What is an Action?
An automation action is a step that performs a task, activity, event, or change. Think of a action as:
When Something happens (the Trigger) and These Conditions are true, then This Event (the Action) occurs.
SmartSuite's Upload a File action for Google Drive allows you to automatically add or modify issues in Google Drive. If you haven't already, we also recommend that you check our our articles on creating an automation and managing automations for more information about setting up new workflows.
Setup
Prerequisites
To use Google Drive you will need to have an existing Google Drive account. Google Drive actions are part of SmartSuite's automations system, which all account types have access to. Simply click the Automations option in the Solution drop-down menu (see image below).
Note: This action requires Solution Manager permissions or the Administrator role. To learn more, please see our article on roles and permissions.
Accessing the Automations configuration interface:
Create a New Automation
Once the Solution Automations dialog is displayed, click Add Automation to begin creating an automation that will interact with Google Drive.
Choose a Trigger
You will need to set up a trigger to tell the Automation when to run and which record to use as the source of data for your Google Drive actions.
For example, you might be tracking user-submitted help requests in SmartSuite. If you wanted to upload a file when a form is submitted, you would select a When a Form is Submitted trigger to initiate the automation when the SmartSuite form is submitted.
Select the Upload a File Action
After creating your automation and selecting your Trigger, you can select Google Drive from the Integrations section of the Add Actions list. You can then select the Upload a File action. It looks like this:
How to Add a File
Whenever your automation trigger fires and the conditions are met, the Google Drive Upload a File action will add a new file to the specified drive. Configuring it just requires a few clicks.
You will be prompted to select or connect your Google account.
Click Connect to get started:
If you are not authenticated you will be prompted to log in to your Google Drive account. You will see a screen like this:
Provide the credentials you would like to use to connect to Google Drive. Then accept the request to connect:
When your account is connected, you will be returned to the connection screen. Click on the X to the top left of the dialog box to continue.
Note: You can disconnect your account from the automation at any time by clicking the Disconnect button on this screen.
After this initial account configuration has been completed, you can then specify the details for the file(s) you want to upload. Customizable fields include:
Folder
Files (Required)
You can add either static values to each of these fields, or map values from the triggering record as their value. Continue adding fields until you have populated everything you need in the issue that will be created in Google Drive. When you're done, click Save Automation at the bottom-right corner of the screen to save the automation and its configuration.
Note: You will be prompted to switch the automation on. If you click Yes, switch it on the automation will be active and will trigger when its criteria are met. You can also choose to keep it off if you're not yet ready to start creating new files in Google Drive.