Automatically Save Files from Gmail to Google Drive
Keep your files organized.
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Gmail makes it really easy to save attached files from your email to Google Drive. Just click on the "Add to Drive" button. Easy peasy.
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The problem? Remembering to save files to your GDrive.
I run a solo business. I need copies of things like contracts and invoices in my GDrive, for my records. If I rely on manually saving them, I risk forgetting or making a mistake.
So I have an automation set up to automatically save PDFs to my GDrive for me.
Step 1: Create a Gmail filter
First, I have Gmail apply a label based on a filter.
To create a filter, click on the Filter icon in your Gmail search. You can also go into your settings and click on "Filters and Blocked Addresses."
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My filter is based on the sender. I send invoices from my accounting software and contracts from my e-signature platform.
In the filter, I use the check box "Has attachment." Then click on Create Filter.
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On the next screen, select "Apply the label." I have different labels set up for different filters. In this case, I have a label set up called Invoices. Anything coming from my accounting software will have this label applied.
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Step 2: Add a folder in your GDrive
The attached files have to be saved somewhere. I have a folder in my GDrive set up for "Invoices." I have another one set up for "Contracts."
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Note: I want contracts saved to a specific client's folder. But at the time the contract is signed, the folder doesn't exist yet. I create the folder after I have a signature. (See this tutorial for setting up client folders.)
So all contracts are saved to a generic Contracts folder and I move them later. But I'd rather do this than risk having them not saved from my GDrive at all.
Step 3: Create an automation in Zapier based on a new attachment in Gmail
Next, you'll set up a simple automation in Zapier.
Your app will be Gmail and your trigger step will be New Attachment in Gmail.
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You'll apply this trigger to the specific Label you've set up (in this case, Invoices).
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Step 4: Automatically add the file to Google Drive
Your Action app is Google Drive and the Event is to Upload File.
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In this step, I am saving my PDF to my Invoices folder.
The file being saved is Attachment
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The File being saved is the attachment from your first step. You'll see a description "(Exists but not shown)."
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You'll give your file a name. I use the attachment name, but you could append it with text, such as "NEW INVOICE – {File Name}."
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That's it! Turn on your Zap and you're ready to go.
A few notes:
Some clients require that I email them and attach a PDF of my invoice, rather than sending it from my accounting software. This Zap still works: I just need to manually add the Label "Invoices" when I send the email and the Zap will still trigger based on that Label.
I have a second Zap that triggers after this one. Once a file is added to my Invoices folder in my Google Drive, I add a copy of that file to Airtable along with the URL. Airtable is where I track all invoices to be sent. I then match the Invoice with the deliverable(s). This ensures that nothing is overlooked.
But that's a tutorial for another day...
More resources:
- Use this template from Zapier to get started with this workflow. Additional Filter steps can control what gets saved to your GDrive, if needed.
- I talk about how I keep track of deliverables in Airtable here.
- Want more ideas delivered directly to your inbox? Check out my newsletter.
I created the screenshots in this tutorial using Scribe – it's one of my new favorite tools. You can check out Scribe here [affiliate link].