💡 In this article: You’ll discover a comprehensive guide for seamless integration of SpotDraft with Google Drive, enabling automated saving of executed contracts for enhanced organization and collaboration.

🛠️ Integrating SpotDraft with Google Drive

Seamlessly save executed contracts to Google Drive for better organization and collaboration.

🚀 Introduction

In the intricate world of contract management, efficiency and organization are key. SpotDraft’s integration with Google Drive revolutionizes this aspect by offering a cohesive solution for contract storage and management. This integration harmonizes SpotDraft's contract execution capabilities with Google Drive's reliable storage, bringing forth a streamlined and automated process for handling contracts.

As soon as a contract is executed in SpotDraft, an automated system kicks in. A PDF version of the contract is immediately generated and synchronized to your designated Google Drive folder. This process is not just about saving the document; it's about creating an organized, logical structure that is easy to navigate and manage.

Key Features of the Integration:

• Centralized Contract Repository: Securely store all your contracts in Google Drive, providing a single, accessible location for your contract portfolio.
• Automated File Organization: During integration setup, a file format is defined which SpotDraft adheres to for every contract. This results in an automatic folder structure, typically organized as Parent > Contract Type > Counterparty. Additionally, filenames are preset in a consistent, logical format like <contract_title>-<mmddyyyy>, ensuring ease of search and consistency.
• Efficient Sharing and Collaboration: Utilize Google Drive's capabilities for easy sharing and collaboration, enhancing teamwork and external communication while maintaining control over access.
• Automated Backups for Security: Google Drive’s inherent security features are complemented by SpotDraft’s automated backup system, ensuring your contracts are not only stored safely but also backed up regularly.

This guide aims to walk you through the steps of setting up this integration, enabling you to harness these features effectively for a more organized and efficient contract management experience.

📝 Prerequisites

Before installing the Google Drive integration:

• Have an organizational Google Drive account ready (e.g. integrations@company.com).
• Create a parent folder in your Drive root folder to contain contracts
• Ensure "Google Drive" integration is enabled in your SpotDraft workspace.
• Decide on the subfolder structure and file naming format (details below).
• Folder Structure and File Naming
  When configuring the integration, you will define: 
  • Subfolder structure within the parent folder, such as:
    •  Parent
    •  Parent > CounterParty
    •  Parent > ContractType
    •  Parent > Entity
    •  Parent > CounterParty > Entity
    •  Parent > CounterParty > ContractType
    •  Parent > Entity > CounterParty
    •  Parent > Entity > ContractType
    •  Parent > Entity > Contract Metadata Value > ContractType
    •  Parent > Contract Metadata Value > Entity > ContractType
    •  Parent > ContractType > CounterParty
    •  Parent > ContractType > Entity
    •  Parent > CounterParty > Entity > ContractType
    •  Parent > CounterParty > ContractType > Entity
    •  Parent > Entity > CounterParty > ContractType
    •  Parent > Entity > ContractType > CounterParty
    •  Parent > ContractType > CounterParty > Entity
    •  Parent > ContractType > Entity > CounterParty
    •  Parent > Entity > Contract Metadata Value > ContractType > CounterParty
  • File naming format with contract label and date format:
    • Label: <contract_title>, <contract_type>, <entity_name>, <SD reference_id>, or <counterparty_name>
    • Date: <ddmmyyyy>, <mmddyyyy>, or <yyyymmdd>

⚙️ Installation & Configuration

1 - Login to your SpotDraft workspace and navigate to Settings→ Integrations.

2 - Open the Cloud Storage section and select Google Drive.

3 - Open the Setup section and hit Connect.

Follow the Setup wizard to:

1. Authenticate your Google Drive account.

1.1 - Hit ‘New authentication’.

1.2 - Set the authentication name then hit the ‘Create’ button.

1.3 - Select the Google account to use for the Integration.

Note. - Use an organization-level account like integrations@company.com instead of an individual account. This avoids re-authentication issues if an employee leaves.

• Tray.io is used by SpotDraft for this integration.

1.3 - Mark Select all to enable the integration.

1.4 - Click Continue.

Note. A success message will appear on SpotDraft confirming authentication between SpotDraft & Google Drive is complete

1.5 - Click on Next.

2. Selecting the Parent Drive & Folder Structure where the contracts will be saved

2.1- Choose how you want to store executed contracts:

If the checkbox is enabled, all contracts will be stored in a single drive (including shared drives).

If the checkbox is unchecked, you can map each contract type to a specific drive (including shared drives), allowing precise control over where each contract type is stored in Google Drive.

Note: The parent drive can also be a shared drive

2.2 - Select the Parent folder name exactly as you have it in your Google Drive.

