Automate Document Collection with Pabbly Connect and Google Drive

Learn how to collect employee documents via form and automatically save them in Google Drive using Pabbly Connect. Step-by-step tutorial included. Discover how to seamlessly connect your essential tools through accessible instructions that make powerful automation available to professionals at every skill level.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Document Collection

Pabbly Connect is the central platform for automating the process of collecting employee documents via forms. To start, visit Pabbly Connect by typing Pabbly.com/connect and create your free account. After signing in, you will reach the dashboard where you can begin creating your automation workflow.

Click on the blue button to create a new workflow. Name your workflow something descriptive, such as ‘Auto Save Employee Documents in Separate Google Drive Folder’. Once named, click on create to proceed. You will see two boxes representing the trigger and action, which are fundamental components of your workflow.

2. Integrating JotForm with Pabbly Connect

The next step is to integrate JotForm, where your employees will submit their documents, with Pabbly Connect. Choose JotForm as your first application and select the trigger event as ‘New Response’. This allows you to capture the data submitted through the form.

• Open your form in JotForm and navigate to the settings tab.
• Go to the integration section and search for webhooks.
• Paste the webhook URL provided by Pabbly Connect in the appropriate field.

Once you complete the integration setup, test the submission to ensure data is captured correctly in Pabbly Connect. This is a crucial step to verify that your integration is functioning as expected.

3. Saving Documents in Google Drive via Pabbly Connect

After successfully capturing the form data, the next task is to save these documents in Google Drive. For this, select Google Drive as your second application in Pabbly Connect and choose the action event ‘Create a Subfolder’. This action allows you to organize documents by creating a new folder for each employee.

Connect your Google Drive account by clicking on ‘Add New Connection’ and authorize access. After connecting, specify the folder name using the employee’s email ID to ensure uniqueness. This way, every employee’s documents will be stored in their designated folder.

4. Handling Duplicate Folders with Pabbly Connect

To avoid creating duplicate folders for employees who have already submitted their documents, implement a check using Pabbly Connect. Before creating a new folder, add a step to search for existing folders in Google Drive. Choose the action event ‘Find a Folder’ and map the email ID to search for.

Based on the search result, you can set conditions using a router in Pabbly Connect. If the folder exists, proceed to upload the documents into the existing folder. If it does not exist, create a new folder and then upload the documents. This logic ensures that your Google Drive remains organized without unnecessary duplicates.

• Use the router feature in Pabbly Connect to define conditions.
• Set up actions based on whether the folder exists or not.

This method optimizes your document management process and saves time by automating the upload of employee documents.

5. Finalizing the Automation with Pabbly Connect

Once all steps are configured, it’s time to finalize your automation in Pabbly Connect. Ensure that all action steps are correctly mapped and test the workflow by submitting a form. This allows you to verify that documents are being uploaded as intended.

After testing, you can monitor the Google Drive folder to confirm that documents are organized properly. Whenever an employee submits a form, the documents will be automatically saved in their designated folder without any manual intervention.

This complete automation saves time and reduces the likelihood of errors, making document collection more efficient. You can further enhance this process by integrating additional applications as needed.

Conclusion

In this tutorial, we explored how to collect employee documents via form and automatically save them in Google Drive using Pabbly Connect. This step-by-step guide ensures a seamless integration process, enhancing your document management efficiency.