Knack Flows – Connecting Knack to Google Drive

Hey there, and welcome to this demo where we’ll show you how to connect Knack with Google Drive using Knack Flows, an automation and integration platform built directly into the Knack interface. By the end of this video, you’ll be able to automate document storage and retrieval seamlessly from your Knack database to your Google Drive. Now let’s dive into it. Google Drive allows users to store, access, and share files and documents online from any device.

Use Cases for Automation

With the Knack and Google Drive integration via Flows, you can streamline workflows and centralize document management by automating the transfer and organization of files between the two platforms. Some common use cases might include:

• Automated file storage: Automatically upload files from your Knack app to Google Drive. For example, when a user submits a form with an attachment in Knack, the file can be automatically saved in a specified folder on Google Drive.
• Data backup: Set up automations to back up data from Knack like reports, invoices, or other files.
• Secure file sharing: Use the connector to create and share Google Drive links for specific files, making it easier to share documents generated in Knack with external clients or collaborators.

Setting Up the Workflow

Now let’s set up the workflow. This will trigger whenever a new contract is uploaded in the Knack client portal, automatically storing it in Google Drive. Let’s go over to the Flow section on the left-hand side of your client portal. We’re going to create a flow from scratch and define the trigger as a new record in Knack.

So let’s go create a flow from scratch. We’re going to name this “Upload Contract to Google Drive.”

Then we’ll make it so the trigger is when a record is created. Select the Knack account—this client portal—as the source. Just to note, we’re working with the company table, which has a field for the contract so that this can actually work.

Creating the Flow for Contract Uploads

Now we go into Flows and create the new flow called “Upload Contract to Google Drive,” where we’ll take any companies that have a contract file property. When the contract is added, it’s uploaded to Google Drive.

In Knack, we make a trigger so that when a new record is created inside this client portal (selecting the “Companies” table), we move to the next step.

Next, make an HTTP request (outgoing webhook) to get a file by URL. Add a linked app and name it something like “get file”—this acts as a placeholder to grab the file from.

For the file URL, use the “contract-url” field from the Knack record. Then move over to Google Drive and add that connection (you’ll need to authenticate your Google account). You’ll be prompted to allow access.

Next, choose the file to upload—select the contract field—and set the file name. You could use something like “example-contract” or dynamically name it using the contract file name.

Updating Metadata in Google Drive

Now go to actions, select Google Drive again, and update the metadata for the file you just uploaded. For example, you can name the file using the company name and contract file name, and grab the file ID from the previous step.

Click save, and all that’s left is to start the Flow.

Testing the Integration

I did a test run earlier, and I’ll show you how to do it now. Go into your Knack records and add a new one—for example, “Acme Inc.”—then upload the contract and press Submit.

Now go back to Flows and check the log. You’ll see that the contract was successfully uploaded to Google Drive. It shows the request and update steps. If you look in Google Drive, you’ll see the file (e.g., “Acme Inc – contract”) with the correct name and timestamp.

Benefits of Automation

The contract has been successfully uploaded to Google Drive automatically with no manual steps. This integration ensures that all your important documents—like contracts—are securely stored in Google Drive without needing to manually move files between systems. You can also further customize the flow to organize documents by client, job, or project.

Exploring Further Automation Opportunities

With Knack Flows, you can automate many other tasks between Knack and Google Drive, like syncing invoices, project reports, or client files—saving time and reducing the risk of manual errors.

Thank you so much for watching this video. If you want to learn more about Knack Flows, be on the lookout for our future videos as well. Thanks for watching, and we’ll see you in the next one.