Automating your document and media management saves time and keeps your team organized. This guide explains how the Folder Fixer automation connects Monday.com to Google Drive, automatically locating project folders and linking them directly back to your order board.
By the end of this process, your Monday.com items will automatically populate with direct links to the relevant Google Drive folders for your media assets.
How the automation works
The Folder Fixer runs automatically in the background. When triggered, it follows a specific sequence to match your Monday.com orders with your Google Drive structure.
flowchart TD
A[Webhook Trigger] --> B[Fetch Order Data from Monday.com]
B --> C["Find Parent Folder (Title + ID)"]
C --> D[Locate 'Edited' & 'Prepped' Subfolders]
D --> E[Find or Create 'Reels' Subfolder]
E --> F[Update Monday.com Column Links]The automation searches your Google Drive for a parent folder using a specific naming convention: Title [ID]. Ensure your Drive folders follow this format so the system can find them.
Step-by-step process
Here is exactly what happens behind the scenes when the Folder Fixer workflow runs:
- 1
Triggering the workflow
The process begins when a webhook receives a signal containing a specific Monday.com item ID (Pulse ID). This usually happens when a status changes or an order is created.
- 2
Fetching order details
The automation connects to your 🏠 Orders board in Monday.com and retrieves the current column values for that specific item.
- 3
Locating Google Drive folders
Using the data from Monday.com, the system searches My Google Drive for the main project folder. Once the parent folder is found, it looks inside for specific subfolders:
Edited: Searches for an existing folder named "edited".
Prepped: Searches for an existing folder named "Prepped".
Reels: Searches for a folder named "Reels". If it doesn't exist, the automation will automatically create it.
- 4
Updating Monday.com
Finally, the automation takes the URLs of the Google Drive folders it found (or created) and writes them back into the link columns of your Monday.com item.
Because the Reels folder is automatically created if it's missing, you don't need to worry about manually setting it up before the automation runs.
Expected results in Monday.com
Once the automation completes successfully, several columns in your Monday.com 🏠 Orders board will be updated. You will see clickable links with the following display text:
| Monday.com Column (Display Text) | Destination |
|---|---|
| Parent Folder | Direct link to the main project folder in Google Drive. |
| Edited | Direct link to the "edited" subfolder. |
| Prepped | Direct link to the "Prepped" subfolder. |
| Order | Direct link to the HarmonPS order summary page. |
Frequently asked questions
What happens if the parent folder doesn't exist?
The automation is currently set up to find the parent folder, not create it. If the parent folder is missing or doesn't match the Title [ID] naming convention, the workflow will pause, and the Monday.com links will not update.
Why did my 'Reels' folder get created, but not 'Edited' or 'Prepped'?
The workflow is specifically configured to "Find or Create" the Reels folder. For the "Edited" and "Prepped" folders, it only performs a "Find" action. Those folders must already exist inside the parent folder.
Which Monday.com board does this affect?
This automation specifically targets the 🏠 Orders board (Board ID: 7932413985).