Weekly

Save a weekly PDF copy of a Doc

Each week a dated PDF of your important Doc is saved to an archive folder.

Runs: Weekly
Apps: Google Docs
AI: Not needed
Access: read+write (Drive)

Send this to your assistant

Create a ClickRuntime automation: every Sunday, export my Handbook doc as a PDF with the date in the name into my Archive folder and email me the link.

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

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

Why use it

Why teams use this automation

A compliance officer keeps a policy handbook in Google Docs, and every week it is edited by a few people. When an auditor asks what the policy said on a given date, the answer lives in version history, which is awkward to navigate and not something you can hand to an auditor. A contract template changes without anyone noticing, and nobody can prove what the older wording was.

Every week, ClickRuntime exports your Google Doc as a PDF, uploads it to an archive folder in Drive with the date in the file name, and emails you the link. Each week's version is kept as a fixed file that cannot change when someone edits the live Doc.

Legal teams, quality managers and anyone needing evidence of a document's state use it as a simple record.

What you get out of it

Proof of what a document said
A dated PDF shows the exact wording on that day. When an auditor, customer or court asks, you can hand over the file instead of reconstructing from version history. That is far more convincing than screenshots.
Accidental edits are recoverable
If someone deletes a section or overwrites a table, last week's PDF still holds the text. Recovering from a mistake takes minutes, even if the Doc's history has been trimmed.
Readable without a Google account
PDFs can be sent to partners, regulators or customers who cannot open your Doc. A frozen copy is also easier to attach to an email or a ticket. Frozen copies also cannot be changed after sending.
The archive builds itself
Weekly files with dates in the name form an organized record. Nobody needs to remember to save a copy, so there are no gaps in the sequence. Weekly files with dates in the name form an organized record, and there are no gaps in the sequence because nobody has to remember to save a copy.
Easy comparison across weeks
With two dated PDFs, you can open them side by side and see what changed. That makes questions like when did the notice period change straightforward to answer. Auditors appreciate a pair of files they can compare directly.

How it works

What happens, step by step

Once a week ClickRuntime saves your Google Doc, such as the team handbook, as a PDF.
The PDF is stored in your Google Drive archive folder with today's date in its name.
You get an email with a link to the snapshot.

Before it runs live

Connect Google Docs

What you get

RunsWeekly

Save a weekly PDF copy of a Doctoday, 9:00Succeeded

Email · Handbook snapshot savedhttps://drive.google.com/file/d/1HaNdBoOk2026/view

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

Run it at a different time, more or less often, or only on weekdays
Add an AI step, for example to summarize, sort or draft a reply
Add another app, for example also send it to Slack
Combine it with other Google Docs 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.

weekly_pdf_snapshot_of_a_doc.pyexample

from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from datetime import date
from googleapiclient.http import MediaInMemoryUpload
from clickruntime import on_trigger, credentials, notify

DOC_ID, ARCHIVE = "handbook-doc-id", "archive-folder-id"

@on_trigger
def run(event):
    drive = build("drive", "v3", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False)
    pdf = drive.files().export(fileId=DOC_ID, mimeType="application/pdf").execute()
    saved = drive.files().create(body={"name": f"Handbook {date.today()}.pdf", "parents": [ARCHIVE]},
                                 media_body=MediaInMemoryUpload(pdf, "application/pdf"), fields="webViewLink").execute()
    notify.email_me("Handbook snapshot saved", saved["webViewLink"])
    return {"link": saved["webViewLink"]}

FAQ

Common questions

Where are the PDFs stored?

In a Drive folder you choose, with a name like Handbook 2026-03-14. You will receive an email with the link to each new file. Keeping the archive in a folder with restricted sharing protects the snapshots from accidental deletion.

Does the PDF keep the formatting of the Doc?

The export uses Google's PDF conversion, which keeps headings, tables, lists and images in a fixed layout. Some complex formatting, like unusual fonts, may look slightly different, but the text content is unchanged. Check one early export to confirm.

How many weeks of snapshots will be kept?

All of them, unless you set a retention rule. PDFs are small, so a few years of weekly files take little space. If your policy requires deletion after a period, you can ask for older files to be removed on a schedule.

What permissions does it need?

read+write (Drive). Nothing else in your accounts is used.

Does it need AI?

No. It runs without AI, so it doesn't use your plan's AI allowance.

How many runs does it use?

One run each time it runs (weekly). Checks that find nothing to do and stop right away aren't counted.

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.

Monthly