Many organizations use Dropbox as the storage and collaboration solution for all their documents — including any completed forms. The GoFormz-Dropbox integration conveniently automates the process of uploading your completed form PDFs to the appropriate folders in your Dropbox account. 

There are two steps to configuring a Dropbox integration:

CREATING A NEW DROPBOX CONNECTION

Before you begin, make sure that you have an existing Dropbox account and you know the credentials for the account. To create a Dropbox app connection, do the following:

  1. Select Connected Apps from the More dropdown at the top of the GoFormz web app to navigate to the App Connections screen.

2. Click Add Connection next to the Dropbox application block to bring up the Dropbox login window.

3. Enter your Dropbox credentials (username and password) and click Sign in. This step is omitted if you are already logged into your Dropbox account. 

After logging in, you may also see a warning from Dropbox, making sure that you want to connect GoFormz to Dropbox. Click Continue.

4. Finally, you will see a message asking you to grant GoFormz access to your Dropbox files and folders. Click Allow. The GoFormz application will not manage any of your Dropbox settings, it will only read and write files in your Dropbox account.

The new connection will appear on your Dropbox Connections list with a generic name like “Dropbox Connection 4”. We recommend renaming your connection with a more descriptive name (e.g. including your Dropbox username in the connection name), especially if you plan to use multiple Dropbox connections. This will make it much easier to tell your connections apart from each other.

CREATING A DROPBOX UPLOAD WORKFLOW

GoFormz Workflows let you automatically upload PDF versions of your completed forms to a cloud storage account. To set up GoFormz to automatically upload completed forms to your Dropbox account, follow the steps below.

  1. Initiate workflow creation. Navigate to the Workflow Tab and click the Create button in the top right corner.

2. Select the Dropbox workflow recipe. In the Add Workflow dialog box that appears, select the Dropbox File Upload recipe from the dropdown and click Next. An empty workflow will appear on your screen with the following steps: Form Completed trigger, Export Form to PDF, and Upload File.

3. Optionally, change the name of your new workflow. Click the icon to the right of the default name and type in the new one. While this is not necessary, we strongly recommend making your workflow name more specific than the default “Dropbox File Upload”. For instance, you may want to include the name of the form template to which this workflow applies.

4. Set up the Form Completed trigger. Select the desired form template from the Template dropdown. In the example below, we chose the "Example - Demo Work Order". This means that the workflow will initiate whenever a form created from this template is completed. Click Next when you are done.

5. Set up the Export Form to PDF action. Specify which form Pages should be exported to the PDF. Use dashes to specify page ranges and commas to separate page ranges and numbers; for instance, “1,3-5,8” means that pages 1, 3, 4, 5, and 8 will be exported. Leave this field blank if you want to export all form pages. Click Next when you are done.

6. Set up the Upload File action. This action will upload your PDF to Dropbox. The following fields must be specified for this step:

  • Connection: From the dropdown, select the Dropbox app connection that should be used for this upload. See here for more about app connections and how to create them.
  • File URL(s): Do not change this field! This field determines which PDF is uploaded to Dropbox and is automatically set to be the PDF that is outputted by the Export Form to PDF step.
  • Destination Path: This field determines the Dropbox folder where the PDF will be placed, as well as the name of the PDF. If the Dropbox folder you specify does not already exist, it will automatically be created for you. Workflow variables can be used in filling out this step. In the example below, the text “GoFormz/#{trigger.[customerName]}/#{trigger.[formName]}.pdf” contains the variables "#{trigger.[customerName]}" and “#{trigger.[formName]}”. The first refers to the form field containing the name of your customer, and the second refers to the name of the completed form. So, the completed form will be saved to a subfolder with the customer's name within the “GoFormz” folder in your Dropbox account, and the PDF will bear the name of the completed form. See here for more on workflow variables and how to use them.

7. Save and activate the workflow. If you want the workflow to go into effect as soon as you save it, activate it by clicking the Inactive slider in the top right to change it to Active. Finally, click Save in the top right to complete your the Dropbox workflow creation process.

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