In this tutorial, we show you how to use make.com to collect all outgoing PDF documents emailed to your customers in a folder structure in cloud storage.
What do I need for this tutorial?
You need a free account with make.com and a supported cloud storage service such as Google Drive, pCloud, Nextcloud or OneDrive.
Preparing the storage location
We use Google Drive in this tutorial, but you can follow the same steps with any other storage service supported by Make.
Create a new folder in your cloud storage and name it, for example, "PDFs from Keyline"
Create the following folders inside the folder you have just created
Building the scenario in Make
Log in to Make and go to "Scenario" -> "Create a new scenario"
Add the "Webhook" module, specifically "Custom mailhook"
Click the module and use the "Add" button to add a new mailhook
Copy the email address shown
Enter this email address in the administration area in Keyline. To save PDFs from all outgoing emails, paste the copied address under Business units / General / Email address for copies of all outgoing emails.
Make now listens for emails sent to this address.Next, add the "Iterator" module. The iterator lets you sort each attachment separately when an email contains several attachments. Enter "Attachements" as the array. If it is not available yet, click "Run once" and send any email with an attachment from Keyline.
Make reads this email, allowing you to enter the array in the iterator
Now add the "Router" module. To distribute the different documents to the folders you created in your cloud storage, you need to create separate routes in Make
Create four modules for your cloud storage, connect them to the router and select the "Upload a File" trigger. In our example, the storage service is Google Drive. In the module settings, select the required folder in your storage. Under "File", select Flow Control - Iterator. Each of the four modules should receive a different document type. Name your modules accordingly and select the correct upload folder for each one.
To make the process save PDF files to the correct folders automatically, you just need to set the appropriate filters.
Click the connection between the router and your cloud module, then enter the filter criteria for each upload location. For example, the invoice filter could look like this:
Your scenario should now work. Save it and activate it in Make. From now on, all outgoing emails should be checked for documents, which are then saved automatically to your cloud storage.
How do I find the PDF I need in each folder?
The PDFs generated by Keyline are fully searchable. In your cloud storage, you can simply search for a company name to see all PDFs that contain that name anywhere in the document. The same works for the order description or any other variable.