Automate Google Calendar + Google Drive with GAIA
Attach Drive docs to calendar events and create event notes in Drive automatically
Google Calendar and Google Drive already have a basic native integration: when you edit an event in Google Calendar on the web, you can attach a file from Drive, and Calendar offers to share it with guests who lack access. What it does not do is choose the files for you or keep meeting notes organized. GAIA connects to both apps and handles that part: shortly before a meeting starts, it searches Drive for the related documents, adds their links to the event, and creates a meeting notes doc in the folder you choose.
Two Calendar events can start a GAIA workflow: a new event being created, and an event starting soon (you choose how many minutes before, from one minute up to a full day). Drive has no event trigger in GAIA, so anything that starts in Drive, such as filing new uploads, runs on a schedule or when you ask.
If all you need is one file on one event, attach it in Calendar yourself. GAIA earns its place when the task repeats: every client call gets the client's folder, every recurring meeting gets a dated notes doc, and the day's notes get filed and sent without you thinking about it.
5 things you can automate
Everything GAIA can do when Google Calendar and Google Drive are connected.
Add the right Drive docs to upcoming events
Before each meeting, GAIA searches Drive using the event title, description, and attendee names, then adds links to the best matches in the event description so your materials are one click away.
Create a meeting notes doc before each meeting
GAIA creates a Google Doc for the meeting with the title, date, attendees, the agenda from the event description, and an action items section, saves it in your notes folder, and links it from the event.
Organize Drive files by meeting series
GAIA keeps a Drive folder for each recurring meeting and saves that series' notes and agendas there, so a quarter of weekly syncs lives in one place.
Share meeting files with attendees
When you ask, GAIA shares the files linked to an event with its attendees at the permission level you name: viewer, commenter, or editor. It does not change sharing settings unless you ask.
Send notes after the day's meetings
A scheduled workflow at the end of the day can collect that day's meeting notes docs and, with Gmail connected, email each meeting's attendees a link to their notes.
How to set it up
Connect Google Calendar and Google Drive to GAIA in three steps.
- 1
Connect Google Calendar and Google Drive to GAIA
Add each one from GAIA's integrations page. Both use Google sign-in, but they are separate connections, so authorize both. Connect Google Docs as well if you want GAIA to write the notes docs.
- 2
Describe the routine in plain English
Create a workflow with the Event Starting Soon trigger and say what to do, for example: "30 minutes before any meeting with an external attendee, find related docs in Drive, add the links to the event, and create a notes doc in Meetings/Clients." Name the folder and the notes layout you want.
- 3
GAIA runs it before every matching meeting
The workflow runs in the background for each matching event. GAIA can notify you with the links it added, and you can ask at any time for the documents from a past meeting.
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