How to create a folder in Google Drive when a specific message is sent in Microsoft Teams

Read the following screen display and click "OK".

When the following screen is displayed, check the "Title" and "Description".
If changes are needed, click the relevant section to make changes.
First, set up Microsoft Teams by clicking "When a message is sent to the channel".

Step 3: Set up the Microsoft Teams trigger that initiates the flow and the subsequent Google Drive operation

Check the settings on the following screen.

• "Title" → Can be changed by yourself
• "Account information connected to Microsoft Teams" → Verify if the account is correct
• "Trigger action" → When a message is sent to a channel

When the following screen is displayed, select the "Trigger interval" from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ The trigger interval varies depending on the plan, but a shorter setting is generally recommended.

Next, set the "Team ID".
Click inside the box to display the candidates, and select the Team ID from there.
Similarly, set the "Channel ID".
Once set, click "Test" → "Test Successful" → "Save".

Next, set up branching based on the presence of specific phrases by clicking "Branch | Presence of specific phrases".
※ The "Branch" operation is available in some paid plans.
In other plans, the operations set in the Flowbot will result in an error, so please be careful.
A 2-week free trial is available for paid plans.
During the free trial, you can use restricted apps and features (operations), so please give it a try.
Check the settings on the following screen.
This time, we will set it up to automatically create a folder in Google Drive when a message with "New Customer Report" is received.

• "Title" → Can be changed by yourself

Branch target values

• "Operation" → When a message is sent to the channel
• "Retrieved value" → Message content

Branch condition

"Message content", "Contains", "New Customer Report"

Once set, click "Save".

Next, set up extracting messages from Microsoft Teams using AI by clicking "Extract data from text".
Check the settings on the following screen.

• "Title" → Can be changed by yourself
• "Conversion type" → Extract text from data within 3,500 characters (2 tasks)

Please check the following precautions.

Scroll and set the "Target text".
Select "Message content" from the retrieved values from Microsoft Teams.
The retrieved values will be displayed by clicking the arrow in the red frame.

Next, set the "Items to extract".
Here, we will set it up to extract the customer name.
The following is an example, so feel free to set it as you like.
Once set, click "Test" → "Test Successful" → "Save".

Next, set up Google Drive by clicking "Create a folder".
Check the settings on the following screen.

• "Title" → Can be changed by yourself
• "Linked Account" → Verify if the account is correct
• "Action" → Create folder

When the following screen is displayed, set the "Folder name".
If you use the retrieved value from "Extract data from text", the folder name will be created automatically.
Set it as you like.

Finally, set the "Parent Folder ID".
Set it according to the instructions.
Once set, click "Test" → "Test Successful" → "Save".

Step 4: Turn on the trigger button and verify the integration between Microsoft Teams and Google Drive

Finally, click "Turn on trigger" to complete the automation setup.
Check if the Flowbot is operating correctly.

Here is the template used this time.

Other Automation Examples Using Microsoft Teams and Google Drive

In addition to the integrations introduced today, various automations can be achieved by utilizing the APIs of Microsoft Teams and Google Drive.

If you find something interesting, please give it a try!

‍Automation Examples Integrating Microsoft Teams and Google Drive

You can set up notifications in Microsoft Teams when a new file is uploaded to Google Drive or when a folder is created in Google Drive.
Additionally, it's possible to regularly retrieve a list of files in a Google Drive folder and post it to Microsoft Teams.

Automation Example Using Microsoft Teams

Notify Microsoft Teams When a New Message is Posted in a Chat Tool

Automatically notify Microsoft Teams when a new message is posted in Slack or Discord.

Notify Microsoft Teams of Information Submitted via Form

Automatically notify Microsoft Teams of information submitted via Google Forms, HubSpot, etc.

After the web meeting, transcribe and summarize the content, then notify Microsoft Teams

After the meeting ends on Zoom or Google Meet, automatically transcribe and summarize the content, and notify Microsoft Teams.

Automation Example Using Google Drive

Upload Email Attachments to Google Drive

Automatically upload attachments received in Gmail or Outlook to Google Drive.

Create a folder in Google Drive when an account is registered in another app

Automatically create a folder in Google Drive when an account is registered in Salesforce, HubSpot, or other apps.

Create a folder when a record is added to the database

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

Benefits and Examples of Integrating Microsoft Teams with Google Drive

Benefit 1: Organize Folders by Project or Client

Being able to organize folders by project or client is convenient when checking data.
However, if you are creating folders manually, there is a higher chance of making mistakes or omissions.
By integrating Microsoft Teams with Google Drive and utilizing automation to create dedicated folders upon receiving specific messages, you might be able to solve this issue.
For example, when a sales representative posts a message like "Contract" in Microsoft Teams, a folder can be automatically created in Google Drive.
This way, you can organize folders by project or client, making it easier to find documents.

Benefit 2: Smooth Folder Creation

In customer support or sales settings, managing documents in response to customer inquiries or negotiations is common.
However, manually creating folders can be time-consuming and may prevent you from saving important documents immediately.
For instance, when you send "New Client" to Microsoft Teams, a folder is automatically created in Google Drive, making document storage and folder creation smoother.
This ensures that the storage location for necessary documents is secured quickly, potentially preventing the risk of document loss.

Benefit 3: Easier Data Sharing Between Departments

There are cases where data sharing across departments is necessary, but if data is not shared properly, it can hinder operations.
Especially in tasks involving multiple departments, quickly creating folders is crucial.
For example, when a message like "Project A" is received in Microsoft Teams, a folder can be automatically created in Google Drive, facilitating easier data sharing.
This way, there is no need to confirm where necessary documents are stored between departments, potentially enabling smoother communication.

Conclusion

The task of creating folders that arises in daily operations can be burdensome and prone to human error when done manually.
However, by integrating Microsoft Teams with Google Drive and implementing automation to create folders upon receiving specific messages, you might be able to resolve this issue.
If folders are created automatically, it becomes easier to manage information in dedicated folders by project or client.
Moreover, when data sharing across departments is necessary, it can be done smoothly, potentially minimizing communication.

With Yoom, you can easily implement automation without coding, so please refer to this article and give it a try!