Who is this workflow for? Automate the process of fetching new files from a designated Google Drive folder, sharing them via email, and logging their details in Airtable. This workflow enhances file management by centralizing metadata tracking and streamlining file distribution..

What does this workflow do?

Google Drive Node: Fetch New Files

Action:
Detect and retrieve newly uploaded files from a specific Google Drive folder.

Configuration:

  • Folder ID: Enter the ID of the Google Drive folder you want to monitor.
  • Trigger: Select the “New File in Folder” trigger to initiate the workflow whenever a new file is added.

Send Email Node: Share File via Email

Action:
Automatically send the newly detected file to designated recipients via email.

Configuration:

  • Recipient Email: Specify the email address of the recipient.
  • Email Body: Include the file URL obtained from the Google Drive node to provide easy access.
  • Email Subject/Body: Incorporate the file name to inform the recipient about the new file.

Airtable Node: Store File Metadata

Action:
Log the file’s metadata into an Airtable database for organized tracking and management.

Configuration:

  • Airtable Setup: Ensure Airtable is configured with an appropriate table to store file details.
  • Mapping Data: Link the output from the Google Drive node to the corresponding Airtable fields, including file name, ID, creation time, modification time, and the recipient’s email address from the Send Email node.

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  • Airtable
  • Google Drive

🤖 Why Use This Automation Workflow?

  • Automated File Sharing: Eliminate manual steps by automatically emailing new files to specified recipients.
  • Centralized Tracking: Keep all file metadata organized in Airtable for easy access and management.
  • Efficient Workflow Management: Reduce the time and effort required to manage and share files, allowing you to focus on more important tasks.

👨‍💻 Who is This Workflow For?

This workflow is ideal for businesses and individuals who regularly upload files to Google Drive and need to share them with team members or clients while maintaining an organized record of all file activities. It is especially beneficial for project managers, administrative staff, and content creators who require efficient file management and tracking.

🎯 Use Cases

  1. Project Documentation: Automatically share project updates and documents with team members while keeping a record of all shared files in Airtable.
  2. Client Deliverables: Streamline the delivery of completed work to clients via email and maintain a log of all sent files for reference.
  3. Content Management: Manage and distribute media assets or documents to multiple recipients efficiently, with all file details stored in Airtable for easy retrieval.

TL;DR

This workflow automates the retrieval of new files from Google Drive, shares them via email, and records all pertinent metadata in Airtable. By integrating Google Drive, email, and Airtable, it provides a streamlined solution for efficient file distribution and comprehensive tracking.

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