If you use Google Drive regularly, you know how unruly your cloud storage can get. Even with Google‘s built-in tools for organization, it is challenging to keep track of all your files and folders as you create content, collaborate with others, and need to access materials on the go.
Automating parts of your Google Drive workflows can help immensely with staying on track. By connecting Google Drive to other helpful apps and setting up rules for organizing content, you can significantly cut down on repetitive tasks.
This comprehensive guide will explain how automation enhances Google Drive and walk through practical examples you can set up today.
Growing Reliance on Cloud Collaboration Drives Automation
First, let‘s examine the trends driving adoption of cloud content management platforms like Google Drive.
According to Forrester research, over 57% of companies have now implemented cloud-based file sharing and collaboration platforms. 90% use more than one solution like Drive, Dropbox, Box, or OneDrive resulting in fragmented workflows.
Additionally, Gartner predicts public cloud spending will grow 17% this year exceeding $266 billion. Cloud-based storage and applications now dominate technology investment.
As cloud platforms proliferate, challenges keeping everything organized and accessible arise. Employees using multiple repositories waste productive hours hunting down files, manually sharing documents, and piecing together disconnected workflows.
| Task | Avg Time Per Week |
|---|---|
| Searching for files | 4.4 hours |
| Managing permissions | 3.2 hours |
| Manual file sharing | 2.1 hours |
Table showing time wasted on manual cloud storage management. Source: RightScale 2019 State of the Cloud Survey
Process automation addresses these bottlenecks by seamlessly connecting systems and governing flows of content between them. As such, interest in cloud automation grew roughly 20% from 2018 to 2019 based on Google Trends data.
!["Google Trends interest in cloud automation over time" chart]
Now let’s explore how Google Drive automation supercharges your workflows…
Google Drive vs. OneDrive: A Quick Comparison
Before diving further into Google Drive automation, you may be wondering how Google‘s cloud storage platform compares to Microsoft OneDrive. As two of the most popular options, what are the main differences?
Here is an overview of key similarities and differences:
Pricing
- Both Google Drive and OneDrive offer free tiers with 15 GB of storage. For expanded capacity, OneDrive ($1.99/month for 100 GB) tends to be more affordable than upgraded Google Drive plans.
Built-in Collaboration Features
- Google Drive enables real-time co-editing in Docs, Sheets, and Slides. OneDrive offers co-authoring through integrated Office apps. Overall collaboration capability is very similar.
Third-Party Integrations
- Google Drive connects to hundreds of cloud storage providers, productivity suites, and business apps via Zapier. OneDrive has over 100 third-party integrations but connects to fewer services overall.
Search Capabilities
- Both platforms allow searching by file name, content, date modified, etc. Google Drive leverages advanced AI for more intuitive smart searches based on concepts.
Security
- OneDrive and Google Drive provide enterprise-grade security like AES 256-bit encryption, two-factor authentication, and controls for data access. OneDrive offers more granular internal permissions.
Based on your specific priorities – enhanced smart search, lowest cost, collaboration across Microsoft Office docs, or particular third-party integrations – one platform may suit your needs better. Evaluating along those lines will help determine if Google Drive or OneDrive is a better pick.
Now let’s explore how Google Drive automation supercharges your workflows…
Automatically Save Attachments from Email and Cloud Accounts
One of the most powerful uses of Google Drive is centralizing all your digital content and files, whether they originate from email, social media, or other cloud platforms.
Setting up automation rules makes aggregating relevant files a total breeze. Rather than downloading attachments individually, let a robot do the work!
For example, you can create a Zap in Zapier to automatically save all attachments from Gmail messages to a specified Google Drive folder. Just connect your Gmail account, set a filter (like sender email or words in subject lines), and configure the Drive destination.
Voila! Attachments matching your filter populate the selected Drive folder without you lifting a finger.
The same set-up works for pulling attachments from Outlook, Yahoo, or any email platform with a Zapier integration. You can also save files from cloud storage providers like Dropbox, Box, OneDrive, and Google Photos to consolidate those documents.
Setting rules around specific senders or keywords guarantees only relevant files end up in your Drive account. This prevents a cluttered mess!
Use Cases for Saving Attachments
Some examples of saving email and file attachments to Google Drive include:
Sales Team Sharing Collateral
- Save product sheets, presentation decks, and other sales materials emailed from internal team members or external partners automatically to a master assets Drive folder. Greatly simplifies keeping organized and aligning distributed teams on latest versions.
HR Onboarding New Employees
- As HR sends out offer letters and paperwork to new hires, automatically add attachments to organized digital employee records on Drive. Accelerate onboarding.
Support Case File Backup
- Automatically save attachments from support tickets into structured Drive case folders for each customer. Quick access to full history.
Setting up file saves tailored to your team‘s workflows eliminates repetitive manual work and keeps Drive content organized automatically.
