{ "name": "Approve a new Google Drive file from inside Discord before it moves", "nodes": [ { "parameters": { "pollTimes": { "item": [ { "mode": "everyX", "value": 5, "unit": "minutes" } ] }, "triggerOn": "specificFolder", "folderToWatch": { "__rl": true, "mode": "list", "value": "<__PLACEHOLDER_VALUE__Drive folder ID of the review inbox, e.g. 1QwErTyUiOpAsDfGhJkL__>" }, "event": "fileCreated", "options": { "fileType": "all" } }, "id": "cc138ad7-da23-4888-9df9-8e0550627132", "name": "Watch Inbox Folder", "type": "n8n-nodes-base.googleDriveTrigger", "typeVersion": 1, "position": [ -160, 304 ], "credentials": { "googleDriveOAuth2Api": { "name": "" } } }, { "parameters": { "assignments": { "assignments": [ { "id": "guild-id", "name": "discordGuildId", "value": "<__PLACEHOLDER_VALUE__Discord server (guild) ID, e.g. 1123581321345589144__>", "type": "string" }, { "id": "review-channel-id", "name": "reviewChannelId", "value": "<__PLACEHOLDER_VALUE__Discord channel ID the review card is posted to, e.g. 1123581321345589200__>", "type": "string" }, { "id": "drive-id", "name": "driveId", "value": "My Drive", "type": "string" }, { "id": "approved-folder-id", "name": "approvedFolderId", "value": "<__PLACEHOLDER_VALUE__Drive folder ID for approved files, e.g. 1AbCdEfGhIjKlMnOpQrStU__>", "type": "string" }, { "id": "rejected-folder-id", "name": "rejectedFolderId", "value": "<__PLACEHOLDER_VALUE__Drive folder ID for files sent back, e.g. 1VwXyZ0123456789AbCdEf__>", "type": "string" }, { "id": "log-sheet-url", "name": "decisionLogUrl", "value": "<__PLACEHOLDER_VALUE__Google Sheet URL for the decision log, e.g. https://docs.google.com/spreadsheets/d/1AbC.../edit__>", "type": "string" }, { "id": "log-sheet-tab", "name": "logSheetTab", "value": "Decision Log", "type": "string" }, { "id": "review-queue-name", "name": "reviewQueueName", "value": "Client deliverables", "type": "string" }, { "id": "decision-window", "name": "decisionWindowHours", "value": 12, "type": "number" } ] }, "includeOtherFields": true, "options": {} }, "id": "1baf43df-ce80-43b2-ab3f-1402e2a59bde", "name": "Set Review Settings", "type": "n8n-nodes-base.set", "typeVersion": 3.4, "position": [ 64, 304 ] }, { "parameters": { "mode": "runOnceForEachItem", "jsCode": "const f = $json;\nconst bytes = Number(f.size || 0);\nconst units = ['B', 'KB', 'MB', 'GB', 'TB'];\nlet scaled = bytes;\nlet unitIndex = 0;\nwhile (scaled >= 1024 && unitIndex < units.length - 1) { scaled = scaled / 1024; unitIndex = unitIndex + 1; }\nconst sizeHuman = bytes > 0 ? (unitIndex === 0 ? bytes + ' B' : scaled.toFixed(1) + ' ' + units[unitIndex]) : 'not reported by Drive';\nconst previewLink = f.webViewLink || ('https://drive.google.com/file/d/' + f.id + '/view');\nconst fileKind = (f.mimeType || 'unknown').replace('application/vnd.google-apps.', 'Google ');\nconst reviewCard = [\n '**Review needed: ' + (f.name || 'Untitled file') + '**',\n 'Queue: ' + (f.reviewQueueName || 'Client deliverables'),\n 'Type: ' + fileKind,\n 'Size: ' + sizeHuman,\n 'Landed in the inbox: ' + (f.createdTime || 'unknown'),\n 'Preview: ' + previewLink,\n '',\n 'Approve moves it to the shared folder. Send back moves it to the rework folder.'\n].join('\\n');\nreturn { json: { fileId: f.id, fileName: f.name || 'Untitled file', mimeType: f.mimeType || '', fileKind, sizeBytes: bytes, sizeHuman, previewLink, createdTime: f.createdTime || '', reviewCard } };" }, "id": "3ffc1f85-4d94-476b-9f0c-f300b8427936", "name": "Build Review Card", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [ 288, 304 ] }, { "parameters": { "resource": "message", "operation": "sendAndWait", "guildId": { "__rl": true, "mode": "id", "value": "={{ $('Set Review Settings').first().json.discordGuildId }}" }, "channelId": { "__rl": true, "mode": "id", "value": "={{ $('Set Review Settings').first().json.reviewChannelId }}" }, "message": "={{ $json.reviewCard }}", "approvalOptions": { "values": { "approvalType": "double", "approveLabel": "Approve", "disapproveLabel": "Send back" } }, "options": { "limitWaitTime": { "values": { "resumeAmount": "={{ $('Set Review Settings').first().json.decisionWindowHours }}" } }, "appendAttribution": false } }, "id": "a55e3479-aafa-40a8-bcc1-ac3663630c08", "name": "Request Approval In Discord", "type": "n8n-nodes-base.discord", "typeVersion": 2, "position": [ 848, 320 ], "credentials": { "discordBotApi": { "name": "" } } }, { "parameters": { "operation": "move", "fileId": { "__rl": true, "mode": "id", "value": "={{ $('Loop Over Files').first().json.fileId }}" }, "driveId": { "__rl": true, "mode": "list", "value": "={{ $('Set Review Settings').first().json.driveId }}", "cachedResultName": "From Set Review Settings" }, "folderId": { "__rl": true, "mode": "id", "value": "={{ $('Set Review Settings').first().json.approvedFolderId }}" } }, "id": "538e0c06-9a87-42fe-a2ec-b1a9cc5dd6ca", "name": "Move To Approved Folder", "type": "n8n-nodes-base.googleDrive", "typeVersion": 3, "position": [ 1344, 240 ], "credentials": { "googleDriveOAuth2Api": { "name": "" } }, "onError": "continueErrorOutput" }, { "parameters": { "operation": "append", "documentId": { "__rl": true, "mode": "url", "value": "={{ $('Set Review Settings').first().json.decisionLogUrl }}" }, "sheetName": { "__rl": true, "mode": "name", "value": "={{ $('Set Review Settings').first().json.logSheetTab }}" }, "columns": { "mappingMode": "defineBelow", "value": { "Decided At": "={{ $now.toISO() }}", "File Name": "={{ $json.fileName }}", "File ID": "={{ $json.fileId }}", "Size": "={{ $json.sizeHuman }}", "Type": "={{ $json.mimeType }}", "Preview Link": "={{ $json.previewLink }}", "Decision": "={{ $json.decision }}", "Destination Folder ID": "={{ $json.destinationFolderId }}", "Reviewed In Channel": "={{ $('Set Review Settings').first().json.reviewChannelId }}", "Execution ID": "={{ $execution.id }}" }, "schema": [ { "id": "Decided At", "displayName": "Decided At", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "File Name", "displayName": "File Name", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "File ID", "displayName": "File ID", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Size", "displayName": "Size", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Type", "displayName": "Type", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Preview Link", "displayName": "Preview Link", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Decision", "displayName": "Decision", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Destination Folder ID", "displayName": "Destination Folder ID", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Reviewed In Channel", "displayName": "Reviewed In Channel", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true }, { "id": "Execution ID", "displayName": "Execution ID", "required": false, "defaultMatch": false, "display": true, "type": "string", "canBeUsedToMatch": true } ] }, "options": { "cellFormat": "USER_ENTERED" } }, "id": "b33c4912-7961-44d8-90ee-ef8bc045272d", "name": "Log Decision To Sheet", "type": "n8n-nodes-base.googleSheets", "typeVersion": 4.7, "position": [ 1824, 352 ], "credentials": { "googleSheetsOAuth2Api": { "name": "" } } }, { "parameters": { "operation": "move", "fileId": { "__rl": true, "mode": "id", "value": "={{ $('Loop Over Files').first().json.fileId }}" }, "driveId": { "__rl": true, "mode": "list", "value": "={{ $('Set Review Settings').first().json.driveId }}", "cachedResultName": "From Set Review Settings" }, "folderId": { "__rl": true, "mode": "id", "value": "={{ $('Set Review Settings').first().json.rejectedFolderId }}" } }, "id": "e481a839-31a7-4ac5-8dad-94a3a3afd2ee", "name": "Move To Rejected Folder", "type": "n8n-nodes-base.googleDrive", "typeVersion": 3, "position": [ 1344, 480 ], "credentials": { "googleDriveOAuth2Api": { "name": "" } }, "onError": "continueErrorOutput" }, { "parameters": { "options": {} }, "id": "e7518449-8706-47d6-86ff-8d31c0fa7650", "name": "Loop Over Files", "type": "n8n-nodes-base.splitInBatches", "typeVersion": 3, "position": [ 512, 304 ] }, { "parameters": { "resource": "message", "guildId": { "__rl": true, "mode": "id", "value": "={{ $('Set Review Settings').first().json.discordGuildId }}" }, "channelId": { "__rl": true, "mode": "id", "value": "={{ $('Set Review Settings').first().json.reviewChannelId }}" }, "content": "=**{{ $('Resolve Decision Outcome').first().json.fileName }}**: {{ $('Resolve Decision Outcome').first().json.decision }}. {{ $('Resolve Decision Outcome').first().json.outcome }} Execution {{ $execution.id }}.", "options": { "flags": [ "SUPPRESS_EMBEDS" ] } }, "id": "28b6472d-ad70-4c56-b367-5a592946d281", "name": "Post Decision Receipt", "type": "n8n-nodes-base.discord", "typeVersion": 2, "position": [ 2048, 352 ], "credentials": { "discordBotApi": { "name": "" } }, "onError": "continueRegularOutput" }, { "parameters": { "content": "## Approve a new Google Drive file from inside Discord before it moves\n\nA client deliverable lands in an inbox folder and nothing moves until a person taps a button. The Discord node posts the file card with real Approve and Send back buttons and pauses the execution until someone answers, so a freelancer clearing an agency deliverable, or a moderator clearing user-submitted media, decides from their phone without opening a second tool.\n\n### How it works\n1. A Google Drive trigger polls the inbox folder and fires on each new file, and `Set Review Settings` supplies every ID and constant from one node.\n2. `Build Review Card` turns raw Drive metadata into a readable card: name, human-readable size, type and a preview link.\n3. `Loop Over Files` hands the reviewer one file at a time, so cards never pile up.\n4. `Request Approval In Discord` posts the card with Approve and Send back buttons and pauses this execution until someone taps one.\n5. `Route Reviewer Decision` sends approved files to the shared folder, sent-back files to the rework folder, and an expired decision window to neither.\n6. `Resolve Decision Outcome` names what actually happened, the row is appended to the decision sheet, and a receipt goes back to the channel.\n\n### Setup steps\n- [ ] Create a Discord application, add a bot, and invite it to your server with Send Messages on the review channel.\n- [ ] Connect the Discord Bot credential. No privileged intents needed: this template never reads message content or the member list.\n- [ ] Connect your Google Drive and Google Sheets credentials.\n- [ ] Point the trigger at your inbox folder ID.\n- [ ] Fill `Set Review Settings`: guild ID, review channel ID, approved and rejected folder IDs, log sheet URL, tab name and the decision window in hours.\n- [ ] Give the log sheet these headers: Decided At, File Name, File ID, Size, Type, Preview Link, Decision, Destination Folder ID, Reviewed In Channel, Execution ID.\n- [ ] Drop one test file in the inbox and complete the round trip before you trust the queue.