Connect to your Google Drive to allow automated folder creation and document uploads. This feature is available on the MAT Advanced Tier and the schools within that MAT.
Overview
The Google Drive integration automates the upload and saving of documents that been either generated or uploaded during a workflow. What’s more, we can also automate the process of creating up to 3 folders, allowing you to place your file in an organised manner.
How do I set this up?
You first need to ensure you have authenticated Workflows to access your Google Drive folders. Our Google Drive authentication has a limited scope → we are only able to read and write to the Workflows folder. Arbor Workflows will not be able to see any other files kept elsewhere. By doing this, you will be providing Workflows with the ability to read folders/files, create folders and upload documents on your behalf to your Google Drive.
To authenticate:
We recommend for this authentication that you use a service account → an account not attached to a member of staff, but instead set up solely to host this integration.
To get started:
- Head to the settings page, and open up your school settings. Click on Integrations.
Find Google Drive, and click 'setup' to authenticate.
- You will be redirected to Google’s login page. Login using your email and password or Single Sign On.
- You will be prompted to grant Arbor Workflows with access -> read the terms and conditions and hit confirm once happy.
- Arbor Workflows will then create a master folder called Arbor Workflows (this still may be called Habitude Workflows) → any workflow related folders or files will be uploaded here. You can add members to your folder here. Equally, this is a regular Google Drive folder, so you can manage access as normal from the Google Drive console.
You will be redirected back to Arbor Workflows. If we successfully authenticate, you will see a success page. If not, you will see a failed message. Either way, we’ll pass you back to the settings page.
Here, if successful, you will now see a green confirmatory tick next to Google Drive. At this point, you’re ready to use this integration.
What about my setup on Google?
As outlined above, Arbor Workflows will have handled the creation of a folder called Arbor (Habitude) Workflows. By giving authentication, Workflows has created this folder on your behalf, and will be able to read and write to this folder only. Arbor Workflows does not have the right to read or write to any other folders stored on your Google Drive.
It is important that you ensure the correct members of staff are able to access this folder. All staff that have the rights to create workflows will be able to use this authentication. This does not mean though that they have access to this folder via their Google account.
Great we’re authenticated → how do I build the integration in Arbor Workflows?
Let’s use an example to understand what is possible. We are going to add a Google Drive integration to one of our workflows powering recruitment, New Starter Onboarding.
As a part of this process, the new staff member completes an initial form. You’ve chosen for Arbor Workflows to generate a PDF of this form, but now need to save this document to a folder.
Within the workflow editor, we choose to upload a file to Google Drive via the Send Something behaviour.
We select the file that we want to upload via the dropdown tag picker. Upon doing so, Workflows will automatically create a new folder within your Arbor Workflows folder for this workflow. The name will match your workflow’s name.
Great! So Workflows will now upload all relevant documents to this folder as workflows run.
How do I set my folders up?
You might choose forArbor Workflows to create three folders within your workflows New Starter Onboarding folder. Inside this folder, you choose to create the following:
- Folder with the school they will work at (let’s imagine School A)
- Department they work in (let’s imagine Mathematics)
- Name of the new starter (let’s imagine Claire Smith)
Let’s use Workflows to build this. Select place folder here and select the tag that represents the data you would like to name your folder (i.e. school name). Build up to three dynamic folders → Arbor Workflows will create or use these folders as the workflow runs.
How can I test this integration?
Once you’ve built your Google Drive integration, you can immediately test to check things look healthy. Click Test Drive Integration .
Here, you will see the folder structure that Arbor Workflows will create for you. When the workflow runs, we will use the actual data (school name, department and name). At this point, we will just use these placeholders to test the folder creation and file upload.
Upload a PDF file and test your integration. If things go well, you will see a success screen. You can now check out the Google Drive folder, and should see your newly created folders and file. Feel free to delete these to keep your folder tidy.