When an audio file is submitted through Google Forms, convert it to the specified format using an online tool and send it via Gmail
When an audio file is submitted through Google Forms, convert it to the specified format using an online tool and send it via Gmail
Launch this workflow to connect
Google Forms &
Gmail
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■Overview
Do you spend too much time converting audio files into specific formats for tasks such as handling interview or meeting recordings? Manually downloading files, converting them with an online tool, and sharing them by email is time-consuming and prone to errors. This workflow automates the entire process: when an audio file is submitted through Google Forms, the RPA feature operates an online tool to automatically convert the file format and then sends it via Gmail. It’s the ideal solution for anyone looking for a way to convert audio files online.
■Who should use this template
- Media and web content professionals who frequently share interview or web meeting recordings with stakeholders
- Anyone who manually converts and shares audio files and wants to improve operational efficiency
- Anyone who wants to automate online audio file conversion within a workflow using Google Forms and Gmail
■Benefits of using this template
- From file submission through Google Forms to conversion and sharing, everything is processed automatically, reducing the time previously spent on manual tasks.
- Reduce the risk of human errors such as file conversion mistakes, missing email attachments, and incorrect recipients, while improving operational accuracy.
■Flowbot steps
- First, connect Google Forms, Google Drive, and Gmail to Yoom.
- Next, select Google Forms as the trigger, set the “When a response is submitted to the form” action, and specify the target form ID.
- Next, set Google Drive’s “Download a file” action as an operation to download the audio file attached to the form.
- Next, set the RPA feature’s “Operate the browser” action as an operation and record the steps for converting the file with an online audio conversion tool.
- Next, set the Data Transformation features “Replace data using regular expressions” or “Convert file name” as operations to format the file name.
- Finally, set Gmail’s “Send an email” action as an operation, attach the converted file, and send it to the specified recipients.
※“Trigger”: An action that starts the flow. “Operation”: An action that processes data within the flow after the trigger starts.
■Customization options
- For the Google Forms trigger, you can set any form ID. You can also retrieve form responses, such as file names and respondent information, and use them in subsequent operations.
- With the RPA feature (browser operation), you can freely configure the online conversion tool URL and a series of browser actions, including uploading the file, selecting the output format, and downloading the converted file.
- With the Data Transformation feature, you can freely customize the converted file name. For example, you can rename it to “Converted_Original file name_Date.”
- In the Gmail sending settings, you can specify recipients for To, Cc, and Bcc, and embed Google Forms responses as variables in the email body.
■Important notes
- Connect Google Forms, Google Drive, and Gmail to Yoom.
- The browser operation feature 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, including the Success Plan, offer a two-week free trial. During the free trial, you can use restricted apps and browser operation features. For details, see the pricing plans page.
- For instructions on configuring browser operations, see How to configure “Operate the browser”.
- Customize browser operations to match the website you use.
- The maximum downloadable file size is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
- For details on the file size limits for triggers and individual operations, see File size limits.
- You can select a trigger interval of 5, 10, 15, 30, or 60 minutes. The shortest available interval varies by plan.
- For instructions on retrieving form responses when using Google Forms as a trigger, see How to retrieve responses with the Google Forms trigger.
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About the apps you use
Google Forms
Yoom allows you to integrate with Google Forms API without any code, enabling you to automate various tasks. For example, you can notify Slack or Chatwork of information submitted via Google Forms, or automatically store information in CRMs like kintone or Salesforce.
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No-Code API Actions
Executable API actions
Flowbot triggers
When a Form Response Is Submitted
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)
Flowbot operations
Get Response List
Retrieve a Specific Response
Get Response List (Specify Response Period)
Get Form Questions
Update Form Title and Description
Update Question Titles and Descriptions
Create a New Form
Update Form Visibility Settings
Add a Short/paragraph Question (Title and Description)
Add a Choice Question (Radio, Checkbox, or Dropdown)
Add a Grid Question (Multiple-choice Grid / Checkbox Grid)
Add a Question Title and Description (Date/Time)
Add a Question Title and Description (Linear Scale)
Add a Question Title and Description (Image + Text)
Add a Question Title and Description (Image + Choice)
Add a Question Title and Description (Choices with Images)
Search Emails
Move Message to Trash
Flowbot triggers
When a Form Response Is Submitted
Flowbot operations
Get Response ListRetrieve a Specific ResponseGet Response List (Specify Response Period)Get Form QuestionsUpdate Form Title and DescriptionUpdate Question Titles and DescriptionsCreate a New FormUpdate Form Visibility SettingsAdd a Short/paragraph Question (Title and Description)Add a Choice Question (Radio, Checkbox, or Dropdown)Add a Grid Question (Multiple-choice Grid / Checkbox Grid)Add a Question Title and Description (Date/Time)Add a Question Title and Description (Linear Scale)Add a Question Title and Description (Image + Text)Add a Question Title and Description (Image + Choice)Add a Question Title and Description (Choices with Images)
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 MessageMore inspiration for you
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