In this post, we will be exploring the process of integrating Google Drive with Gmail to enable automatic email notifications for team members whenever a new file is uploaded to Google Drive.
This automation requires a one-time setup, for which we will use Pabbly Connect.
To begin, we will establish a connection between Google Drive and Pabbly Connect to capture newly uploaded files. Then, we will link Pabbly Connect with Gmail and notify the team members via email of the uploaded files.
Steps to Send Emails When New Files Are Added to Google Drive Automatically
1. Sign In / Sign Up to Pabbly Connect and Create a Workflow
2. Setup Google Drive as the Trigger App to Fetch Files
3. Setup Gmail as the Action App to Send Emails
Step 1:- Sign In / Sign Up to Pabbly Connect and Create a Workflow
A. Sign In / Sign Up
To begin this process, visit Pabbly Connect and create your account by clicking on the ‘Sign Up Free’ button. You can also click on Sign In if you already have an account.
Click on the Pabbly Connect ‘Access Now’ button
B. Create Workflow
To create a new workflow, click the ‘Create Workflow’ button.
Name your workflow, and click on ‘Create’.
Step 2:- Setup Google Drive as the Trigger App to Fetch Files
We will now look at the steps through which we will establish a link between Google Drive and Pabbly Connect. This will enable us to retrieve files from a designated folder in your Google Drive.
A. Trigger App
Trigger allows us to choose the application that will receive the data for Pabbly Connect. In our case, it would be Google Drive.
Choose ‘Google Drive’ as the Trigger App, select ‘New File in Specific Folder’ as an Action Event, and click on ‘Connect’.
B. Connect Google Drive Account
To connect with your Google Drive account, select ‘Add New Connection’ and click on ‘Connect With Google Drive’. Also, grant the authorization.
Choose the folder that contains the desired file to be captured, and then click ‘Save & Send Test Request’.
When you click on Save & Send Test Request, Pabbly Connect will automatically capture the latest file that was uploaded to your Google Drive.
Step 3:- Setup Gmail as the Action App to Send Emails
Action allows us to choose the application that will get executed by the workflow trigger.
Our primary objective is to send email notifications to team members about the newly uploaded file. Therefore, Gmail will be our Action App.
A. Action App
Choose ‘Gmail’ as the Action App, select ‘Send Email’ as an Action Event, and click on ‘Connect’.
B. Connect Gmail Account
To connect your Gmail account, select ‘Add New Connection’, and click on ‘Connect With Gmail’. Additionally, grant authorization as this account will be used to send emails.
Enter the Recipient Email Address to whom you intend to send the email.
C. Map the Necessary Fields
After successfully linking your Gmail account, the only remaining step is to map the uploaded file details from the previous step. Mapping ensures that our data is dynamic and adjusts based on the responses received.
Enter / Map the Email Subject and Email Content.
Map the File Name from the step above.
Similarly, map the Attachment, and click on ‘Save & Send Test Request’.
Once you click on Save & Send Test Request, an email that includes the attachment will be sent to the specified team member’s email address.
The automation process is now complete, and we have successfully integrated Google Drive with Gmail. Moving forward, whenever a new file is uploaded to your Google Drive account, an email notification will be automatically sent to your team member.
You can copy this entire workflow by clicking this link.
Sign Up for a free Pabbly Connect account, and start automating your business
Subscribe to our Youtube Channel for more such automation
For any other queries, visit our forum