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Google Drive Automation

Moxo’s Google Drive automation streamlines file management by automatically routing documents from your Flows into Drive. The integration enables businesses to upload and organize documents from completed Actions into specific folders in Google Drive. Folders can be created or located via the automation for seamless file management and increased efficiency - ensuring that key documents are available instantly and exactly where they belong.

 

Adding the Google Drive Automation in Moxo

To a Flow Template or Instant Flow:

  1. Navigate to the step in the Flow Builder where the automation will be added.


     
  2. Drag and drop Automation from the left-hand panel under Control, or click the ‘+’ button between steps and select Automation.


To a Live Flow Workspace:

  1. Navigate to the relevant Flow Workspace.
  2. Click the '...' ellipses icon.


     
  3. Select + Add New Action from the dropdown menu.
  4. Scroll down and select Automation under Control.


     
  5. Identify where the automation should be added, then click + Add Here.

 

Configuring the Google Drive Automation

Step 1: Set Up App and Event

  1. In the automation setup panel, choose Google Drive from the list of available systems.

  2. Choose one of the following events:

    • Upload File
    • Create Folder
    • Find a Folder


     

  3. Click Next to proceed.


Step 2: Account Setup

  1. Click Choose to select an existing Google account you have used in Moxo.

  2. If no account is linked, click + Connect a New Account to integrate a new Google account. 


  3. Once the account is connected, click Next. 

 

Step 3: Add Input Details

Depending on the selected event, fill in the required fields. Use Dynamic Data Reference (DDR) wherever applicable by clicking the '{.}' autofill icon to pull data from the Flow Workspace, prior Actions, and triggered Automations.
 

If you choose Upload File:

  1. Select the relevant Drive.


     
  2. Choose the File(s) to be uploaded from prior Actions in the Flow.
  3. Select which Folder to send the file(s) to.

  4. Select whether or not to Open Subfolder within the chosen folder.
     

  5. Click Next, review, and click Add Automation to save.

If you choose Create Folder:

  1. Select the appropriate Drive.
  2. Enter the Folder Name.
  3. If desired, choose an existing Parent Folder to add the new folder into. 

  4. Click Next, review the configuration, and click Add Automation.
     

If you choose Find a Folder:

  1. Enter the exact name or words contained in the Folder Name.

  2. Specify the Search Type for dynamic searches for exact matches or key words from the Folder Name you've entered above. This search function allows you to templatize your search and reference the found folder in upcoming Google Drive automations via DDR. 
     

  3. If the folder being searched for is a subfolder, choose the parent Folder it resides in and then select Yes from the dropdown menu under Open Subfolder?


     
  4. Repeat these steps if you are locating a folder within subfolders.
  5. Click Next, review, and click Add Automation.

 

Editing the Google Drive Automation 

In a Flow Template or Live Flow Workspace:

  1. Hover over the automation you want to modify.
  2. Click the 'Edit' icon.


     
  3. Adjust the app, event, account type, or input fields as needed.
  4. Click Save Changes to apply your edits.

Automations can only be edited in a saved Flow and Action Templates or live Flow Workspaces where the automation is not yet triggered. Once completed, the automation cannot be reopened or edited further.

 

Mapping the Triggered Automation

In a Flow Workspace:

  1. Once a flow is initiated, click the '...' ellipsis icon next to the Flow Workspace name and select Automations & Events.


     
  2. Here you can:
    • View upcoming and completed automations and events.
    • Check status messages such as “Automation Executed Successfully” or error details in case of failure.

 

In Google Drive:

Once the automation runs:

  1. Go to Google Drive.
  2. Based on your configuration in the flow:
    • A file will appear in the selected folder.
    • A new folder will be created.
    • Or a folder matching the search criteria will be found and accessed.

All inputs like file names, folder names, and locations will reflect exactly as specified within the Moxo Flow.

 

Best Practices

  • Pre-configure your Google Drive account with folders for faster setup.
  • Keep Drive name, folder structures, and file naming conventions documented for easy reference.
  • Use DDR to dynamically link user inputs, form data, and metadata.
  • Periodically review your automation settings to ensure they align with your evolving file organization strategy.