File Mapping 2.0 (Moved)

What does File Mapping do?

File Mapping works with Google Drive and helps automate file and folder organization.
    .1Move a file stored in a folder to a different folder.
    .2Create new folders based on a form submission.
    .3Rename files with a specific format.
    .4Name a folder with a specific format.
    .5Create a file shortcut and move it to a specific location.
    .6Move files and folders to Shared Drives.

Installing File Mapping

Administrators can install third-party add-ons to their domain through the Google Workspace Marketplace. When installing add-ons, you will have two options: Admin install or Individual install. The difference between the install options will be based on your business structure.
You can install File Mapping  here .

Installing Individual or Group Practices

Indiviual Private Practices

We recommend you use the Individual install option. When installing, sign in to your primary Google Workspace account.

Group Practices

If you are working in a group practice setting and plan for all staff and clinicians to use the add-on, we recommend the Admin install option. Selecting the Admin install option will make the add-on available to all your user accounts.

Setup

  • Install File Mapping Add-on to your domain.
  • Create a new Google Sheet.
  • At the top of Google Sheets, select > Extensions > FMv2.0

Google Workspace Admin Help Article

Using File Mapping

File Mapping allows users to move files to different folders in Google Drive. File Mapping is commonly used with Google Forms +  Autocrat  +  Form Publisher  and  Jotform . Both digital form solutions create files in Google Drive after a form is submitted. File Mapping is then used to move those files to specific locations within a Google Drive. For example, if a patient completes an intake form, File Mapping can move the intake file to a folder previously created to store the patient’s medical records. File Mapping can also create folders and place files into the newly created folder. In this example, a patient may complete a service interest form on a website. The interest form is generated into a file in Google Drive; File Mapping will search to find the folder that matches the patient’s name. If no match is identified, File Mapping will create a folder and store the file within it.

Open sidebar

Mapping

New mapping

Open a new mapping dialog

Pick source folder




Note: We can select multiple source folders if they have the same mapping rules


Repeat the same steps as "Pick source folder" to select a destination folder.
You can select multiple destination folders if you want to map source folders to multiple destinations.

Advanced Shortcut Options

File or folder from the source folder will be mapped and moved to the first destination folder > From 2nd destination folders if the Shortcut option (in the Advanced section) is:
  • None (or Advanced section is disabled): copy files and folder from the 1st destination folder
  • File Shortcut: Create shortcuts for all files from 1st destination folder
  • Folder Shortcut: Create shortcuts for all folders from 1st destination folder


Mapping rule

A mapping rule applies for files and (or) folders that have the same name conventions.






Name convention



    .1The name format of the file and (or) folder
    .2The name format will be separated into "Fields" (5) according to "Spacer" or " Regex "
    .3If "Spacing" (2) is
    .a"Spacer", then "Fields" (5) are the list generated by name format split by "Spacer type"
    .b"Regex", then "Fields" (5) are the list generated from the matched groups found by the regex in "Spacer type" (regex must match the name format)
    .4Options to create mapping name or container folder name
    .5All fields to generate mapping name or container folder name
    .aCustom fields: date time, auto increment, custom text
    .bFields are generated from "Current file or folder name"
    .6Picked fields of mapping name or container folder name
    .7Preview of mapping name or container folder name
Name format
Spacing
Spacer type
Fields
001~Doe~Res
Spacer
~
001, Doe, Res
John | Res
Spacer
|
Join, Res
28/07/2023 23:56
Regex
(\d{2})\/(\d{2})\/(\d{4}).+
28, 07, 2023
E_Sign 23:12
Regex
(.+)\_(.+)\s.+
E, Sign


Options





Manage Mappings






Save Configuration and Run

History

Manage History







Load history

Schedule

Version control

Key Features

  • File Mapping will run when new files are created in Google Forms and JotForm.
  • Generate files from web form submissions in JotForm or  Form Publisher  and route files to a specific folder in Google Drive.
  • Incoming files can be routed to Shared Drives.
  • Configure mapping parameters and criteria, such as Patient ID, Client Name, Case Number, and Service Type.
  • File Mapping is a multi-purpose add-on assisting with automating file organization and data consolidation.

File Mapping supports the following file formats
  • Google Docs
  • Google Sheets
  • Google Slides
  • PDF
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Powerpoint

Compatibility

File Mapping is compatible with several platforms:
  • Google Forms
  • Form Publisher
  • JotForm

Use Cases

  • Healthcare: Map PHI and clinical documentation (intakes, progress notes, release forms, assessments, billing, etc.) to patient-specific folders.
  • Attorneys: Track leads, cases, and documentation by routing data collected by a web form into a client or case folder within Google Drive.
  • Education: Route student information, academic assignments, quizzes, and tests into a student’s folder in Google Drive.

COMPLIANCE

Meet compliance requirements and regulations such as:
  • HIPAA
  • GDPR
  • CJIS
  • ITAR
  • CCPA
  • FERPA
  • CMMC NIST

Privacy

  • Flourish Healthcare and the File Mapping add-on do not capture or store your Google Workspace data.
  • Data will maintain location within your chosen platform and/or cloud solution.

Pricing

  • File Mapping is free for 14 days and comes with unlimited File Maps.
  • Free Plan 20 FIle Maps per user/month
  • File Mapping Plus is $59.00/annually after your 14-day free trial.
  • Your card isn’t charged until the end of your free trial.

Permissions

Permission
Access Reason
See, edit, create, and delete all of your Google Drive files
The Service uses this permission to search for, move, and delete files in your Google Drive.
See, edit, create, and delete all your Google Sheets spreadsheets
This is used to read and write data from Sheets, the template sheets.
Connect to an external service.
This is required to connect to any Google external service to generate template sheets and specified folders.
Allow this application to run when you are not present
This will allow for the add-on to run automatically at a specified frequency.
Display and run third-party web content in prompts and sidebars inside Google applications
This is required in order to access services of web content or components, such as prompts and sidebars inside Google applications. These are used to show error or success messages, generate a subscription URL to redirect to a payment processor, and provide a superior user interface and user experience.


File Mapping Google Marketplace Description