DQ Ventures

    Automated Google Drive Workspace Creation

    Instant, structured onboarding workspaces for every new founder.

    Problem Statement

    As soon as a founder reached the “Confirmed: Explore” stage, the DQ Ventures team had to manually set up their Google Drive workspace. This meant: Creating a main folder, Creating an Explore Stage subfolder, Copying onboarding templates and resources, Cleaning filenames, Setting permissions correctly, Sharing the folder manually, And updating Folk CRM with the Drive link. Because multiple team members handled onboarding, folder naming and structure often became inconsistent. Duplicate folders were created, links went missing, and some founders gained access late because the process relied entirely on manual effort. The team needed a consistent, error-free, automatic system that handled Drive setup instantly.

    The Solution

    Automation Overview

    We built a fully automated workflow that creates the entire Google Drive workspace for each new founder the moment their status updates inside Folk CRM. The system handles everything from folder creation to file structuring and CRM syncing — all without the team touching Google Drive.

    CRM-Triggered Folder Creation

    The moment a founder moves to “Confirmed: Explore”, the workflow activates automatically. No manual steps or approvals needed.

    Duplicate-Protection Logic

    The workflow first checks if a Drive workspace already exists. If it does, it stops safely. If not, it creates a clean, standardized folder structure.

    Automatic Drive Workspace Generation

    The system creates: A main folder named after the founder, An Explore Stage subfolder inside DQ’s shared Drive, Any additional folders required for the onboarding process. Everything is clean, organized, and consistent across all founders.

    Preloaded Templates & Resources

    Instead of giving founders an empty folder, the workflow: Copies onboarding templates, Adds resource documents, Renames files properly, Removes unnecessary placeholders. Founders receive a ready-to-use workspace instantly.

    Auto-Sharing With Correct Permissions

    The folder is shared directly with the founder’s email: Appropriate access level is set automatically, Manual invitations are not needed, Email clutter is avoided by suppressing unnecessary notifications.

    Automatic CRM Sync

    Once the folder is ready, the automation updates the founder's record in Folk CRM with: Main Google Drive folder link, Explore Stage subfolder link. This ensures the entire team can find the correct workspace instantly.

    Integrations & Connected Systems

    This workflow keeps all systems tightly synced: Folk CRM – Status triggers, founder data, folder link updates; Google Drive – Folder creation, file copying, permissions; n8n – Logic engine for decision-making, error handling, validation. Every tool seamlessly communicates to create a flawless onboarding asset.

    Smart Logic & Reliability

    • Checks for existing folders before creating new ones
    • Stops safely if data is missing
    • Applies consistent naming and folder structure
    • Ensures correct permissions every time
    • Automatically syncs links back to CRM
    • Prevents duplicate invites and messy folder trees
    • The workflow is designed for long-term stability even at scale

    Before

    The operations team manually created Drive folders, shared access, copied resources, and updated CRM links. It was time-consuming and error-prone.

    After

    The entire Drive setup — folders, files, sharing, structuring, and CRM syncing — now happens automatically in seconds.

    Tools Used

    n8n
    Google Drive API
    Folk CRM API
    Automated file-copying templates
    Conditional logic + validation

    Our Process

    1

    Discover

    Identified bottlenecks in founder onboarding and manual folder creation.

    2

    Design

    Mapped out a consistent Drive structure for all founders.

    3

    Build

    Implemented folder creation, file copying, and permission logic.

    4

    Integrate

    Connected CRM + Drive for full synchronization.

    5

    Deploy

    Ensured safe exits, duplicate protection, and scalable logic.

    Business Impact

    Fully automated Drive onboarding for every founder

    Zero duplicates, zero missing folders

    Clean and consistent folder structures

    Instant founder access without manual sharing

    CRM always shows the correct links

    Saves hours of repetitive operational work

    Gives founders a professional, polished experience from day one

    "This workflow standardizes the entire onboarding workspace for founders at DQ Ventures. With automatic folder creation, file setup, sharing, and CRM syncing, the system eliminates all manual work and delivers a consistent, high-quality experience to every founder entering the Explore stage."

    Want a system like this for your business?

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