DQ Ventures

    Explore Stage Call Transcript Automation

    Organizing founder call transcripts automatically using Google Drive + Folk CRM.

    Problem Statement

    DQ Ventures receives dozens of Explore Stage call transcripts every week from multiple team members. Each transcript needed to be manually downloaded, renamed, matched to a founder, and placed into the correct Google Drive folder. Because different team members stored files in different places and filenames weren’t consistent, the operations team often struggled with: Lost or misplaced transcripts, Time wasted searching folders, Incorrect founder assignments, Missing files during partner reviews, No single standardized storage system. They needed a clean, automated way to organize transcripts without depending on manual handling.

    The Solution

    Automation Overview

    We built a workflow that watches multiple Google Drive sources for new Explore Stage call transcripts. As soon as a transcript appears, the automation reads the file, extracts the founder’s email from inside the content, identifies the matching founder inside Folk CRM, and instantly files the transcript into the correct structured folder. The operations team no longer performs any manual sorting or searching.

    Multi-folder Monitoring

    The system monitors several team folders where different partners save their transcripts. No matter where the file lands, the automation picks it up instantly.

    Smart Founder Identification

    Instead of relying on filenames, the workflow reads the transcript content and extracts the founder’s email. This guarantees accurate matching every time.

    CRM Lookup via Folk

    The email is used to find the exact founder record inside Folk CRM. If the record exists, the automation proceeds to organize the file. This ensures full sync between transcripts and CRM data.

    Automatic Folder Creation (If Missing)

    If a founder doesn’t already have a dedicated “Explore Stage Transcripts” folder, the automation creates it automatically and links it correctly.

    Clean File Organization

    The transcript is copied into the correct folder with clean naming. The workflow avoids duplicates, overwrites, and incorrect placements.

    Fail-Safe Checks

    If the workflow doesn’t find an email or the CRM record is missing, it stops safely and prevents wrong filing.

    Integrations & Connected Systems

    This automation connects multiple systems seamlessly: Google Drive — file detection, reading, folder creation; Folk CRM — founder identification, folder linking; Text parsing tools — email extraction from document content; n8n — the full logic layer, conditional checks, fallbacks. The workflow keeps everything in sync across teams instantly.

    Smart Logic & Reliability

    • Email extraction ensures perfect accuracy
    • CRM cross-checking prevents misfiled transcripts
    • Auto-created folders avoid missing directories
    • Duplicate prevention eliminates repeats
    • Graceful stopping avoids broken records
    • Every step includes validation so no incorrect actions occur

    Before

    Manual downloading, renaming, searching, sorting, and linking by the ops team.

    After

    Every transcript is automatically captured, classified, placed, and linked — with zero human effort.

    Tools Used

    n8n
    Google Drive API
    Folk CRM API
    Document text extraction
    Conditional routing & error handling modules

    Our Process

    1

    Discover

    Understood how transcripts were received and how founders were tracked.

    2

    Design

    Planned a cross-tool workflow that connects Drive + CRM.

    3

    Build

    Created automation for parsing, identification, and routing.

    4

    Integrate

    Synced with Folk and ensured folder structure consistency.

    5

    Deploy

    Tested edge cases like missing emails, duplicate folders, and incorrect filenames.

    Business Impact

    Zero lost or misplaced transcripts

    Perfect organization across the entire founder pipeline

    Massive time saved for operations

    A clean audit trail of every founder call

    No dependency on filenames or manual handling

    Cleaner CRM-to-Drive alignment

    Fully automated process running daily

    "This automation gave DQ Ventures a fully hands-free, accurate system for organizing Explore Stage call transcripts. Every transcript is now stored consistently, linked to the right founder, and ready for partner review — without any manual work."

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