Note. The parent name can be anything e.g. ‘Signed Contracts’, but it must be in the root of your Google Drive.

2.3 - Choose the Folder Structure, from the options available

e.g. Parent folder > Contract Type > Counterparty (i.e. Signed Contracts > NDA > Acme Corp)

2.4 - Click Next.

2.5 - In case you need you select folder structure as “Parent Folder > Entity > Contract metadata value > Contract Type”

Select Contract Metadata for Foldering Structure 

1. Choose the contract metadata field that will be used to categorize contracts within Google Drive.

Note: Contract Metadata should be a Dropdown type value only

3. Define the contract filename format

3.1 - Select the contract filename format by first choosing the contract label and then the date format using a hyphen between them.

E.g. <contract_title>-<ddmmyyyy>

3. 2 -Click Next

4. Set the Solution Details

4.1 - Enter the Name and Description or leave the defaults.

4.2 - Click Next and Finish

5. After finalizing the wizard by clicking Finish, you will be directed back to the Google Drive Integration page. A confirmation message stating 'Installed Successfully' will appear.

6. To complete the process, simply hit the Connect button.

💡 🎉 Congratulations. The integration is now complete and all of your executed contracts will automatically synchronize to your Google Drive.

✅ Verification 

Once you have installed the Google Drive integration, verifying it is straightforward:

1 - Execute a test contract within your SpotDraft workspace, completing all required fields and signatures.

2 - In your Google Drive account, navigate to the parent folder you designated for SpotDraft contracts e.g. Signed Contracts.

3 - You should see a new subfolder created with the naming you specified during setup

e.g.

• Parent > Counterparty > Contract Type
• Signed Contracts > Supplier ABC > NDA

4 - Navigate into the subfolders. You will find a PDF file for the executed test contract.

You should see a PDF version of the executed test contract you completed.

5 - Verify that:

• The contract PDF is saved in the subfolder structure you configured.
• The file is named according to the naming format you specified during setup.
• Opening the PDF displays the fully executed test contract.

This validation process will confirm that your integration has been properly set up and contracts are automatically saved to your Google Drive in line with the configuration set.

💬 FAQs

• Q. I have successfully installed the “Google Drive” Integration but I can’t find the executed contracts getting pushed to my Drive Folder.

 A. There can be several reasons for this issue and the following points highlight the troubleshooting steps:

1. Incorrect authentication with your Google Drive Account where you want to store the executed contracts
2. The parent folder is not present or deleted in the root directory of Google Drive.

• Q. Can I use a folder in my “Shared With Me” and “Shared Drive” sections in Drive as a parent directory?

A. Yes, you can only use Shared Drive 

• Q. Will special characters in the file name get included in the executed contract file name?

A. No, The integration removes all the special characters present in the file name in compliance with Google Drive’s standards of file naming convention

• Q. How can I modify the folder structure or file naming convention after setup?

A: “Go to ‘Integrations’ > ‘Google Drive Integration’ > ‘Settings’. Make the necessary changes and click ‘Save’. The new structure will apply to all contracts executed after the change.”

• Q. What happens if a required metadata field is empty during contract execution?

A: “If a chosen metadata field is empty, the integration will skip that folder level or placeholder in the file name. Ensure mandatory metadata fields are always populated.”

🛠️Security and Compliance Considerations:

1. SpotDraft uses OAuth 2.0 for secure authentication with Google Drive. No sensitive credentials are stored
2. All files are stored within your Google Drive account, adhering to Google’s security and compliance standards.
3. Ensure compliance with organizational data policies and relevant regulations (e.g., GDPR) when storing contracts on Google Drive.

🏁Best Practices for Organizing Contracts

1. Use consistent naming conventions for easier search and retrieval.
2. Limit special characters in folder names for better compatibility and compliance with Google Drive’s standards.
3. Regularly review and archive outdated contracts to maintain an organized and efficient file system.

🏁 Conclusion

With Google Drive integration set up, you can now enjoy a smoother and more organized contract management process. Your team will save time spent on administrative tasks, and have confidence that executed agreements are safely stored and accessible.

👋 Remember, should you encounter any challenges or require further assistance, our team is always ready to support you. We're committed to ensuring your continued success with this powerful integration.

📚 Additional Resources

• Engaging Your Customer Success Manager for Maximum Value: Discover how to leverage your CSM's expertise to get the most out of your SpotDraft subscription.
• Integration Guides for Cloud Storage: Explore our guides for integrating SpotDraft with SharePoint, Dropbox, Box and OneDrive, providing insights into other cloud storage integrations available.