Convert files uploaded to Google Drive to PDF with CloudConvert and send them via Gmail
Convert files uploaded to Google Drive to PDF with CloudConvert and send them via Gmail
Launch this workflow to connect
Google Drive &
CloudConvert &
Gmail
!
■Overview
Are you tired of manually converting various file formats to PDF and sharing them every time you receive a file? PDF conversion tasks that occur on a daily basis are not only time-consuming but also carry the risk of human error, such as conversion mistakes and missed emails. This workflow eliminates these challenges by automating the entire process: when a file is uploaded to Google Drive, CloudConvert automatically converts it to PDF, and Gmail sends it to the specified recipients.
■Recommended for
- Anyone who regularly converts files managed in Google Drive to PDF and shares them by email
- Anyone considering automation because manual PDF conversion is time-consuming and prone to errors
- Anyone who wants to standardize and streamline the entire workflow, from file format conversion to sharing
■Benefits of using this template
- Automate the PDF conversion and email sending tasks previously performed manually after saving files to Google Drive, reducing the time spent on file sharing
- Prevent human errors such as file conversion mistakes and forgotten email attachments, improving operational accuracy
■Flowbot steps
- First, connect Google Drive, CloudConvert, and Gmail to Yoom
- Next, select Google Drive as the trigger and set the action to “When a new file or folder is created in a specific folder”
- Next, add a branching function as an operation and configure it to proceed with subsequent steps only when the file is in a specific format
- Next, configure the Google Drive “Download a file” action as an operation
- Next, use the data extraction function and regular expressions to extract the required information, such as the file name
- Next, upload the file to CloudConvert, convert it to PDF, and download the converted file
- Finally, configure Gmail’s “Send an email” action, attach the converted PDF file, and send it to the specified recipients
※“Trigger”: An action that starts the flow; “Operation”: An action that performs processing within the flow after the trigger starts
■Customization options
- In the Google Drive trigger settings, you can specify the folder to monitor for file uploads
- With the branching function, you can freely customize conditions, such as whether to proceed with PDF conversion, based on information obtained in previous steps, including the file name and type
- With the data extraction function, you can use regular expressions to extract specific information from the file name and use it in the subject or body of a subsequent Gmail message, allowing for flexible configuration
- In the Gmail email settings, you can configure the recipients, subject, body, and other details as needed, and insert information obtained in previous steps into the body as variables
■Notes
- Connect Google Drive, CloudConvert, and Gmail to Yoom.
- You can select a trigger interval of 5, 10, 15, 30, or 60 minutes. Please note that the shortest available interval varies by plan.
- The maximum file size available for download is 300 MB. Depending on the app specifications, the limit may be less than 300 MB.
- For details on the file size limits applicable to triggers and each operation, see File size limits.
- 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 2-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted. For details, see the Pricing plans.
- Flowbots with more than five operations can be configured on the Mini plan and above. Please note that Flowbots will not run on the Free plan.
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No-Code API Actions
Executable API actions
Flowbot triggers
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
When the Job Is Completed
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
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
Convert CSV File to Google Sheets
Grant File or Folder Permissions to a User
Move File to Trash
Retrieve a List of Permissions for a File or Folder
Update Description for a File or Folder
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 Folders
Flowbot triggers
When the Job Is Completed
Flowbot operations
Upload FileConvert FileOptimize FileCreate ThumbnailCapture WebsiteCreate ZIP Archive from FilesRun File Export TaskDownload FileGet File Download URLConvert File (Simple)Optimize File (Simple)Create Thumbnail (Simple)Create ZIP Archive (Simple)Merge Files into PDFConvert Files to PDF and Merge
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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