For submitted forms and documents uploaded via forms, these can be set to automatically populate in a Google Drive folder of your choosing.

You will need to either choose an existing folder, and create a new one.

Whether it's a new or existing folder, this is where the documents will be automatically downloaded into.

Ensure that the folder is shared with automation@theticketsellers.co.uk as an Editor.

Share > add automation@theticketsellers.co.uk and select Editor

This function will allow for documents and other files uploaded through Eventree forms, to be automatically downloaded into a Google drive folder of your choosing. This isn't a one-time thing, you can set it to regularly update so that newly added documents populate in your chosen folder.

You have a few different options to choose from when setting this up.

You can either choose:

All form types

or

Specific form types

If you select All form types then for all forms which have upload fields, those documents will be automatically pulled into your Google drive folder.

If you select Specific form types, then proceed to select which ones. You can choose one specific form or several. You can always come back and add other forms at a later date.

Here you can select how often your documents are updated.

Please note that the frequency set is when the system will start checking for updates. If lots of forms have been submitted since the last update then it may take a few minutes for all new documents to pull through.

The first time it will sync is on the hour after you have set up your syncing. So, if you select Create at 9.30am the next time it syncs will be 10am.

If you choose Every 4 hours, it will then update every 4 hours after that point.

Once you select Daily or Weekly, you will have further options for time of day and day of the week that syncing takes place.

Daily example:

Weekly example:

This is how you tell Eventree where you'd like it to download your files into.

You can copy and paste the whole folder link into this field and it will extract the folder ID for you when you select Create.

Two options here:

Form Type > Folder per upload category > All documents under that category

For example: Food Trader Form > Folder for all Public Liability Insurance > All public liability documents

This could be helpful if you wish to give access to particular types of documents, for example to share with a H&S advisor.

The other format option is:

Form Type > Folder per Group or Individual > All documents for that Group or Individual

For example: Food Trader Form > Fred's Falafel > All documents uploaded by Fred's Falafel

Once you have decided how you would like everything set up, remember to select Create.

For every Syncing task you set up you will see it listed on that page now, along with the date that it last updated (synced).

This will now continue to update documents at the selected frequency up until 24hrs after your event ends (based on the event dates set in your Eventree portal).

Once it is set up, you can quickly click through to View the destination folder and see where all your synced documents are by selecting the dropdown.

Form Type > Folder per Group or Individual > All documents for that Group or Individual

When you select this format upon set up, your folders will be created as shown below.

The folder created will be labelled with the overarching Form Type and its unique ID.

With this example it is set up with a folder per Group - the number on these folders represents the Application ID.

Within each folder the files will then be labelled like this:

[ Document category set ] - [Filename]

Alternatively with this format:

Form Type > Folder per upload category > All documents under that category

You will first see the Form Type and the unique ID for that type.

Then the folders will be labelled with the Upload categories set within the Eventree form.

With each upload category folder, files will be labelled in the following format:

[Group or Individual Name] [Application ID] - [Filename]

If at any point you wish to cancel this task as well, you can simply delete it.

This won't delete all the files that have already downloaded, it will just stop the documents from being updated any more.

Once created, there are a few things you can change if you select Edit.

You can add more Forms to this task and you can also change the frequency that the documents get updated.

If you would like to also set up some google live sheets which populate with the written answers submitted via forms, see our other help articles.