Save every candidate registration to a hiring folder
Every registration becomes a candidate file in one shared hiring folder, named so a recruiter can scan the roster.
New candidate registration submitted in formformform
Create a candidate file in the Candidates folder in Google Drive
One-directional. A submission triggers the action — nothing is written back into your form.
A staffing desk registers people faster than anyone reads them. This flow drops a file for each new registration into a single Candidates folder in Drive, named so a recruiter scanning the list can see who is available and for what kind of work before opening anything.
Agencies reach for it when candidates arrive from a job board, a walk-in and a referral in the same afternoon. The folder becomes the roster the desk actually works from, and Drive search finds a piece of software or a shift pattern mentioned inside a file.
Setting it up
- 1
Publish the Staffing Agency Candidate Registration template and make Job Type Sought and Shift Availability required, since both end up in the file name and the first lines of the body.
- 2
Create the Candidates folder on a shared drive and give the recruiting team edit access before the Zap runs — files inherit the folder's sharing, so getting it right now saves fixing every file later.
- 3
In Zapier, set formformform as the trigger app with New Submission, pick the registration form, and load a test submission.
- 4
Add the Google Drive Create File from Text action and set its Folder field to Candidates.
- 5
Compose the File Name as Full Name followed by Job Type Sought, so the folder alphabetises by candidate while still showing the role at a glance.
- 6
Fill File Content with Skills & Software Proficiencies, Desired Pay Rate Range, Shift Availability and Work Authorization Status, one per line, in the order a recruiter reads them.
- 7
Add a File Upload field for the CV itself, and a URL field for a portfolio or for a CV that runs past the 2 MB per-file limit. Map the link as the last line of the body, since a link is the part a recruiter can open straight from the Drive file.
- 8
Run a test registration, check the file opens cleanly for a colleague as well as for you, then turn the Zap on.
What maps where
Using the Staffing Agency Candidate Registration as the starting point. These are its real fields — swap in your own and the mapping works the same way.
| Form field | Google Drive |
|---|---|
| Full Name | First part of the file name |
| Job Type Sought | Second part of the file name |
| Skills & Software Proficiencies | Skills line in the file body |
| Desired Pay Rate Range | Rate line in the file body |
| Shift Availability | Availability line in the file body |
| Work Authorization Status | Eligibility line in the file body |
Variations worth knowing
Once a candidate collects more than one document, swap the single action for two: Create Folder named after Full Name, then Create File from Text inside it using the folder ID the first step returns. References, timesheets and notes then live together rather than scattered across one flat folder.
Add Zapier paths on Job Type Sought so warehouse registrations land in one folder and office registrations in another. Each desk then watches a folder that only contains its own candidates, and the two teams can be given access to different folders without splitting the form in two.
If something isn't arriving
Drive does not merge them, so you end up with a pair of files nobody can tell apart. Append Phone Number or the submission date to the File Name — both differ between people — and rename the existing pair by hand once.
Files are created by the Google account you connected in Zapier and inherit that folder's sharing. If the folder sits in My Drive and was shared with individuals, move it onto a shared drive so membership applies to everything created inside it from then on.
Frequently asked questions
Can candidates upload a CV through the form?
Yes. A File Upload field takes the CV, and it arrives attached to the registration for recruiters to open from the response record in formformform. The document does not travel to Drive, though — Zapier is passed a reference to the upload rather than the file, so the candidate file it writes carries the skills and the rates, not the CV. Keep a URL field alongside it for portfolios, showreels and anything past the 2 MB per-file ceiling, because a pasted link is openable by everyone who has the folder.
Which Google account ends up owning the candidate files?
The account you connect to Zapier creates every file, so storage counts against it and the files leave with it. On a shared drive the team owns the content instead, which is the safer arrangement for a roster several recruiters depend on.
If a candidate registers again, does the Zap update their file?
No. Create File from Text always makes a new file, and nothing is ever read out of Drive back into the form. Sort the folder by date to see the most recent registration, or add a Find File step before the action if you want one file per person.
Related automations
- Archive every submission as a dated text file
Each submission becomes a dated text file in one shared Drive folder, readable by anyone with access to it.
- Collect speaker details into a per-session folder
Every speaker submission opens a folder for that session in Drive, with the bio, topic and AV needs already filed.
- Create a project folder for every new client
A folder named after the client appears in Drive the moment intake is submitted, with the brief already inside it.
- Log customer suggestions as files the team can browse
Every suggestion becomes a file in a shared Drive folder, grouped by type so the whole team can browse the archive.
- Turn a quote request into a draft agreement
Each quote request copies your master agreement in Drive and fills in the client, the service and the scope.
- Append every support request to a running log
Every help desk submission appends a line to one shared Dropbox text file, so the team reads the day's requests in order.
Build the form first
The automation needs somewhere to fire from. Publish a form, connect it once, and every submission from then on runs this flow.
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