Guide
If Google Drive is part of your file or asset storage solution, it would be handy to be notified of when your teammates add or change a file so you can know when it's your turn to take over. This can be done easily and quickly using our Make integration.
Make is a no-code tool like Fibery and aims to help unify your tech stack so information can flow freely where it's needed. Sound familiar? 😏 We're not being paid to say this, we just really like them.
Define the Problem
Your mission should you choose to accept it is to create an automation that will alert you automagically that the asset a team member was tasked to work on is ready for review. It would also be handy to update the status of the item to something like Review so the rest of the team can know where it is in the pipeline.
This means we need:
We're using a Database with two Rich Text fields and a Single and Multi-Select fields as a place to start testing out this workflow. These fields aren't required: after you get the hang of Make, use this as a jumping off point for your own workflow.
Connecting Make → Fibery and creating a Scenario
First thing first: sign up for a free Make (formally Integromat) account if you don't already have one. Make is flexible and powerful, but don't worry - for this build you only need to know the basics.
For this example, we're going to use Google Drive as the online storage we want to watch. Take a look at Make's huge list of apps you can connect and see if your storage solution is there.
Create a Scenario
Find the Scenarios menu item in the left side bar and create a new Scenario
Find the Google Drive connector and connect your account. We chose Watch Files in a Folder, but feel free to chose what matches your use case the best.
Find the Fibery connector next, and choose Update an Entity. Connect your account and we're ready to start automating.
Add a Review state in Fibery
The Workflow Single and Multi-Select fields comes with three default states: Open, In Progress, and Done. We can't update the status of the Entity to Review if there is no Review state to be found. Let's add it to our Entity in Fibery:
Find the State field in your database
Click the ••• menu and edit the field
Finishing the Make Module
Now that we have our fields configured appropriately we can finish up the Make module.
Find the Space/Database that you would like to connect (for this example, it will be Asset Management/3D )
Find State and change it to Review 💪
This would be a good time to test the connection and make sure everything is working as expected before we add anything else.
We're watching an entire folder on Google Drive for changes, so all that you need to do is upload a file and click Run Once at the bottom left corner of Make.
Add some polish
Connections are working, now it's time to add some ✨polish✨. Two things come to mind:
Automate the notification in Fibery
Find the Automations button in the Space that holds the asset
Create a new rule that will create a notification if the State is Review
Add a link to the asset to Latest Updates in Make
Open the Fibery module and find the Latest Updates field (or another Rich Text field)
As soon as you click on the field, you'll be presented a window with all of the metadata that is accessible
We definitely want Web View Link, but let's add Name and Last Modifying User too
Format with some markdown to make it beautiful
Try this next
We used Google Drive to track general uploads to a single folder, but this is just the beginning. Here are a few more ideas to try in the theme of tracking file changes:
Get an alert when specific files change by using different Google Drive parameters or a router module
Add an Approved status and using Fibery Automations send a Slack DM to the assignee
Use another Make chat module to send a notification to a someone outside of your organization (like a contractor)