How to Share New Files from Google Drive to Users in Google Sheets Using Pabbly Connect

Learn how to automate sharing new files from Google Drive to users in Google Sheets with Pabbly Connect. Step-by-step tutorial included. Learn to create powerful connections between your critical applications without requiring specialized programming knowledge or extensive technical background.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Google Drive Integration

To begin sharing new files from Google Drive to users in Google Sheets, the first step is to set up Pabbly Connect. Start by signing up for a free account on the Pabbly Connect dashboard. This dashboard allows you to create workflows that automate the sharing process.

After logging into your Pabbly Connect account, click on the ‘Create Workflow’ button. Name your workflow something descriptive, like ‘Google Drive to Google Sheets.’ This name helps you identify the automation later on. Once created, you will see a trigger window and an action window.

2. Configuring Google Drive Trigger in Pabbly Connect

The next step involves setting up the trigger for your workflow. In the trigger window, search for ‘Google Drive’ and select it as the application. Choose the trigger event as ‘New File in Specific Folder’ to capture details of newly uploaded files. using Pabbly Connect

Connect your Google Drive account by clicking on ‘Connect’ and then ‘Add New Connection’. Sign in with your Google credentials and allow Pabbly Connect access. Once connected, select the specific folder where new files will be uploaded. For example, if your folder is named ‘New Videos’, select that folder from the dropdown list.

• Select ‘Google Drive’ as the application.
• Choose the trigger event ‘New File in Specific Folder’.
• Connect your Google Drive account by signing in.
• Select the folder where new files will be uploaded.

After selecting your folder, click on ‘Save and Send Test Request’. This action will fetch the details of the last uploaded file, confirming that the trigger is working correctly. If successful, you will see the file details in Pabbly Connect.

3. Fetching User Details from Google Sheets

Now that the trigger is set up, the next step is to fetch user details from Google Sheets. In the action window, search for ‘Google Sheets’ and select it. Choose the action event as ‘Get Rows’ to retrieve user data from your spreadsheet. using Pabbly Connect

Connect your Google Sheets account by clicking on ‘Connect’ and signing in. Once connected, select the spreadsheet containing your user data. For instance, if your spreadsheet is named ‘Customer Data’, choose that. Specify the range of cells to retrieve, such as ‘A2:D’ to include all relevant user details.

• Select ‘Google Sheets’ as the application.
• Choose the action event ‘Get Rows’.
• Connect your Google Sheets account and select the relevant spreadsheet.
• Specify the data range to fetch user details.

After configuring these settings, click on ‘Save and Send Test Request’. This will retrieve the user details, which will be used in the next steps of the workflow.

4. Sharing Files with Users via Pabbly Connect

With the user details fetched, the final step involves sharing the uploaded file with each user. In the action window, search for ‘Google Drive’ again and select it. This time, choose the action event ‘Share File’ to grant access to the uploaded file. using Pabbly Connect

Since you have already connected your Google Drive account, select the existing connection. In the file ID field, map the unique file ID received from the trigger step. Then, in the email field, map the user email addresses retrieved from Google Sheets using the iterator feature to process each user one by one.

Select ‘Google Drive’ as the application. Choose the action event ‘Share File’. Map the file ID from the trigger step. Map the user email addresses from the iterator responses.

Finally, select the user access level (e.g., ‘Can View’) and click on ‘Save and Send Test Request’. This action will share the file with the specified user, confirming the setup is complete.

5. Testing the Automation Workflow

After completing the setup, it is crucial to test the automation workflow to ensure everything operates smoothly. Upload a new file to the specified Google Drive folder and wait for Pabbly Connect to process the new file. using Pabbly Connect

Within approximately 10 minutes, Pabbly Connect will check for the new file and execute the workflow, sending an email to each user with the shared file link. You can verify this by checking the email inbox of one of the users listed in your Google Sheets.

To test the automation, follow these steps:

Upload a new file to the designated Google Drive folder. Wait for about 10 minutes for Pabbly Connect to process the file. Check the email inbox of the users to confirm receipt of the shared file.

This testing phase ensures that your automation is functioning correctly, allowing seamless file sharing with users as intended.

Conclusion

In this tutorial, we explored how to automate the sharing of new files from Google Drive to users in Google Sheets using Pabbly Connect. By following the outlined steps, you can effectively streamline your workflow and ensure that all relevant users receive updates promptly. This integration not only saves time but also enhances collaboration within your team.