Google Drive: custom PDF file name is not carried

  • Profile Image
    Lama Salama 
    Asked on October 20, 2020 at 09:19 PM

    Hello, I use the google drive integration for all my forms but there is something that would make storing our files so much easier. We are a clinic and we use JotForms for client and clinical forms. For client notes the struggle that we are having is the fact the integration only allows for two folders to be made.

    For example,

    The first Folder we Name "Clinical Forms" and the Second Folder would be the "Client Name". We wanted to add another Folder option within "Client Name" that would say "Client Initial Date". The reason behind this is because when our clinicians complete their notes it alls gets sent to the clients file but all the forms are saved under just the client name which makes it extremely difficult to find any form that we are looking for.

    If we could have the option to choose another level folder it would aid in the files being saved within the clients folder but in an organized manner that would aid us in finding any form much faster.

    How could we go about doing this... or if you have a better option or idea that we can do. We love the platform and it has helped us greatly but the man power that is needed to rename the forms as they come and organize them in a way to easily locate them is costing us too much. What is something we can do to help us with this problem.

  • Profile Image
    Vick_W
    Answered on October 21, 2020 at 03:17 AM

    Hi Lama,

    It seems that I'll have to escalate this as a feature request to the backend team for the Google Drive integration. But we can not provide an ETA or any assurity that this will be implemented. So before I do that please let us know if the following will fulfil your need.

    1603264413_5f8fdf9d81b60_

    This will give you the option to add form fields in the folder name. Here you can select the date field as well.

    1603264598_5f8fe05673d57_

    https://www.jotform.com/help/192-how-to-integrate-a-form-with-google-drive

    Looking forward to your reply.

    Thanks.

  • Profile Image
    Lama Salama 
    Answered on October 21, 2020 at 12:28 PM
    Hello,
    No that won't help. So I have all the Forms Saved to the FIrst Folder
    Called "Client Forms" then the next Folder I put the "client's name" field.
    That way all the different forms are sent to the same folder so we don't
    have to go look for them. The problem we are having is when all the
    documents get sent to the "Client Name" folder all the documents are
    labeled by the client's name (we use this style integration for all our
    forms to ensure they all go to the client's folder). Which makes it
    difficult to see which document is what. If we were to do it in the example
    in the email you sent above every response would be a separate folder
    because each date would be different depending on the clinical note that is
    being done- which doesn't help us.
    Is there a way to have the Document being sent based on a field in the
    form, however the label of the document can be chosen by a different field.
    So for example, In the example that you sent me, if we could have The Fist
    Folder be "Client Forms" then it creates a folder based on the Client's
    Name, and then we have the option to specify what fields are to be included
    in the name of the document.
    So giving us the ability to choose what fields to label the document versus
    having it be the same label as the Second folder. That would assist us in
    having the documents being labeled and organized without us having to
    rename them
    Thanks!
    ...
  • Profile Image
    BDAVID
    Answered on October 21, 2020 at 05:45 PM

    Good day, our Google Drive integration would only allow you to store in two folders, the main one, and a sub-folder for each submission:

    1603316589_5f90ab6dac886_sub-folder.png

    Result:
    1603316697_5f90abd95b859_result.png

    Unfortunately, there is no other way to add a third folder.

  • Profile Image
    Lama Salama 
    Answered on October 21, 2020 at 07:28 PM

    Is there a way to have the folder labeled something different from the document. So the folder is labeled based on a field in the form and have the name of the document bed based on another field in the form. So the folder is labeled Submissions- the sub folder is the clients name and the document name is just the date. The problem I’m having is the sub folder and the document name have to be the same. Can they be different without me having to manually change it.
    ...
  • Profile Image
    BDAVID
    Answered on October 21, 2020 at 09:54 PM

    The sub-folder name is set up when integrating as shown on the previous image, where it combines the Name form field, and the submission time.

    In regards to the PDF document, you can change the file name as shown on this guide: https://www.jotform.com/help/553-How-to-Assign-a-Custom-Name-to-a-PDF-Document-with-PDF-Editor

  • Profile Image
    Lama Salama 
    Answered on October 22, 2020 at 01:28 PM
    The PDF file name is not being changed. If I am using my own PDF and
    integrate it with Google Drive. The PDF documents are still being saved
    under the same sub folder name... which I don't want. How can I have the
    PDF document be named something different and sent to a different sub
    folder without it having the same name.
    ...
  • Profile Image
    BDAVID
    Answered on October 22, 2020 at 02:58 PM

    Could you please provide the link of the form?

    I have tested this, and was able to reproduce it. I set a custom PDF file name:

    1603393005_5f91d5edab6f6_

    But, the name of the PDF was named as the sub-folder:

    1603393037_5f91d60d9288d_

    Let me forward this to our back-end team. You will be updated here.