Upload to Google Drive

Overview

This action will upload files to Google Drive cloud storage.

Rules

• When configuring the action, the user will initially be prompted to pick Personal or Shared Google Drive
• For Personal Drive, files will always be uploaded to the uploader's Personal Drive/Willow/[WorkflowName] folder
  • Characters : “ # % * : < > ? \ | ~ & ゛ဧ $ from workflow name will be replaced with “-”.
• For Shared Drive, the user will have to pick a location
  • They will have to sign in to Google Drive first if they haven't entered their Google Drive credentials yet. Sign in screen will be opened in another tab.
    • Beware that the browser's pop-up blocker may block the tab from opening
  • After signing in, the list of folders (shared drives) will be presented so the user can pick the desired location
    • Please note that we show the first 100 files in a folder only. In case there are more, we write “Showing first 100 files only” at the bottom of the list.
  • You have to go at least one level deep and pick a shared drive (you can pick a location in the root)
    • Until you're at least one level deep, Upload Here Button will not be shown, signalling that that location can't be picked as an upload location
  • Note that the access rights need to be configured on Google Drive too. For example, if you pick a location in Google Drive action, all the users that upload the files must be set as eligible to access that location in Google Drive. Otherwise, they will get a Google Drive error trying to upload files.
• Create new subfolder at the location lets the user specify the extension to the specified location path.
  • The path specified here may (and typically will) be dynamic, which means it will depend on the metadata variables of the file (e.g. when you want to categorise your files in Current year / Current month folders or create a CustomerID folder for each customer)
  • It will create a subfolder at the desired location or use the existing folder if it's already created and put the files in it.
  • Maximum number of characters for subfolder name is 200
  • Characters : “ # % * : < > ? \ | ~ & are forbidden when you try to put them directly in the text field for the subfolder path. If you use metadata value for the subfolder path, then the aforementioned characters will be replaced with “-”.
  • Enter character is replaced with space
  • Day and month metadata are padded with leading 0 if needed (like 08, 09, 10)
• Use Default User Credentials concept:
  • Off (default) - User who puts files into the workflow needs to provide their Google Drive credentials to upload files. Files will be uploaded in the name of the user who put files into the workflow.
  • On - User who ticks the checkbox while configuring workflow needs to provide their Google Drive credentials to upload files. Files will be uploaded in the name of that default user. This helps organisations that want to automatically upload files to Google Drive or to upload to a protected folder.
• When files are put into the workflow, the user responsible for providing credentials will get a notification to do so (if the credentials weren't provided yet).
  • Note that that will be:
    • Whoever put the files into a workflow in case Use Default User Credentials isn't ticked
    • Default user, otherwise
• Notification leads directly to the Google Drive Sign In Screen
• When the file is stuck in Unable to sign in to Google Drive status, there will be the Sign in to Google Drive action on File View and as a bulk action on To-do List. The action will lead to the Google Drive Sign In Screen.
• After signing in, Willow stores the credentials for that user. Until Google Drive credentials expire, this upload action will be automatic. It will use the existing credentials to upload files and won't bother the user anymore.
• Furthermore, whenever the credentials are provided, it unblocks all the files waiting for Google Drive sign in, even files in another workflow.
• Credentials can be cleared only in Personal Settings > Stored Credentials Panel
• Google Drive action will create an entry in the File History. The entry will have the link to the chosen location on Google Drive.
• The way Google Drive deals with the files with the same names is - it adds new files and keeps existing and they allow names to be the same
• We store two separate credentials for Personal and Shared Google Drive, so you may be logged in to a Personal Drive with one credentials and Shared Drive with the other. Clearing credentials from the Personal Settings will clear both.
• Using the Google Drive location in other actions
  • Metadata inputs have the Export Location option, which is a URL to the file on the drive.
  • Only the actions after the Upload to Google Drive action can use its data.
  • If you want more info on the actions where Google Drive location can be used in metadata inputs, please check the Metadata Concept chapter (under Export Location bullet).