How to dynamically organise your files (in your cloud drive)

You can automate file collection with File Request Pro in a few minutes. Files and content from your clients go direct to the correct root folder on your cloud drive, organised into subfolders by whatever form field you choose.

File Request Pro integrates natively with GoogleDrive, Microsoft OneDrive and SharePoint and Dropbox. To integrate with other cloud drives you can use Zapier.

How to automate file collection – step by step

By using dynamic file organisation you can save hours of time on the low-value task of data organisation. This frees you up to concentrate on core tasks.

1. If you haven’t already, connect File Request Pro to your cloud drive

You  can do this as part of our onboarding process for our 14 day free trial. Select ‘Connect’, choose an account, and select to allow access.

2. Go to the upload page that you want to use to collect content and files.

You can use one upload page to collect files from hundreds of clients. Or you can use multiple upload pages.

If you prefer the latter option, consider cloning a template page and then making some customisations. This will save you updating settings that you want to stay the same.

3. Select the option ‘Uploading & File Destination’

You’ll see the cloud service providers you’ve connected to File Request Pro. Choose the one you’d like to send client files to.

4. Choose your root folder

For example, if you already have a root folder called ‘Client Files’, which contains folder for each of your clients, then this would be a useful choice.

If you don’t already have a root folder for client files, we can automatically create one for you. We’ll call it File Request Pro, and you can rename it. If you’d like us to create a root folder for you, then leave the root folder option blank.

5. Choose the field value you want to use to create subfolders within your root folder.

You can choose these field values:

  • Text
  • Email
  • Multiple choice
  • Hidden

Example of using a field value to organise client data

This upload page has one date field, two text fields (name and address), one email field, one dropdown field, and one upload field.

You can therefore dynamically organise client data by name, email, address, customer number (this is a hidden field) and company type.

You’ll then have all your clients files organised in the correct subfolders on your cloud file system. In this example, client data is organised by name.

Files and text content are both automatically uploaded into a client’s subfolder.

What to do if you already organise client data into subfolders

If you already have subfolders for clients, then we’ll automatically send client data to those subfolders.

For example, if you have subfolders in the names of clients, we’ll send files to these existing folders. We won’t create new ones. Just choose a ‘text’ field and label it.

For example, if you have subfolders dividing clients into categories like ‘sole trader’ ‘non-profit’ and ‘Limited liability company’ we’ll automatically send client data to these folders. Just choose a dropdown field and label it.

Any questions?

If you need any help with dynamic file organisation, or have any suggestions for improving this feature, please get in touch.

Here is our help article on dynamic file organisation, which goes into more detail.