Discover how to optimize your workflow by automating the process of saving and uploading attachments from your incoming Gmail emails on Google Drive for further use.
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One of the most common tasks for anyone in IT, Marketing, HR or Legal Department is going through attachments they receive through their email and saving them for further use. However, when you’re receiving multiple emails a day, this can be very tedious and time-consuming. This is where automation comes into play.
In this guide, we will walk you through the process of building a Zenphi flow to extract attachments from your incoming emails, merge them into a singular PDF document, and save the merged file into your Google Drive. To make it even easier, we have created a YouTube tutorial that goes through the steps displayed here.
Set Up Your Zenphi Account
Let’s get started by setting up your Zenphi account! Click here to create your free account. Once you’re in, it’s time to build your first automated flow.
In Zenphi, a ‘flow’ refers to the entire workflow process. It consists of a ‘trigger’ that initiates the flow and subsequent actions, which are the steps carried out in the process.
For this example, we will use the ‘Gmail New Email Trigger.’ This trigger will start our flow whenever an email arrives in the selected inbox, making it super easy to keep track of all incoming emails.
We can enable conditional run to indicate exactly when we want the flow to run; this can be whenever it’s from a specific sender, the email body contains certain words, or the subject is specific text. This makes it simple to filter out any emails that don’t need merging.
Building the Flow
The first action or step in our flow will involve using the ‘Merge Documents‘ action, which allows us to combine all attachments from the incoming email.
To set up this action, simply click on the chain icon, known as a token picker, to insert data from previous steps, such as selecting attachments from our Gmail trigger. This action also offers options to password-protect your document and assign it a new name.
Save Files
Our ultimate action is ‘Save File‘, enabling us to store files in Google Drive. Setting up this action is straightforward: select the file for upload, choose the destination folder in Google Drive, and optionally rename the file. This ensures that merged documents are automatically saved to your Google Drive.
Using Zenphi, you can also add watermark to PDF automatically as a part of the same flow. Or build a more complex process, as a part of your 3 way invoice matching protocol, or your automated accounts payable flow.
Video Tutorial: Automate Upload to Google Drive
Need To Build A More Complex Flow? Book a Call With Our Automation Experts
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