When a file is submitted via Google Forms, convert it to WebP using RPA and store it in Box

■Overview

Do you spend too much time converting image files, especially to WebP, for your website operations? Manually converting files and storing the converted files in a storage service takes time and can lead to errors.
This workflow automates the entire process of using RPA to convert files received through Google Forms to WebP and store them in Box. Streamline tedious file conversion and management tasks so you can focus on more important work.

■Recommended for

• Web teams that manually convert images to WebP on a regular basis
• Teams that manually organize and store files received through Google Forms in Box
• Anyone looking to prevent human error when converting file formats or transferring data between SaaS tools

■Benefits of this template

• Automate the entire process, from converting files to WebP to storing them in Box, and reduce the time spent on manual tasks
• Reduce the risk of human error, such as file conversion mistakes or selecting the wrong upload destination or file name in Box

■Flowbot steps

1. First, connect Google Forms, Google Drive, and Box to Yoom
2. Next, select Google Forms as the trigger, set the action to “When a response is submitted to the form,” and retrieve the file information included in the response
3. Next, set the Google Drive “Download a file” action as an operation and download the file based on the information retrieved by the trigger
4. Next, configure the RPA feature as an operation and use browser actions on an online file conversion service or similar tool to convert the downloaded file to WebP
5. Next, configure the AI feature’s “Extract data from text” action as an operation and extract information such as the file name as needed
6. Finally, set the Box “Upload a file” action as an operation and store the converted WebP file in the specified folder

※“Trigger”: An action that starts a flow. “Operation”: An action that processes data within a flow after the trigger starts.

■Customization options

• In the Google Forms trigger settings, specify the form you want to include in the automation
• When downloading a file from Google Drive, set the target file ID as a variable using the information retrieved by the preceding trigger
• For the RPA feature, customize the URL of the web page used for WebP conversion, the actions to perform, the values to enter, and other settings to match your environment
• When extracting text with the AI feature, you can use information retrieved in the preceding step as variables for the extraction target and customize the items to extract
• When uploading a file to Box, you can set the destination folder ID and file name as fixed values or variables using information retrieved by preceding operations

■Notes

• Connect each of Google Forms, Google Drive, and Box to Yoom.
• For details on how to retrieve responses when using Google Forms as a trigger, see the guide below.
  See the guide
• You can select a trigger interval of 5, 10, 15, 30, or 60 minutes.
• Please note that the shortest available trigger 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 for triggers and individual operations, see the guide below.
  See the guide
• Browser operation features are available only on the Success Plan. On the Free, Mini, and Team Plans, operations configured in your 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 on how to configure browser operation features, see the guide below.
  See the guide
• Customize browser operation features to match the website you use.