How To Automate Google Drive Folder & File Creation

Zapier share link:
‍https://zapier.com/shared/a7999814558a6a192d83e8996b6a1caf0ed2ad6

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Step 1: Set Up the Automation

• Watch the Loom Video:
  • Watch the provided Loom video to understand the process.
  • Download the share link available around the Loom video.
• Load the Automation:
  • Open a new tab and paste the share link, then press enter.
  • This will load the automation into your Zapier account.
• Sign Up for Zapier:
  • Use the cheapest plan available on Zapier. This plan is sufficient for this automation.

Step 2: Configure Lead Connector in Zapier

• Link Your Platform to Zapier:
  • In Zapier, the first step is linking your platform using the lead connector.
  • Set the event to "Pipeline stage changed." This triggers the automation when someone moves to a certain stage in your pipeline.
• Generate API Key:
  • Go to your platform’s settings, navigate to the business profile, and find the API key.
  • Do not regenerate the key to avoid disrupting the automation. Copy the existing API key.
• Integrate Your Platform with Zapier:
  • Paste the copied API key into the Zapier pop-up to integrate your account.

Step 3: Set Up the Trigger

• Select Pipeline and Stage:
  • Choose the appropriate pipeline and stage in Zapier. For instance, choose the "inquiry management" pipeline and the "won" stage.
• Test the Trigger:
  • Add a test contact to your platform, move it to the "won" stage, and ensure Zapier pulls through this test data.

Step 4: Create Google Drive Folder

• Create a Folder:
  • In Zapier, set the action to "Create folder."
  • Connect your Google Drive account if not already connected.
  • Choose a parent folder in Google Drive where the new folder will be created.
• Name the Folder:
  • Use dynamic fields to name the folder based on the contact's first and last name.

Step 5: Find and Copy a File

• Find a File:
  • Set the action to "Find a file."
  • Locate a template file in your Google Drive. Ensure the file name remains unchanged to avoid automation issues.
• Copy the File:
  • Set the action to "Copy a file."
  • Use the file ID retrieved in the previous step.
  • Rename the copied file with the contact's first and last name, and add a descriptive suffix (e.g., "coaching sheets").
• Specify the Destination Folder:
  • Set the destination to the newly created folder.

Step 6: Configure File Sharing Preferences

• Set Sharing Preferences:
  • Change the sharing preference to "Anyone on the internet who has the link can edit."

Step 7: Repeat for Multiple Files

• Automate Multiple Files:
  • If you need to automate multiple files, repeat the steps to find and copy each additional file.
  • Ensure each file is correctly named and placed in the designated folder.