Complete client onboarding: Form to Monday.com, Google Drive & Email

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

1. Displays a professional intake form (client name, email, project type)
2. Creates a new item in your Monday.com board with all details
3. Generates a Google Drive folder for the client
4. Duplicates your template folder structure using Apps Script
5. Updates the Monday.com item with the Google Drive folder link
6. 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

1. Open your Monday.com board
2. Board ID: Check the URL → monday.com/boards/BOARD_ID
3. Group ID: Use Monday API Explorer or browser dev tools
4. 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

1. Go to script.google.com
2. Create new project → Paste code below
3. Deploy → New deployment → Web app
4. Execute as: Me | Access: Anyone
5. 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