Collaborating with colleagues on Google Drive reports, presentations, and documents is made simpler by automation too.
For example, you can configure a Zap to email a Google Drive file link automatically to a chosen group after a document is updated. Useful for keeping key stakeholders aligned on the latest version!
Or if you need clients and external partners to access materials, set up a rule to share Drive files with their email addresses when a certain label is added. Removing the label revokes access.
This beats having to manually send invitations and check permissions as materials are finalized. Automated sharing also creates an audit trail of who had access and when.
Advanced Examples
With Zapier‘s multi-step Zaps, you can create advanced automations like:
- Send Google Doc draft to manager
- Manager approves doc
- Final version automatically shared to Sales team
Or
- Marketing uploads new product assets to Drive
- Assets labeled "social media"
- Images automatically compressed and posted to Instagram
Custom multi-app flows like these save massive time and coordination overhead.
Automatically Back Up Important Google Drive Files
While Google Drive already provides revision history and protection against accidental file deletion, an extra backup outside the core system is smart insurance.
Using Zapier, you can automatically copy your most important Google Drive files to another secure cloud storage platform like Dropbox. This way if anything ever happens to your Drive account, you have external access to duplicate content.
Configure rules to back up the most critical files immediately or on a regular schedule. For example, automatically add files starred as “Critical” to a Dropbox folder daily or weekly. Extra safeguard for irreplaceable data!
Technical Process for Getting Started
If you‘re new to automation tools, you may be wondering – how difficult is the setup process? What technical skills are required?
Platforms like Zapier make it simple for virtually any employee to automate Google Drive through an intuitive web portal with no coding needed. Just follow these general steps:
1. Connect Accounts
Connect the apps you want to automate data between like Gmail, Google Drive, Slack, Mailchimp, etc. Zapier securely stores encrypted keys for each account.
2. Configure Trigger Event
Choose what activity will kick off your automation sequence. Examples are "New Google Drive File", "New Email", "Form Submission".
3. Define Actions
Build out the steps that should occur following the trigger event like saving attachments or sharing file access. Reorder and customize as needed.
4. Test & Refine
Review Zap runs showing automation execution. Tweak filter rules and settings until achieving the desired results.
Administrative staff or ops team members can typically build Zaps following this basic sequence without IT support. The no-code setup makes your custom Google Drive automation accessible to configure without advanced skills.
Now let‘s discuss some best practices around governance and oversight when enabling automation…
Governance Considerations
While self-service automation delivers tons of benefits like productivity and organization, unchecked it can create risk like exposing sensitive data or putting poor processes on autopilot.
Here are some governance best practices as your team adopts Google Drive and cloud automation:
- Maintain an audit log of active automations with assigned owners for oversight. Review recurrently.
- Leverage tools like Zapier Teams to align on standard configs and restrict data flows. Promote consistency.
- For highly confidential data, limit automated access and movement. Manual review may be required.
- Require 2FA authentication on connected cloud accounts and Zapier to prevent unauthorized access.
- To mitigate disruption from Google Drive failures, maintain backups as outlined for critical business data.
- Document architecture flows in Confluence so new employees understand processes as people move on.
With the right controls and oversight, automation technology securely expedites your team‘s workflows while avoiding hazards. Evaluate risks and establish safeguards aligned to your Google Drive and business data protocols. Proactively govern usage.
Comparing Automation Platforms
While this guide has focused extensively on Zapier for automating Google Drive, other cloud automation tools exist that may suit your needs. Here is an overview of alternatives and key considerations:
Ease of Use
- Zapier excel in user-friendly design allowing no-code setup across hundreds of apps. Other tools may prioritize advanced functionality over simplicity.
Pre-Built Templates
- Zapier offers pre-made automations for common use cases that provide great starting points you can customize. Competitors have varying degrees of templated guidance.
Support for Complex Workflows
- Tools like Workato and Tray.io provide robust logic customization for intricate cross-application scenarios. Zapier meets most needs but can‘t match the most advanced enterprise functionality.
Commercial vs Open Source
- Commercial platforms like Zapier and Workato emphasize great support and reliability. Open source options like n8n may work for more dev-savvy teams with tighter budgets.
Assess ease of use vs sophistication requirements and available admin resources as you evaluate automation platforms. Involving business teams in the vetting process ensures the solution satisfies their true needs.
Get More Out of Google Drive with Automation
As this guide demonstrates, automating key parts of your Google Drive processes pays major dividends. You gain back hours otherwise spent on repetitive administrative tasks. Your files also become much easier to access, share, and keep organized in alignment with business needs.
Leveraging tools like Zapier to connect Google Drive to other productivity, storage, and analytics programs opens up tremendous potential. Don’t settle for a disorganized Drive experience! Take advantage of automation to streamline your workflows.
What parts of your Google Drive usage could benefit from added automation? With some thoughtful rules and app integrations tailored to your priorities, you can work smarter rather than harder. Give automation a try!
