Send an Email Zibot
Notify contacts automatically when files are added, removed, or modified inside your Google Drive or Dropbox.
Michał Sałyga avatar
Written by Michał Sałyga
Updated over a week ago

Summary: This Zibot will automatically notify a preselected list of contacts about files being added/removed or modified inside your Google Drive/Dropbox. The Email Zibot can be used in a single flow or as part of a multi-step flow.

Where is the feature setup? The Email Zibot can be applied inside the Zibot step when creating or amending a Flow. Ziflow is able to automatically send email notifications based on your cloud storage events.

Follow instructions on:

Send Email Zibot Event configuration

Before you create your first automation, you'll need to connect your Google Drive/Dropbox personal/Dropbox Businesses. Start by entering the Connect tab and pressing a Create flow button located in the right upper corner of a dashboard. Name your flow (eg. Send email notification about each PDF file being uploaded to Google Drive) and select a previously added cloud storage connection. Alternatively, you can add a new cloud connection from this page as well.

Next, select type of the event that is going to trigger the automation:

There are 4 types of events who can choose from (4th one which is New folder is created is dedicated for other Zibots):

  1. File is added to a folder - select this event if you want to notify about files being uploaded to the storage.

  2. File is modified - select this event if you want to notify about files that are being modified (eg. name is changed).

  3. File is deleted - select this event if you want to notify about files that are removed from the storage.

  4. New folder is created - select this event if you want to notify about folder being created in the storage.

Let's now Set up details for your event. Please see "Understanding event settings" for more information.

The above settings let you narrow down files that will trigger the automation later on. You can decide which files, uploaded where and by whom will trigger later actions. Once you're done with adjusting the trigger settings, click the Next button and proceed with Zibot configuration.

Send Email Zibot configuration

You'll be presented with a list of available Zibots, select the Send an email notification option.

When you select the Send an email notification action as part of your flow, you will see the following window.

  1. Source file - Ziflow is asking what the input file will be ie. the file or folder that will trigger the email. You have two options:

    File that triggered this flow - this means a file that is moved/changed or created in a certain location is the source file.

    File that is the result of the previous action - this option will become available if you have set up a multi-stage flow. It is basically asking if the input file will be coming from a previous action in the flow.

  2. Email address - Recipients' email address (or add multiple addresses). When you type in this area Ziflow will also display any Ziflow users in real-time.

  3. Custom message - If you want to customize the message that the recipient receives you are able to do so by ticking this option. If you tick this option you will see the following:

  1. Email subject

  2. Email message field

  3. List of email variables - simply click on any of the variables you want to add to your custom email subject or message. Eg. you may want to put the filename variable in the subject so that Ziflow pulls out the filename when it sends an email notification.

Supporting material

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