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Do you find yourself losing precious time scrolling through Google Drive, hunting for that elusive file buried in a maze of folders? It’s a common struggle for business owners and professionals alike: managing digital assets efficiently while juggling countless tasks. What if there were a way to streamline your workflow and let your files organize themselves seamlessly?
With the right automation tools, you can revolutionize your digital asset management process. In this guide, you’ll learn how to connect ClickUp and Google Drive using webhooks, creating a system where folders are automatically generated and organized. This isn’t just about saving time—it’s about reclaiming your focus and productivity for the tasks that truly matter, like growing your business.
By the end, you’ll have a clear, actionable method to simplify your workflow and master the art of digital asset management automation.
Understanding the Time Drain in Digital Asset Management
Before diving into the technical setup, it’s essential to understand why improving digital asset management is so critical. Research by TechRepublic and McKinsey shows that office professionals waste an average of 1.8 hours each day searching for information. For businesses, this inefficiency can translate into lost revenue, missed deadlines, and frustrated teams.
Clients of mine have slashed non-revenue-generating work by up to 40% simply by optimizing how they manage their digital assets. Imagine the impact of reclaiming an entire extra day every week—that’s time you could reinvest in strategic planning or nurturing client relationships.
The Power of Webhooks in Digital Asset Management Automation
Webhooks are the secret sauce behind automated digital asset management. A webhook allows one app to instantly deliver data to another, creating a seamless connection between platforms. In this case, we’re setting up a webhook in ClickUp that communicates with Google Drive via make.com, an integration tool.
Here’s what you can achieve: whenever you move a task to a specific stage in ClickUp, a folder structure tailored to your project is automatically created in Google Drive. No manual work required!
Step 1: Setting Up Your Webhook in ClickUp
To kickstart your automated digital asset management system, you’ll need to set up a webhook in ClickUp. Let’s use YouTube content creation as an example:
Create a Webhook in ClickUp
- Navigate to ClickUp and create a new webhook tied to the “Record” stage of your YouTube video task.
Get Your Webhook URL
- Go to make.com and create a new scenario. Select “Webhooks” and then “Custom Webhook.” This will generate a URL. Copy this URL and paste it into your ClickUp webhook settings.
Step 2: Configuring Make.com for Digital Asset Management
Now that the webhook is ready, it’s time to configure make.com to establish an automated workflow.
Create a Scenario in Make.com
- Use the webhook URL to create a scenario in make.com. This will trigger every time the webhook is activated in ClickUp.
Fetch Task Information
- Add a “get task” module to retrieve detailed task data, ensuring your workflow has all the information needed to organize your files.
Set Up Google Drive
- Connect Google Drive to make.com. For optimal digital asset management, consider using a shared drive for easy team access.
Step 3: Automating Folder Generation
Here’s where the magic happens: using the task data, you’ll configure make.com to generate a structured folder system in Google Drive.
Generate Main Folders
- Create a main folder for each task based on custom fields like episode number, task name, and task ID. Example:
Main Folder: [Episode Number] – [Task Name] – [Task ID]
Create Subfolders
- Within each main folder, generate subfolders like “Final Edits,” “Raw Footage,” and “Graphics.” These predefined subfolders ensure consistency and efficiency across all projects.
Step 4: Updating ClickUp with Folder Links
To fully integrate your digital asset management workflow, link your organized Google Drive folders back to ClickUp.
Update ClickUp Task
- Add a module in make.com to update the ClickUp task with direct links to the corresponding folders.
Map Folder Links
- Map the Google Drive folder URL to a custom field in ClickUp, ensuring team members can quickly navigate between tasks and their associated files.
Long-Term Benefits of Automating Digital Asset Management
Creating an automated system for digital asset management might seem like a big task upfront, but the long-term benefits are undeniable. By eliminating clutter and manual folder creation, you’ll save hours each week and focus on high-value activities that drive your business forward.
