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The moment it happens

Send new clients a shared Drive folder and welcome email

Each new client gets their own Drive folder from your template, shared with them, plus a welcome email with the link.

Runs
The moment it happens
Apps
Gmail, Google Drive
AI
Optional
Access
Drive write; Gmail gmail.send

Send this to your assistant

Create a ClickRuntime automation: when my onboarding form sends a new client, create their Drive folder from my template, share it with them and send a welcome email with the link.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A design studio onboards a new client every couple of weeks. The steps are always the same: make a folder, copy the brief template and the asset checklist, share it with the client and write a welcome email. When the studio is busy, the email goes out two days late and the client starts the relationship waiting.

Doing those steps the moment the onboarding form is submitted means the client gets a friendly welcome and a place to drop their files right away. The studio looks organised from the first hour.

What you get out of it

  • A strong first impression

    The welcome email arrives minutes after the client signs up. That speed sets the tone for the whole project.

  • Clients know where to put files

    The shared folder is ready for logos, briefs and content. Assets stop arriving as scattered email attachments.

  • The same pack every time

    Every client gets the same template files and the same welcome, so nothing is missed when someone else handles onboarding.

  • Less admin per client

    Folder setup and sharing happen without anyone opening Drive. The team starts on the actual work sooner.

How it works

What happens, step by step

  1. It starts the moment your onboarding form sends a new client.

  2. ClickRuntime creates a folder for the client in your Google Drive and copies in your template files.

  3. It shares the folder with the client's email address.

  4. It sends the client your welcome email with the folder link, written by AI in your tone if you turn that on.

Before it runs live

  • Connect Google through your own Google app (a one-time, 10-minute setup), so it works with your own Gmail
  • Connect Google Drive
  • Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens
Send new clients a shared Drive folder and welcome emailjust nowSucceeded
Email · Welcome, Acme StudioHi Jordan, welcome aboard. Your shared folder is ready: https://drive.google.com/drive/folders/1xY…

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Slack
  • Combine it with other Gmail and Google Drive steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
onboarding_pack_drive_folder_plus_welcome_email.pyexample
import base64
from email.message import EmailMessage
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_event, credentials, state

PARENT_ID, TEMPLATE_ID = "your-clients-folder-id", "your-template-folder-id"

@on_event
def handle(event):
    if state.get(event.event_id):
        return {"skipped": True}
    c = event.event
    creds = Credentials(credentials.connection("google", "work"))
    drive = build("drive", "v3", credentials=creds, cache_discovery=False)
    folder = drive.files().create(body={"name": c["company"], "parents": [PARENT_ID], "mimeType": "application/vnd.google-apps.folder"},
                                  fields="id,webViewLink").execute()
    for f in drive.files().list(q=f"'{TEMPLATE_ID}' in parents and trashed=false", fields="files(id,name)").execute()["files"]:
        drive.files().copy(fileId=f["id"], body={"name": f["name"], "parents": [folder["id"]]}).execute()
    drive.permissions().create(fileId=folder["id"], body={"type": "user", "role": "writer", "emailAddress": c["email"]},
                               sendNotificationEmail=False).execute()
    msg = EmailMessage()
    msg["To"], msg["Subject"] = c["email"], f"Welcome, {c['company']}"
    msg.set_content(f"Hi {c.get('name', '')},\n\nWelcome aboard. Your shared folder is ready: {folder['webViewLink']}\n")
    build("gmail", "v1", credentials=creds, cache_discovery=False).users().messages().send(
        userId="me", body={"raw": base64.urlsafe_b64encode(msg.as_bytes()).decode()}).execute()
    state.set(event.event_id, folder["id"])
    return {"folder": folder["id"]}

FAQ

Common questions

What access does the client get to the folder?
By default they can add and edit files in their own folder only. You can choose view-only access instead if you prefer to share finished work.
Can I write my own welcome email?
Yes. You write the subject and text once, and the client's name and folder link are filled in for each new client.
What if the form is submitted twice for the same client?
Repeat deliveries of the same submission are ignored, so the client does not get two folders or two emails.
What permissions does it need?
Drive write; Gmail gmail.send. Nothing else in your accounts is used.
Does it need AI?
No, but you can ask for an AI step (for example a summary). It then uses ClickRuntime's built-in AI allowance.
How many runs does it use?
One run for each event the app sends.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Send new clients a shared Drive folder and welcome email” from your assistant

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