Automatic Import of PDF Files into Airtable from Local or Google Drive Folders
Objective
I would like to automatically import files (PDF or other formats) into Airtable, from either:
a local directory, or
a Google Drive folder.
Context
I currently have a CSV file containing the drawing numbers. However, since it’s not possible to include file attachments directly in a CSV, the corresponding files (PDF drawings, images, etc.) are stored separately in a folder.
Requirement
I would like each file to be automatically matched with the correct record in Airtable, based on the drawing number, in order to consolidate all data and files into a single, centralized table.
Thank you in advance for your help.
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How are you matching each file to a particular drawing number? Does the name of each file contain the drawing number? Does the CSV file contain a public URL that points to each file?
It even offers text functions that enable you to parse text — for example, pulling information out of a filename.
However, if you’ve never used Make before, then it could be a little challenging because it takes a while to learn how to use Make, so I’ve assembled a bunch of Make training resources in this thread.
If you can give more details, maybe I can guide you a little bit further on how to setup Make.
Indeed, in my CSV file and my Airtable table, the drawing number corresponds to the file name. The extension (.PDF, .STP, or .JPEG) determines the field in which the file will be stored.
I’ve never used MAKE before — I’m just getting started with automation — so I’ll gladly accept any help that’s offered.
thank you
It will probably take you a few hours to learn Make, so be sure to check out that thread that I linked to above, because I have an introductory Loom video there.
But I can give you a few tips to get started by showing you 2 screenshots below.
You would simply need to monitor your Google Drive folder for all the new files that you add to it. (If you right-click on the module, you can go back in time to capture all the files that you have previously placed in that folder.)
Then, you would parse out the drawing number from each filename, and set the drawing number to a variable. I show how to do this in the 2nd screenshot below.
Then, you would search for that drawing number in Airtable to find the record that needs updating. If it can’t find a pre-existing record in Airtable, that’s why you will use the “Upsert Record” module as the last module. “Upsert” means that it will create a brand new record if the record doesn’t previously exist, or it will update the existing record if it does exist.
Airtable will ONLY accept public URLs to add a file to an attachment field, which is why you need to use the “Get A Share Link” module which will give you the “web content link” of the file. Send that “web content link” to Airtable.
