I have a team folder called CRM Deals, all employees of the company have access to this team folder. Within that team folder, I am creating one folder per deal that gets created. Each deal folder also has a subfolder structure for the different parts of the operations process and different departments focus on different folders, but need to have access to all folders/files. I also have some subfolders that are shared externally to customers to upload files. I am storing the folder ID of the deal folder and these external subfolders in different fields of the deal for easy reference, and set up links in the deal so users can easily access the correct workdrive folder. I'd like to send notifications to specific internal users that I've assigned to user fields in the deal when a file is uploaded to an externally shared folder.
Folder Structure
CRM Deals (Team folder shared to all company users)
- Deal 1 (This folder ID is stored in the corresponding CRM deal)
- Sales
- External Shared Uploads (This subfolder ID is stored in the corresponding CRM deal)
- Compliance
- Servicing
- Support
- Accounting
- Deal 2
- ... (Same structure as above)
There are a couple solutions I hoped would work, but I'm encountering problems implementing due to shortcomings in the Workdrive API.
- I think the simplest solution would be to use the Follow Folder/File API to subscribe users to updates in a folder. I could set up users to follow specific folders as I create them in the CRM workflow on deal creation. However, the documentation on this API endpoint doesn't have anything on how to have a specified user follow a folder. It seems to enable following for only the user triggering the API.
- Using Flow or Workdrive Workflows to trigger notifications. There are a few issues with this option.
- I cannot set up workflows or flow triggers on the specific subfolders that are shared externally since they are created with a workflow for each deal, which means I need to set up a workflow/trigger for the team folder CRM Deals. However, this will trigger on every file upload and then I'll have to get the parent folder and see if it's name matches the externally shared folder which is a lot of api calls.
- I was hoping to use a Data Template for the deal and external shared subfolders and store the Deal ID to use as a reference in the flow so I could get the users to send the notification. I cannot find an API to get the field values of a folder's data template.
Does anyone have any ideas on how I could automate notifications for users on subfolders created per deal?