This guide explains how to use the workflow action Send document to Google Drive to automatically copy invoice PDF attachments into Google Drive when your workflow reaches that step.
Who this is for: Finance and operations teams that want invoices archived in Google Drive as part of processing, without manual downloads and re-uploads.
What this step does
When an invoice reaches the step, Cortena:
- Takes the invoice PDF attachment.
- Creates any subfolders defined in your Folder file path template.
- Uploads the file to Google Drive using the attachment's original name (
{{filename}}). - Writes an entry to the invoice Activity log (success, failure, or skipped).
Choose your destination
| Option | Where files are stored | Who owns the Drive | What you configure |
|---|---|---|---|
| Cortena Shared Folder | Cortena's shared Google Drive for your tenant, under a fixed Exports subfolder, then your path template | Cortena (shared with your organisation) | Only the folder file path template |
| Data exchange | A folder you select in your own Google Drive | Your Google account / organisation | Connect Google Drive in Integrations → Data exchange, pick a target folder, then set the path template |
With Data exchange, files live in your Drive. With Cortena Shared Folder, files live in Cortena's shared workspace under Exports.
Default path template for invoice workflows:
Accounts Payables Invoices/{{invoice_date_yyyy}}/{{invoice_date_mm}}/{{filename}}
Set up the node
- Go to Workflow and open the workflow you want to change.
- From ADD STEP → Actions, add Send document to Google Drive.
- Give the node a clear Label (appears in Activity).
- Connect the step where it should run (after extraction, after a conditional, or before export).
- Choose Cortena Shared Folder or Data exchange and set the path template.
- Optionally enable Ignore when invoice is reprocessed to avoid duplicate PDFs on reprocess.
- Save / publish the workflow.
Path template variables
| Variable | Meaning |
|---|---|
{{invoice_date_yyyy}} | Invoice date · year |
{{invoice_date_mm}} | Invoice date · month |
{{invoice_date_dd}} | Invoice date · day |
{{filename}} | Attachment file name |
{{invoice_number}} | Invoice number |
{{invoice_supplier_name}} | Supplier name |
{{cost_center_kost1}} | Cost center KOST1 |
{{booking_account_number}} | Booking account number |
Activity log
Every upload attempt is recorded on the invoice Activity panel:
- Uploaded to Google Drive · success
- Google Drive upload failed · missing folder, permissions, or configuration
- Google Drive upload skipped · for example ignore-on-reprocess was enabled
Tips
- Start with Cortena Shared Folder for the quickest reliable archive.
- Switch to Data exchange when files must live in a specific company-owned folder. Connect Google Drive under Integrations → Data exchange first; until then the destination shows as not connected.
- Exports is fixed for Cortena Shared Folder. You only customise the path under Exports.
- Expenses use the same node type with a default Expenses section folder instead of Accounts Payables Invoices.