frevvo + Google Apps: Part 5. Saving documents to Google Drive
April 20, 2016 2 Comments
Does your organization uses Google Apps? You can combine frevvo + Google Apps to create some really cool and useful solutions. In previous articles in this series, we saw how you can save (write) submissions to a Google Sheet, use the Google Distance Matrix API to automatically calculate mileage and reimbursement amounts, create dynamic pick lists from a Google Sheet (read) and update a Google Sheet.
Today, we’ll look at how you can save documents to Google Drive and, essentially, use Google Drive as an affordable system for managing documents. Again, it’s a common scenario. When a Permission Form is signed, or a Leave Approval workflow completes, or a Purchase Order is received, you want to save the documents somewhere. Many companies still save them in email folders as attachments or manually drop them into a shared network drive. With frevvo, you can automatically upload them to Google Drive.
As before, you have to first get an access token. This is a one-time step. Login to your Google account and then visit: https://app.frevvo.com/google/consent. Follow the prompts and copy the access token and save it. Detailed documentation is here.
We’ve created a sample form and a shared Google Drive folder for demo purposes. Ironically, it’s a paper permission form that a parent must sign so students can use less paper and do things electronically 🙂
Click on the link above or on the image, fill in a student name, sign the form and enter an email address (don’t worry, it’s only used for this demo to email you the signed PDF. We won’t save it, it won’t appear on the PDF and it won’t be saved to Google Drive). When you submit, the form gets uploaded to Google Drive and saved in a folder with the student’s name so you can easily find it later. You’ll also get an email.
How can you connect your own form or workflow to Google Drive. It’s easy:
- In Google Drive, create a parent folder that will hold all the submissions for this form.
- In the Form Designer, simply click on the Doc Actions (what happens to my data) wizard and select the “Save to Google Documents” option.
- In the wizard that appears, enter your credentials (see above for how to get an access token).
- Select the parent folder you created earlier in Step 1.
- For Submission folder, you may enter a fixed value (not recommended) or use a template. In this case, we have chosen the StudentsName control. For example, if you enter John Adams in the Student Name control, the submission documents will be stored in a subfolder called JohnAdams.
That’s it. Try it out for yourself using our sample form and see how the form PDF is saved to Google Drive. If your form had attachments (e.g. receipts for an Expense Report) they would also be saved into the subfolder.
Interested in learning more? Visit our website to view examples, watch videos, sign up for a free 30-day trial or contact us for more information.
Like what you see? Check out Part 6 where we put it all together to create a leave approval workflow that connects with a Google Sheet, routes between multiple users for signatures, updates the Google Sheet and saves PDF documents to Google Drive.