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You can use Google Drive as an affordable system for managing documents
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. When a Permission Form is signed,
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a Leave Approval workflow completes, or a Purchase Order is received, you want to save the documents somewhere. Many companies still save them in email folders as attachments or manually drop them into a shared network drive. With
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frevvo you can automatically upload them to Google Drive.
We’ve created a sample form and a shared Google Drive folder for demo purposes. Ironically, it’s a paper permission form that a parent must sign so students can use less paper and do things electronically
Click on the link above or on the image, fill in a student name, sign the form and enter an email address (don’t worry, it’s only used for this demo to email you the signed PDF. We won’t save it, it won’t appear on the PDF and it won’t be saved to Google Drive). When you submit, the form gets uploaded to Google Drive and saved in a folder with the student’s name so you can easily find it later. You’ll also get an email.
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Step 1: Obtain the Google Account Access Token
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The Send to Google Drive wizard steps you through the process of saving your documents to Google Drive.
Image Removed - In Google Drive, create a parent folder that will hold all the submissions for this form/workflow.
- Log into your Live Forms frevvo tenant as a designer user.
- Open Edit your form/workflow in the appropriate designerand go to the Settings editing mode.
Click the Image Modified Edit Form/Workflow Properties wizard on the designer toolbar. - Click the Document Actions tab. Select Send to Google Drive on the Send Documents tab.
- In the wizard that appears, enter your credentials (see above for how to get an access token). Note that the email field is optional and intended only to describe which account is associated with the access token. This email does not validate against the token provided.
 Image Added - Select the parent folder you created earlier in Step 1.
For Submission folder, you may enter a fixed value (not recommended) or use a template. In this case, we have chosen the StudentsName control. For example, if you enter John Adams in the Student Name control, the submission documents will be stored in a subfolder called JohnAdams. | Note |
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Do not use apostrophes in your Submissions Folder name or template, as this can cause a submission failure. To ensure templates are valid, you can set a pattern on the control(s) you are using as template(s), or write a business rule to remove apostrophes in those control(s). |
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- If you leave the PDF Name property blank, frevvo uses the form/workflow name as the pdf file name. The pdf may not generate if the Form Name contains special characters. To avoid any issues, name your form/workflows using characters that are suitable for filenames and explicitly set the pdf name in the form/workflow using the same standard. Following the POSIX filename standard (A–Z a–z 0–9 . _ - ) will ensure it works.
- If a form does not reach the specified folder in your Google Drive successfully, notifies frevvo notifies the tenant admin of the failure via an email. If a workflow does not reach the specified folder in your Google drive successfully, the workflow administrator(s) - if configured - and the tenant admin receive the email.
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Troubleshooting
"An unknown error has occurred" message
You may see the error message "An unknown error has occurred" when selecting your Google sheet from the dropdown after you log into the wizard with your Google account and access code. To prevent this, set the Share permission for your Google Sheet to private then run the Save to Google Spreadsheet wizard. Change the share permission to public once the wizard is completed. Click here for other reasons this error may occur.