How to update selected Airtable records with new files added in specific Google Drive folders

Are you tired of constantly switching between different tools and struggling to maintain accurate data records? With Relay, you can now keep your Airtable records updated and organized without any tedious manual effort. By setting up this automation, you can ensure that whenever a new file is added to a specific folder in Google Drive, the corresponding record in your Airtable base will be automatically updated. This will not only save you time and effort but also help you maintain consistency and accuracy in your data records. In this guide, we’ll show you how to set this integration up in four easy steps.
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Create your Relay playbook

To start coordination between Google Drive and Airtable for your workflow, you need to follow a few steps.

Firstly, sign up for Relay and go to your dashboard. Then, click the "New playbook" button to start creating a playbook.

Give your playbook a unique name like "Update Airtable records with new Google Drive files in folders," and select a relevant emoji (such as 📂) to help you quickly identify it.


Set the Google Drive trigger as “File added to folder”

Add the Google Drive trigger to initiate your playbook's actions before adding the file to a folder.

To do this, click "Add trigger" in your playbook. Choose the "File added to folder" trigger from the Google Drive options, then choose a folder where you want to store your files (e.g., "My Drive"). It will enable your playbook to identify newly added files and trigger necessary actions automatically.

If you have yet to connect your Google Drive account to Relay, a prompt will guide you through the connection process.


Add the “Update record” in Airtable step

Integrate the Airtable automation into your playbook to ensure prompt updates for every file added to a folder.

To add a step to your playbook, select "Add Step" and look for the "Get record" automation. Then, choose the table you want to work with; for example, let's say you want to work with the "Files" table. Once you've chosen the table, select an identifier in the "Add filter" from your sheet data to match the Google Drive data. In this example, the identifier is "Creation time".

Afterward, add another step to your playbook by selecting "Update record." Next, click on the relevant fields you want to update and fill in the necessary details, such as creation time, mime type, and title.

If you still need to connect your Airtable account to Relay, you will be prompted to complete that connection. Make sure to allow the necessary permissions for Relay to update records through your Airtable account.


Activate your playbook

Activating your playbook is the final step. Once turned on, it will respond to update Airtable records with new Google Drive files in folders without manual intervention.

To enable your playbook, click the toggle button located in the header. It is advisable to perform a test run of your playbook beforehand to ensure all steps work seamlessly together.

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