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Have you ever just looked at a file attached to Slack and then lost it in the stream of logs, making it hard to find again? Moreover, with the free plan, there is a viewing limit, so you can't check the contents later. However, manually downloading all the files sent daily and immediately sorting them is tedious and low on the task priority list.
To solve this issue, I created a flow bot using the Yoom service to manage information sent to Slack in a spreadsheet.
Let's link Slack and Google Spreadsheets so you can check Slack information anytime later!
This article introduces how to link 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 with the template below, so please give it a try!
[About Yoom]
First, prepare a sheet to add Slack messages. Here's how I set it up this time.
It's quite simple. But this level of simplicity makes it easy to view, right?
It's recommended to make the sheet with clear items like message, attachment, and URL, as it makes setting up the flowbot easier.
Once the sheet is ready, the next step is to actually create a flowbot in Yoom. Let's start with "My App Integration."
[Slack My App Integration]
Please integrate Google Sheets in the same way. Registering Google-related apps is super easy and can be done in no time, so rest assured.
Once the My App Integration is complete, click "Try it" on the banner below.
You will see "Template has been copied", so click "OK".
Using the template, a flowbot named "[Copy]When a post is made to a Slack channel, add the post to a Google Spreadsheet" will be automatically created in My Projects in the menu.
The template provides the framework, so you only need to change the internal settings.
Press edit at the top right and click on "When a new message is posted to a channel" with the Slack icon.
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This time, since we want to manage files, we changed the app trigger title to "When a new message is posted to a channel". Feel free to customize it!
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Select the account information connected to Slack.
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From the trigger action dropdown, select "When a new message is posted to a channel" and proceed.
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Choose the channel ID.
When a message with a file is sent to the selected channel, it will be added to the Google Sheets. It's recommended to choose a channel where you can send test messages without any issues.
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Send a test message.
This time, we sent a message, file, and URL as shown below.
Make sure to send all three: message, file, and URL.
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Click the test button, and if successful, register the retrieved value. If you're wondering "What's that?", just follow the instructions, and you'll be fine. Honestly, I'm not entirely sure myself.
Click Add to add the values to be retrieved.
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You'll see a string of English text that might give you a headache, but find "url_private_download" and click the + mark.
This will be the sought-after file download URL that always flows in the logs. You won't miss it anymore.
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Next, consider cases where a website URL or Google Sheets URL is attached, and click the URL to save regular URLs that are not files.
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Press Save to finish the Slack settings. Surprisingly easy, right?
Click "Operate Database" with the Google Sheets icon.
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Select the Account information linked with Google Sheets, and choose "Add record" as the action to execute.
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Enter the spreadsheet ID where Slack information will be added, select the sheet from the tab name, and determine the table range. This time, we chose A1:C!
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Press Next, and "Values for the new record" will appear.
These values are based on the created spreadsheet, so it's easier to set up the flowbot if you make the spreadsheet with clear items like message, attachment, and URL.
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Here, select the "retrieved value" that was added earlier.
It will appear like the screen, so choose the relevant ones.
Message = Message Content
Attached File = url_private_download
URL = url
After selecting the retrieved values, press the test button just below.
And what a surprise!!! The message sent to Slack earlier has been added to the sheet!!
Now you won't miss downloading files and have to search through logs.
Don't forget to press the save button!
If you registered a test channel, change it to the channel you will actually use!
Click "When a new message is posted to a channel" with the Slack icon.
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The first page is already set up, so proceed to the next.
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Choose the channel ID.
When a message with a file is sent to the selected channel, it will be added to the sheet, so choose the relevant channel.
Finish by pressing Save!
You don't need to press the test button! Well done.
Besides the flow introduced this time, you can achieve various business automations by using Slack and Google Sheets APIs. All can be used with simple settings, so if you find something interesting, give it a try!
It is possible to send notifications to Slack based on information in a Google spreadsheet, or register/update information in a Google spreadsheet based on content posted to Slack.
Notify Slack of received emails
Automatically notify Slack of the contents of received emails. Automatic notification of email text and attachments is possible.
Register content posted to Slack to various services
Automatically register content posted to Slack to various services. Not only message content but also files can be registered.
Notify Slack of database information
Notify Slack of information registered in databases such as SFA and CRM.
Issue documents based on information in Google Sheets
Automatically create documents based on the information registered in Google Sheets.
Send emails from Google Sheets data
Send emails automatically based on data in a Google Sheets.
Link information registered in a Google Sheets to various databases
Automatically link information registered in a Google Sheets to various databases.
By integrating Slack with Google Sheets, messages and files posted across different channels are consolidated into a single spreadsheet.
This eliminates the need to go back through logs across multiple channels when searching for necessary information or files later, thus improving the efficiency of information retrieval. This is particularly effective for tasks that require retaining past documents and messages, especially since the free plan of Slack has a log viewing limit. This integration will also enable smooth responses to inquiries from superiors.
Combining Slack channels that are viewable only by specific members with Google Sheets shared among a large group makes file and task management easier.
For example, when an important file is posted, it is automatically saved to the spreadsheet, allowing necessary members to check the content in the spreadsheet without needing to switch apps. This enhances operational collaboration efficiency and prevents overlooking important information.
By transcribing the content of new messages or files posted on Slack to Google Sheets, information is systematically accumulated.
This automatic integration is also convenient for managing important files like contracts, estimates, and reports. Having a log of Slack messages on the spreadsheet is useful for later team reviews or sharing information with other departments. Additionally, this record can help improve business transparency and facilitate project progress reviews by allowing for easy retrospection.
Yoom, which can integrate with various apps and allows for centralized management, offers a variety of templates.
This time, it was a relatively simple flow bot creation, but having templates for simple tasks truly enables immediate automation. It's best to keep using templates and try various things! Create flow bots and make time with AI!