This scalable system can be applied to various workflows, whether it’s YouTube content creation, podcast production, or client management. By investing in automation now, you’re setting the foundation for lasting efficiency and growth.
Conclusion: Work Smarter with Automated Digital Asset Management
Automating your Google Drive setup with ClickUp and webhooks is a game-changer for anyone struggling with digital asset management. By streamlining your workflow, reducing human error, and reclaiming your time, you’ll create a system that empowers your team and amplifies productivity.
Want to dive deeper into these strategies? Click the link below, and let’s work together to create a seamless digital asset management system tailored to your needs.
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Video Transcription:
Yvonne Heimann [00:00:00]:
Do you see yourself scrolling endlessly through Google Drive trying to find that one file buried under random folders? Hear me out. What if your files could be automatically sorted? And imagine the relief of finally feeling organized with everything in its place and without lifting a finger. Today, I’m breaking down exactly how to connect ClickUp and Google Drive using webhooks so your folders practically organize themselves. So by the end of this video, you’ll have a clear and simple system that works for you so you can focus on what truly matters, running your business and making money. And if you haven’t met yet, hey there. I’m Yvonne Heimann. I’m a business efficiency consultant and leadership coach right here at AskYvi.com and some of my clients have cut down up to 40% of their non revenue generating work like finding files and giving them and their team the freedom to focus on what really matters. Did you know that office professionals spend more time searching for files than actually doing the work? Over 50% are guilty of this.
Yvonne Heimann [00:01:09]:
According to Tech Republic and McKinsey. They found we lose around 1.8 hours a day just searching for information. Today I’ll show you how we gonna connect ClickUp with Google Drive using webhooks. So the folder structures that your staff needs. In our example I’m going to show you content creation are created automatically. So let me walk you through this. First things first, we need a data point and a webhook in ClickUp. Now this might sound super techy, but trust me, it is simpler than it sounds.
Yvonne Heimann [00:01:48]:
So let’s jump into ClickUp and set up the webhook. In this case, let’s use YouTube video creation as an example. When the video hits the stage record and if you don’t know about status versus stages, you need to watch this video. When we hit our video stage and set it to record, I need it to trigger a webhook. That is how I’m gonna get the information out of ClickUp that something needs to happen. So what happens here is when the video stage is record, trigger that webhook now. Cool. Where did you get the web hook from Yvi? Let me show you.
Yvonne Heimann [00:02:25]:
You create a new scenario in make.com. i got a link for you down downstairs. I got a link for you in the Description. Go to make.com create a new scenario and you’re going to find in make as a starting point. As you can see, we use webhooks a lot. The webhook and this is a custom web hook and all you do is you add a New web hook, which then will give you this URL and that is the URL you plug in here. Cool. So at this point we have our trigger, the data point of when something needs to happen within ClickUp we have the webhook from make.com integrated.
Yvonne Heimann [00:03:03]:
so now there’s information in make. So every single time that webhook gets information, meaning you clicked on the record button, make.com knows it needs to do something. Now what does make.com actually need to do? Here is what this final automation looks like in make.com this is the webhook that gets triggered from ClickUp. Cool. Awesome. We already talked about this. Then you need to pull all of the task information from ClickUp. It might not have sent everything.
Yvonne Heimann [00:03:40]:
Let’s just make double sure. You add ClickUp to this and you use the get task module and you retrieve this task module based on the task ID that this gives you. So you might have to run an initial hey, pull all of the information with right click run the this module only make sure you have some information in the task mark the task to record so that make gets some information. Now with that you’re going to be able to determine your task id which is the payload ID right here. And as you can see by the bouncy, it pulls information from the webhook. So ClickUp send information through the webhook to make. Part of that is the task id. Now we are using the get task module in make to call back to ClickUp to pull all of this task information to make sure we have it all. Based on this task right here we are generating assets in Google Drive.
