Overview
The Upload a File automation action for Google Drive in SmartSuite allows you to automatically upload files based on triggers within your workflows. If you're new to automations, check out our guides on creating an automation and managing automations for more details.
Plan Availability | All plan types |
Permissions | Solution Managers or Administrators |
Related Reading |
What is an Action?
An automation action is a task that is executed when certain conditions are met. In simple terms:
When something happens (the Trigger) and these conditions are met, then this event (the Action) occurs.
For Google Drive, the Upload a File action lets you add files to a specified folder automatically.
Setting Up the Automation
Prerequisites
You must have an existing Google Drive account.
You need Solution Manager or Administrator permissions to set up this automation.
Accessing Automations
To access the automation settings:
Click on the Automations option in the Solution drop-down menu.
Click Add Automations to create a new automation.
Configuring the Automation
Step 1: Choose a Trigger
A Trigger determines when the automation runs. For example:
If you want to upload a file when a user submits a form, select the When a Form is Submitted trigger.
Step 2: Select the Upload a File Action
After selecting a Trigger, navigate to the Integrations section.
Choose Google Drive from the list.
Select Upload a File.
Step 3: Connect Your Google Drive Account
Click Connect to link your Google Drive account.
If prompted, log in to your Google Drive account.
Accept the connection request.
Once connected, close the connection window.
(Optional) You can disconnect your Google account anytime by clicking Disconnect in the settings.
Step 4: Configure File Upload Settings
Folder: Select the target Google Drive folder.
Files (Required): Choose the files to be uploaded.
You can use static values or map values from the triggering record.
Once all fields are set, click Save Automation.
Note: You will be prompted to turn on the automation. Click Yes, switch it on if you're ready to activate it.
Practical Use Cases and Scenarios
1. Automated File Storage for Support Requests
Scenario: A customer submits a support request form with an attached screenshot.
Solution: Set up an automation that uploads the attached file to a designated Google Drive folder.
2. Document Archiving for Compliance
Scenario: A company needs to archive signed contracts submitted through SmartSuite.
Solution: Automate file uploads to a Contracts folder in Google Drive for easy access and compliance tracking.
3. Team Collaboration & Asset Management
Scenario: A marketing team submits creative assets for a campaign.
Solution: Automatically upload new submissions to a Marketing Assets folder, ensuring all team members have access.