Google Drive – SpotDraft

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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.

📄 Index:

Introduction

Prerequisites

Installation & Configuration

🚀 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

⚙️ 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.

Note. You can change the Instance to ‘Sandbox’ or ‘QA’ if you prefer to create the integration there before Production.

2. Folder Structure where the contracts will be saved

2.1- Enter 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.

2.2 - Choose the Folder Structure, from the options available

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

2.3 - Click Next.

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

5. Workflow URL

5.1 - Click the Copy icon and save the Workflow URL in a safe place that you can reference later.

5.2 - Click Finish.

6. 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.

6.1 - 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

I don't see contracts in my Google Drive folder.

Potential causes: - Incorrect Drive account authentication - Missing parent folder in the Drive root - Parent folder in "Shared With Me" instead of "My Drive"

Can I use special characters in filenames?

No, they will be removed per Google Drive conventions.

What permissions are required for the Drive account?

The account will need read/write permissions to add files to the folder.

How can I customize the folder structure?

When setting up the integration, you can choose between different folder structure options to meet your needs as detailed in the prerequisites.

Can I configure subfolders within the parent folder?

Yes, the integration supports uploading to pre-configured subfolder structures as detailed in the prerequisites.

🏁 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.