This project was for a drafting firm client of ours named Mass Engineering whom we did the website for as well. They specialize in ArchiCAD drawings and structural engineering. https://mass-engineering.com/
For every new client, they have a certain folder structure and template they fill out with the job information. This process would take about 20-30 minutes for each client when all was said and done. We set up Zapier and connected Asana and Google Drive so that this process happened automatically.
For this tutorial, I’m assuming you have a zapier pro account – I believe for multi-step zaps you need to pay for the service. For these zaps you’ll need the starter account which is $20/month. Well worth it for the time you’re about to save. This is also a very straightforward automation. It gets done every time, for nearly every client and so there’s no if/then logic involved in this. Therefore, we only need the starter tier.
Step 1 – Set up the trigger
- We’re using the Asana New Project trigger
- At this point, this will trigger when you start any new project in Asana
- I highly recommend paying for Asana pro if only for the project templates – a thread for another time (Click Here for a 30-day trial)
Step 2 – Filter and continue IF certain criteria is met
- This is a Zapier app – Filter by Zapier
- For this client’s case, I did several “or” statements that were based on other project types the client had. I wanted this automation to continue only if any of the other words used in their standard naming convention were not present.
- I made sure to stress to the client that a consistent naming convention was important. It is critically important when basing automation on that consistent naming.
- Other similar automations were set up for this client for the other project types as well.
Step 3 – Create Job Specific Folder Based on New Asana Project
- Create Folder Step for Google Drive
- The client has a folder in the Drive called “Jobs” – All new jobs are placed here. They have a specific naming convention so part of this automation also helps to make sure they only have to name the project once and then it gets placed everywhere – lower risk of typos
- Captures the name of the project from the trigger step (Step 1). The trigger captures information even if you don’t end up using it. One piece of information in this case is the project name.
Step 4 – Find Job Specific Folder ID
- We are needing the folder ID of the folder that was just created in the previous step.
- We will be using that ID as our reference for the next steps of creating our folder structure for each client
Step 5 – Create template folders
- In the case of our client, they need five folders for every client (MECH, ADMIN, COOR, ELEC, STRUC).
- I should note you can put filters on these parts as well. If one type of client o bnly needs 4 out of 5 of those folders, you can create a filter based on that type.
Step 6 – Find the Folder ID where the templates are all kept on your Google Drive
- We need to reference this folder ID so we can copy the template files and place them in their respective folders we just created in the previous step
Step 7 – Find File
- Using the folder reference from step 6 and the name of the template file, we need to find the file ID.
Step 8 – Copy file
- Using that file ID, we copy the template file, and place it into the folder ID of one of the folders that was created.
- This is where I also name the file properly according to the project name that was created in Asana – For example, Timesheet – ATP01
Step 9 – Rinse and repeat
- You can use any of these steps to create the file and templates for onboarding clients easily.
- This process should update every 15 minutes according to Zapier’s website so don’t freak out if it takes a few minutes to show up. If you pay for the higher tiers it’s near instantaneous.
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