Overview
Overview Streamline your entire client onboarding process with a single workflow. When a new client submits the intake form, this automation creates a Monday.com item, generates a complete Google Drive folder structure from your template, updates the Monday item with the folder link, and sends a personalized welcome email—all automatically. What This Workflow Does Displays a professional intake form (client name, email, project type) Creates a new item in your Monday.com board with all details Generates a Google Drive folder for the client Duplicates your template folder structure using Apps Script Updates the Monday.com item with the Google Drive folder link Sends a welcome email to the client with folder access Key Features End-to-end automation** — From form submission to welcome email CRM integration** — All client data captured in Monday.com Organized file storage** — Consistent folder structure for every client Professional onboarding** — Clients receive immediate welcome email with resources Fully customizable** — Add more form fields, notifications, or integrations Prerequisites Monday.com account with API credentials Google Drive account with OAuth2 credentials Gmail account with OAuth2 credentials Google Apps Script deployment (code below) Template folder in Google Drive with {{NAME}} placeholders Setup Step 1: Get your Monday.com IDs Open your Monday.com board Board ID: Check the URL → monday.com/boards/BOARD_ID Group ID: Use Monday API Explorer or browser dev tools Column IDs: Found in column settings or via API Step 2: Create your Drive template folder 📁 {{NAME}} - Client Files ├── 📁 01. Contracts & Agreements ├── 📁 02. {{NAME}} - Assets ├── 📁 03. Deliverables ├── 📁 04. Communications └── 📄 {{NAME}} - Project Brief.gdoc Step 3: Deploy Apps Script Go to script.google.com Create new project → Paste code below Deploy → New deployment → Web app Execute as: Me | Access: Anyone Copy the deployment URL Step 4: Configure the workflow Replace these placeholders: YOUR_BOARD_ID — Monday.com board ID YOUR_GROUP_ID — Monday.com group ID DESTINATION_PARENT_FOLDER_ID — Drive folder for new client folders YOUR_APPS_SCRIPT_URL — Apps Script deployment URL YOUR_TEMPLATE_FOLDER_ID — Template folder to duplicate Step 5: Connect credentials Monday.com API credentials Google Drive OAuth2 Gmail OAuth2 Apps Script Code function doPost(e) { try { var params = e.parameter; var templateFolderId = params.templateFolderId; var name = params.name; var destinationFolderId = params.destinationFolderId; if (!templateFolderId || !name) { return jsonResponse({ success: false, error: 'Missing required parameters: templateFolderId and name are required' }); } var templateFolder = DriveApp.getFolderById(templateFolderId); if (destinationFolderId) { var destinationFolder = DriveApp.getFolderById(destinationFolderId); copyContentsRecursively(templateFolder, destinationFolder, name); return jsonResponse({ success: true, id: destinationFolder.getId(), url: destinationFolder.getUrl(), name: destinationFolder.getName(), mode: 'copied_to_existing', timestamp: new Date().toISOString() }); } else { var parentFolder = templateFolder.getParents().next(); var newFolderName = replacePlaceholders(templateFolder.getName(), name); var newFolder = parentFolder.createFolder(newFolderName); copyContentsRecursively(templateFolder, newFolder, name); return jsonResponse({ success: true, id: newFolder.getId(), url: newFolder.getUrl(), name: newFolder.getName(), mode: 'created_new', timestamp: new Date().toISOString() }); } } catch (error) { return jsonResponse({ success: false, error: error.toString() }); } } function replacePlaceholders(text, name) { var result = text; result = result.replace(/\{\{NAME\}\}/g, name); result = result.replace(/\{\{name\}\}/g, name.toLowerCase()); result = result.replace(/\{\{Name\}\}/g, name); return result; } function copyContentsRecursively(sourceFolder, destinationFolder, name) { var files = sourceFolder.getFiles(); while (files.hasNext()) { try { var file = files.next(); var newFileName = replacePlaceholders(file.getName(), name); file.makeCopy(newFileName, destinationFolder); Utilities.sleep(150); } catch (error) { Logger.log('Error copying file: ' + error.toString()); } } var subfolders = sourceFolder.getFolders(); while (subfolders.hasNext()) { try { var subfolder = subfolders.next(); var newSubfolderName = replacePlaceholders(subfolder.getName(), name); var newSubfolder = destinationFolder.createFolder(newSubfolderName); Utilities.sleep(200); copyContentsRecursively(subfolder, newSubfolder, name); } catch (error) { Logger.log('Error copying subfolder: ' + error.toString()); } } } function jsonResponse(data) { return ContentService .createTextOutput(JSON.stringify(data)) .setMimeType(ContentService.MimeType.JSON); } Use Cases Agencies** — Automate client onboarding with CRM tracking Freelancers** — Professional intake process for new projects Consulting firms** — Standardized client setup workflow Creative studios** — Organize assets and deliverables from day one Service businesses** — Streamline customer setup and communication Customization Ideas Add more form fields: phone, company size, budget, deadline Add Slack notification to alert your team Create tasks in Monday.com sub-items Add to Google Calendar for kickoff meeting Integrate with invoicing (Stripe, QuickBooks) Notes Apps Script may take 30-60 seconds for large folder structures Monday.com column IDs must match your board's actual columns The welcome email can be customized with your branding Test with a single client before full deployment. An n8n automation workflow template by Antonio Gasso.
Antonio Gasso
web
free
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