When a PDF file is sent via Gmail, compress it with RPA and save it to Google Drive
When a PDF file is sent via Gmail, compress it with RPA and save it to Google Drive
Launch this workflow to connect
Gmail &
Google Drive
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■Overview
Manually downloading PDF files received by email, processing them with an online compression tool, and saving them again is time-consuming and prone to errors. Searching for an online tool and repeating these steps every time is especially inefficient. This workflow automates the entire process: when a specific PDF file is received in Gmail, the RPA feature automatically compresses it and stores it in a designated Google Drive folder, helping reduce these file management challenges.
■Who This Template Is For
- Those who compress PDF files received in Gmail with an online tool each time
- Those who find manually compressing files and saving them to Google Drive time-consuming
- Those who want to automate and streamline the management of PDF files such as invoices and contracts
■Benefits of Using This Template
- From compressing PDFs to storing them in Google Drive, the entire process runs automatically when an email is received in Gmail, reducing manual work.
- Prevent human errors such as forgetting to compress files or saving them incorrectly, improving file management accuracy.
■How the Flowbot Works
- First, connect Gmail and Google Drive to Yoom.
- Select Gmail as the trigger and configure the flow to start when an email matching specific keywords is received.
- Next, use the branching feature to set a condition that proceeds to the subsequent steps only when the triggering email includes an attachment.
- Then, use the RPA feature’s “Operate the browser” action to interact with any online PDF compression service and compress the PDF file attached to the email.
- Finally, configure Google Drive’s “Upload a file” action to upload the compressed file to the designated folder.
※ “Trigger”: An action that starts a flow. “Operation”: An action that processes data within a flow after the trigger starts.
■Customization Options
- For the Gmail trigger, you can set any keywords included in the subject or body of emails you want to automate, such as “invoice.”
- With the branching feature, you can freely define conditions to branch subsequent processes based on information such as the attached file name or file format.
- With the RPA feature, you can freely configure the URL of the online service you want to use and the specific actions to perform. You can also use information retrieved in previous steps as variables.
- For Google Drive uploads, you can specify the destination folder and file name as fixed values or set them dynamically using variables such as the email subject.
■Important Notes
- Connect both Gmail and Google Drive to Yoom.
- You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
- Note that the shortest available trigger interval varies by plan.
- Branching is an available feature (operation) on the Personal plan and above. On the Free plan, operations configured in the Flowbot will result in an error.
- Paid plans such as the Personal plan include a two-week free trial. During the free trial, you can use restricted apps and features (operations). For details, see the Plans and Pricing page.
- Files up to 300 MB can be downloaded. Depending on the app specifications, the limit may be less than 300 MB, so please take note.
- For details on the file size limits supported by triggers and each operation, see File Size Limits.
- The “Operate the browser” operation is available only on the Success plan. On the Free, Personal, Mini, and Team plans, operations configured in the Flowbot will result in an error.
- Paid plans such as the Success plan include a two-week free trial. During the free trial, you can use restricted apps and the “Operate the browser” operation. For details, see the Plans and Pricing page.
- For instructions on configuring the “Operate the browser” operation, see How to Configure “Operate the Browser”.
- Customize the “Operate the browser” operation to match the website you use.
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No-Code API Actions
Executable API actions
Flowbot triggers
When an Email Matching Specific Keywords Is Received
When an Email with a Specific Label Is Received
When an Email with a Specific Label Is Received (Specify Label ID)
New File or Folder Created
When a New File or Folder Is Created in a Specified Folder
When a Specific File Is Created or Updated
When a File Containing Specific Keywords Is Created
Flowbot operations
Search Emails
Move Message to Trash
Add Label to Specific Message
Remove Label from Specific Message
Retrieve Specific Message
Create Folder
Duplicate File
Search for Files and Folders in a Specific Folder
Delete File
Upload File
Download File
Download Google Sheets File
Download Google Slides
Download Google Docs File
Retrieve a List of Files and Folders in a Specific Folder
Rename File
Retrieve File or Folder Information
Convert Excel File to Google Sheets
Flowbot triggers
When an Email Matching Specific Keywords Is ReceivedWhen an Email with a Specific Label Is ReceivedWhen an Email with a Specific Label Is Received (Specify Label ID)
Flowbot operations
Search EmailsMove Message to TrashAdd Label to Specific MessageRemove Label from Specific MessageRetrieve Specific Message
Flowbot triggers
New File or Folder CreatedWhen a New File or Folder Is Created in a Specified FolderWhen a Specific File Is Created or UpdatedWhen a File Containing Specific Keywords Is Created
Flowbot operations
Create FolderDuplicate FileSearch for Files and Folders in a Specific FolderDelete FileUpload FileDownload FileDownload Google Sheets FileDownload Google SlidesDownload Google Docs FileRetrieve a List of Files and Folders in a Specific FolderRename FileRetrieve File or Folder InformationConvert Excel File to Google SheetsConvert CSV File to Google SheetsGrant File or Folder Permissions to a UserMove File to TrashRetrieve a List of Permissions for a File or FolderUpdate Description for a File or FolderChange File Destination FolderCreate a Shortcut to a FileConfigure Download and Copy PermissionsRetrieve a List of Folders in a Specific FolderConvert a File to Google DocsDownload a Google Sheet (Specify Sheet)Change Sharing to "Anyone with the Link"Search Files and Folders in a Specific Folder (Excluding Trash)Convert a Presentation File to Google SlidesConvert a PDF File to Google DocsGrant File or Folder Permissions to a Specific OrganizationUpdate a Specific FileRemove Permissions from a File or FolderCreate a Shared DriveSearch Shared DrivesCopy File (Detailed Options)Search Files and FoldersMore inspiration for you
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