Dropbox + Process Street Integration

integrate-process-street-with-dropbox

You can integrate Process Street with other tools used within your company.

This integration creates automated workflows, increasing your productivity and output.

In this article, we will look at how you can transfer files from a given checklist into your Dropbox account.

Use case:

  • A manager wants the results from an internal audit to be saved to their Dropbox for backup, reference, and easy future sharing.

Process overview:

  • We will run a checklist from an internal audit template with an export this report task.
  • We will connect this checklist to Dropbox using Zapier.
  • We will set up a Zap to save the internal audit results as a text file in Dropbox when the task is checked.

Read on to see how we can do this.

How to connect Dropbox with Process Street

To connect Dropbox with Process Street we will be using the third-party automation service, Zapier. Zapier holds over 1,000 different web apps and services that you can connect to.

The connection between different web apps and services is completed using a Zap.

A Zap is made up of a ‘Trigger’ step and an ‘Action’ step.

You only need to set up the Zap one time. You can then turn this Zap ‘On’ or ‘Off’ as required to control the automation.

Open and run your checklist

In this example, we will be working from the Hotel Sustainability Audit template. This template can be found as part of our Hotel Management template pack.

The Hotel Sustainability Audit template assesses a company’s sustainability efforts, for continual sustainable development.

Make sure your template has an export this report task

You need to make sure that your template records the required information you want in your final audit report.

Open your template, and select Edit this template, found at the right-hand side of your screen. You can add form fields and tasks as required.

Edit this template

Make sure that you have an Export the report task.

Export this report

Once you have edited your template as required, save your changes. Then run the checklist. Running through the checklist provides data to make your Zap creation process a lot easier.

Connect Process Street as your trigger

Make sure you have a Zapier account and log in. Click Make A Zap in the top right-hand side of Zapier’s home screen.

Make A Zap

You are now ready to create the trigger step for your Zap.

Select Process Street as your trigger application.

Select Trigger Application

Select your trigger action, which is New Task Checked. In this integration, checking the relevant trigger task in your checklist is going to trigger the Zap.

Select the trigger

Connect to your Process Street account containing the checklist you are working from. Test your connection before moving onto the next step.

Connect your Process Street account

In this case, we are working from our Hotel Sustainability Audit template. The trigger task is Export the report. Select the template you are working from and the Export the report trigger task using the dropdown arrows to the right of both text boxes.

Select Export the report as the trigger step

Test the step before moving onto the next stage.

You are now ready to create the action step for the Zap.

Connecting Process Street to Dropbox

Select Dropbox as your action application.

Choose Dropbox as Your Action Application

Zapier will ask you to authorize your Dropbox account through a Dropbox login. Select the Dropbox account that you wish to be associated with the Zap.

Connect Your Dropbox Account And Test

Choose your action step. This is the action to be carried out when the trigger task is selected. The action to be selected is Create Text File.

Create A File

Select where in Dropbox you would like the text file to be saved. In this case, we have selected the folder ‘Sustainability reports’, which is present in our Dropbox account.

Select Folder In Dropbox

Name your file as you wish. You can enter data from your checklist by selecting the insert form field button to the right-hand side of the given text box. In this instance, we used form fields Hotel Name and Date Of Audit Completion. Data is pulled from these form fields from your checklists to name your file in Dropbox.

Name Your Report

Continue adding data from your checklist using the insert form field button. You can fill out your file content as required.

Fill In Checklist Details

Test whether your Zap is working. Send a test file to your Dropbox account.

Send test

You can view your audit results as a text file in your Dropbox account.

View Report

Save and name your Zap. Return to your template and run through another checklist. Select the trigger task Export the report and jump into your Dropbox to see if your Zap is working.

Save Your Zap

Congratulations! You have a working automation that allows you to backup your internal audit results.

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