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Automating Agreement Exports: Google Drive
Automating Agreement Exports: Google Drive

How do I export agreements to GDrive?

Hannah avatar
Written by Hannah
Updated over a week ago

Want an easy way to mass-download all of your Agreements or automatically download them as they come in? This integration will automatically save the Agreements that your visitors complete to your Google Drive.

Adding the Integration

You'll need to authorize our server to communicate with Google to enable the Google Drive integration. An Account Owner can navigate the Integrations page and click the "Add" button to start.

An image of the Integrations page of the web portal.  The Google Drive option is selected.

After clicking the "Add" button, you will be taken to Google's consent page. For our server to connect to your Google account, you will need to sign in and click the Allow button.

An image of Google's consent page for The Receptionist integration. The Allow button is highlighted.

Configuration

Once you allow our system to connect to your Google account, our server will be given a token that we will use to save your Agreements to Google Drive. You will now need to specify which agreements you want to be synced; click the Sync Settings button and choose an agreement. You can also sync all existing Agreements, which will mass-download all previously-signed documents.

A gif of the Integrations page of the web portal. The Google Drive integration is toggled on.

The Sync Settings window allows you to configure where you would like your agreements to be saved in Google Drive using the "Google Drive Path" input field. You will specify "tokens" for the names of directories, and the final token that's provided will be the template for the name that will be used for the saved PDF.

The default path input field is populated with the following tokens: "agreement_name_path," "year," and "visitor_name." If you leave this setting as is and "Johnny Appleseed" signed an agreement named "Non Disclosure" on December 1st, 2021, it would result in our system creating a file named "Johnny Appleseed.pdf" and saving it into a directory in your Google Drive called "non-disclosure/2021".

The full path in Google Drive would be:

Google Drive Root\non-disclosure\2021\Johnny Appleseed.pdf

Special Tokens

We provide seven tokens from our system that act as unique meta-data tokens.

Here is an explanation of what each token will do:

  • agreement_name: This token will cause the name of the agreement to be used.

  • agreement_name_path: This token will cause the name of the agreement to be turned into all lowercase and have any spaces turned into dashes. For example, an agreement called "Non Disclosure" will result in the string "non-disclosure" being used.

  • visitor_name: This token will cause the full name of the visitor to be used. For example, "Johnny Appleseed".

  • visitor_name_path: This token will cause the visitor's full name to be turned into all lowercase and have any spaces turned into dashes. For example, a visitor with the name "Johnny Appleseed" will result in the string "johnny-Appleseed" to be used.

  • year: This will cause the year the agreement was signed to be used. For example, an agreement signed on December 1st of 2021 would result in the string "2021" being used.

  • month: This will cause the number of the month that the agreement was signed to be used. For example, an agreement signed on December 1st of 2021 would result in the string "12" being used.

  • day: This will cause the day that the agreement was signed to be used. For example, an agreement signed on December 1st of 2021 would result in the string "01" being used.

Advanced Configuration

You can type in your own tokens into the input field to configure the directory structure used. You do this by typing in a string into the input field and pressing the Return key. Each time you press the return key, a token will be created. This is useful if you already have a directory in Google Drive where you have been storing documents.

For example, let's say you already have a directory called "Sensitive Documents" at the root of your Google Drive. To get our agreements to save there, type "Sensitive Documents" into the input field (without the quotes) and press enter. You could also use our unique tokens to create the following path: "Sensitive Documents," "agreement_name," "year," and "visitor_name."

With this setup, if you had Johnny Appleseed visit on December 1st, 2021, and sign the Non Disclosure Agreement, our system would save his agreement in your Google Drive at the following path:

Google Drive Root\Sensitive Documents\Non Disclosure\2021\Johnny Appleseed.pdf

Have questions or want to chat through options? Click on that orange chat button in the lower right corner to livechat with a member of The Receptionist team!

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