Yvonne Heimann [00:04:39]:
So with this again, if your Google Drive isn’t connected, make is going to complain at you and say hey, you need to connect it. Connect your Google Drive. Little pro tip here. Use a shared drive in Google Drive. I’ll show you what specifically that means. If that doesn’t make sense when we go into Google Drive and I show you what this all builds in this specific you are generating a folder. Your Google Drive is connected. You have all the access.
Yvonne Heimann [00:05:04]:
Cool. Where are we putting this in this case? Cool. Content creation YouTube 2023. Awesome. Why is that 2023? I have copies of this as you can tell, so I don’t screw with my active automation and break things. Plug in your folder structure here where you want this to be. I recommend having a content creation folder, having a specific YouTube folder, having a specific year folder and then at the end the new folder name is going to be based on the custom field episode number first, then the task name, which is the YouTube video name, then the task ID, because with the task ID you always can find it. And that’s all that happens here.
Yvonne Heimann [00:05:40]:
So what this module does in Google Drive is it generates these main folders and as you can see right here, episode number, the title and the task id. Now, when you look in here, there’s more, and that’s exactly what then happens. You have a router module right here that you can find in Flow Control. Somewhere in here, there’s the router. That’s what you need. And then within this main Google Drive folder, we generate the subfolders like a final folder for the final edit, which looks similar, meaning this URL is always the same. The folder ID is the ID you pull from this module right here. Again, you might have to run it to get that information.
Yvonne Heimann [00:06:23]:
Just run this module to get the information to know which piece that is. Then your folder name is final with the Task id, And we do the same thing for Raw, which is where we dump all of the RAW footage and the graphics folder. Same process, different naming convention. Cool. That takes care of all our Google Drive folders. But we know where that Google Drive folder is. We are working in ClickUp. So once all of this is done, we update our ClickUp task, meaning we find the workspace, we find the content creation space, the folder, the list, and the task ID within this list.
Yvonne Heimann [00:07:00]:
As you can see, again, the bouncy tells you it pulls the task id, it maps it based off of this module right there. That means it knows exactly which task you’re talking about. And then below, you find your custom field of Google Drive. And again, this is the same URL with Google Drive every single time. And you simply add the folder ID from that first main folder you added. What does that mean? That means we have a main folder for every single YouTube video that is named right, that is numbered right, that has the Task id, all of the folders underneath that. You need to create this content and organize it accordingly and clean and clearly manage your digital assets are right there. And not only that, when you go back to the video and you go over to your Google Drive custom field, now it’s there and I can easily and effortlessly go right in here, click it and be in the main folder.
Yvonne Heimann [00:08:08]:
Now tell me again why your team or you should be spending two hours every single day just to find digital assets and the stuff and the resources they need. This payoff is huge. You are going to save hours every week by not digging through files or manually creating folder structures. Plus you are setting yourself up for long term productivity. This isn’t just about saving time today. This is about creating an organized, efficient systems that helps you focus on the bigger picture. Building up on this over and over and over again. The same works for YouTube content creation, for podcast creation, for client management, all of it.
Yvonne Heimann [00:08:55]:
And by the end of the day Automating your Google Drive setup with ClickUp isn’t just about saving time, it’s about working smarter, not harder. Who has the time sorting files and creating folders manually? With webhooks you’ve got it all handled. So if you’re ready to try this out, hit the like button and subscribe for more productivity tips. And let’s keep moving forward. Got any ideas for automations and workflows? Drop them in the comment section. I’d love to hear what you are working on and how automations are making your life easier. With a setup like this, you are reclaiming your time, simplifying your digital asset management and workspace, and putting your focus back on what truly matters in your business. Now automations are not just for tech experts, it’s for everyone ready to work smarter and save time.
Yvonne Heimann [00:09:47]:
And if you are eager to take this a step further, check out this video right here where I dive deeper into using webhooks with ClickUp for an even bigger efficiency boost. Let’s reclaim the time and get you working smarter, not harder.
