are automatically saved to Google Drive with status updates, enabling members from other departments to proceed with related tasks smoothly.

Benefit 2: Reducing Human Error

By eliminating the need for manual file saving or updating, you can prevent employees from forgetting to save files or saving them in the wrong location.
For instance, when a sales representative saves files related to customer information or deal progress, this flow automatically saves the files to Google Drive, allowing for accurate file management.
If files are no longer saved in different folders, the unnecessary task of searching for where they were saved is reduced, potentially streamlining operations.

Conclusion

By integrating Salesforce with Google Drive, you can automatically save files to Google Drive in response to status changes within Salesforce.
This frees up the person in charge from the task of saving files, allowing them to focus on communication with customers and sales activities.
No specialized skills are required to implement automation with Yoom!
Simply input the information as explained, and it's easy to use.
Try integrating the indispensable apps for your daily operations to achieve a more efficient way of working!