M229: Auto Backup to Google Drive

 

By placing the Service Task [Google Drive: Upload File] in the middle of a flow, File-type data is automatically backed up to Google Drive the moment the Step is reached. For example, you can transfer an invoice PDF which has been approved by the supervisor to Google Drive automatically.

1. Usage Example of Auto-Backup to Drive

a. Internal record

Backing up the PDF that is generated upstream (e.g. A detailed statement of expenses paid, invoice)

b. Uniform management

Emailing the file on Drive directly without storing it locally (e.g. A proposal)

c. Data selection

Storing only images that have been selected at the upstream step in Drive (e.g. Image materials for the Website)

2. Setting Auto-Backup to Drive

1. Set the destination folder

Set up by folder ID

2. Set the file ownership

Specify ownership (G Suite user) of the file to be stored
(*The name of G Suite was changed into Google Workspace in October 2020)

3. Set storage for the file information

Specify the destination storage Data Item for the file ID / display URL / download URL (optional)

4. Set storage for error logs

Specify a Data Item for communication error logs to be stored (optional)

• The folder ID is the string in the {id} part of the following URL of a Google Drive Folder
  • https://drive.google.com/drive/u/0/folders/{id}
• If the name of the destination folder is blank, the file will be stored directly under My Drive
• Owner must have configured connection with Google Drive at [Account Settings] > [Google Connectivity]
• When an error occurs error details will be reported to Users who have [Administrator authorization]

R2272: Output of Strings via EL syntax
R3081: Collection From Other Sources
R3082: Sharing with user's concent
BPMN Icons: Service Task (Google Drive: File Upload)

---

Z. More Info: Auto-create a Folder to Save Files

By placing the Service Task [Google Drive: Create Folder], you can automatically create a folder to save the files to be uploaded.

1. Specify the parent folder of the newly created folder

Specify with the folder ID of the parent

2. Set the folder ownership

Specify ownership (G Suite user) of the folder to be created

3. Set the folder name

Specify a name for the created folder

4. Set storage for the folder information

Specify the storage Data Item for the Folder ID/Display URL

BPMN Icons: Service Task (Google Drive: Create Folder)

• If the parent folder ID is blank, the created folder will be created directly under My Drive
• The owner must have configured the connection with Google Drive at [Account Settings] > [Google Connectivity]
• When an error occurs error details will be reported to Users who have [Administrator authorization]

---

X. Blog Article

• Utilizing Google Drive from Workflow
• Cooperation with other storage services
  • Using Box to Send Files to People Outside the Company
  • Utilising OneDrive from Your Workflow