\n\n### Customization\n`decisionWindowHours` sets how long a card waits before the run is recorded as `No response` and the file is left in the inbox. Shorten the trigger poll interval for a busier queue and accept the extra API calls. Set `driveId` to a Shared Drive ID if your deliverables do not live in My Drive.", "height": 956, "width": 660 }, "id": "fb2fc6a5-bfd2-4fde-8173-b9536c7e0a8b", "name": "Overview", "type": "n8n-nodes-base.stickyNote", "typeVersion": 1, "position": [ -1008, -64 ] }, { "parameters": { "content": "## Watch the inbox and build the card\n\nThe Drive trigger polls rather than pushes, so a file can wait up to the poll interval before its card appears in Discord. Every ID and constant lives in `Set Review Settings`, so this template is configured in one node.", "height": 380, "width": 948, "color": 7 }, "id": "ed44d200-6a35-4100-9a2a-d804bdb30d2d", "name": "Section Watch And Build", "type": "n8n-nodes-base.stickyNote", "typeVersion": 1, "position": [ -208, 128 ] }, { "parameters": { "content": "## Ask Discord and wait for a tap\n\n`sendAndWait` renders real buttons and pauses this execution until someone taps one. Files are handled one at a time.", "height": 478, "width": 412, "color": 7 }, "id": "430d8aee-a99e-494e-81fa-35f802c15f53", "name": "Section Ask And Wait", "type": "n8n-nodes-base.stickyNote", "typeVersion": 1, "position": [ 800, 96 ] }, { "parameters": { "content": "## Route, move, log and confirm\n\nThree outcomes are logged distinctly: approved, sent back, and nobody answered. A failed Drive move is caught per file, so one bad file cannot kill the rest of the batch.", "height": 606, "width": 944, "color": 7 }, "id": "bf1e9473-b5a6-45b4-8c95-429822ed2af8", "name": "Section Move Log Confirm", "type": "n8n-nodes-base.stickyNote", "typeVersion": 1, "position": [ 1280, 64 ] }, { "parameters": { "content": "## Read before you activate\n\nYour n8n instance must be reachable at its webhook URL. The Discord buttons point at that URL, so a self-hosted instance behind a firewall, or one without `WEBHOOK_URL` set correctly, renders buttons nobody can complete.\n\n**Nothing moves unless a human decides.** If the decision window expires the file is left in the inbox and the run is logged as `No response`. An expired window is never recorded as a rejection.\n\nBoth Approve and Send back MOVE the file out of the inbox, and each is one way. Point both folder IDs at real folders before the first run. For a Shared Drive, set `driveId` in `Set Review Settings` to the drive ID instead of `My Drive`.", "height": 308, "width": 932, "color": 3 }, "id": "45506c2f-fc73-40d7-948c-a724f17d8c5e", "name": "Warning Before You Activate", "type": "n8n-nodes-base.stickyNote", "typeVersion": 1, "position": [ -208, 560 ] }, { "parameters": { "rules": { "values": [ { "conditions": { "options": { "caseSensitive": true, "leftValue": "", "typeValidation": "loose", "version": 2 }, "conditions": [ { "id": "is-approved", "leftValue": "={{ $json.data && $json.data.approved === true }}", "operator": { "type": "boolean", "operation": "true", "singleValue": true }, "rightValue": "" } ], "combinator": "and" } }, { "conditions": { "options": { "caseSensitive": true, "leftValue": "", "typeValidation": "loose", "version": 2 }, "conditions": [ { "id": "is-rejected", "leftValue": "={{ $json.data && $json.data.approved === false }}", "operator": { "type": "boolean", "operation": "true", "singleValue": true }, "rightValue": "" } ], "combinator": "and" } } ] }, "looseTypeValidation": true, "options": { "fallbackOutput": "extra", "renameFallbackOutput": "No Response" } }, "id": "cf79e07e-36e8-4d36-a8c1-d5730f390286", "name": "Route Reviewer Decision", "type": "n8n-nodes-base.switch", "typeVersion": 3.4, "position": [ 1072, 304 ] }, { "parameters": { "jsCode": "// Single place where the three real outcomes are named: answered and moved,\n// answered but Drive refused the move, and nobody answered at all.\n// Without this, an expired window is logged as a rejection no human made.\n\nvar settings = $('Set Review Settings').first().json;\nvar file = $('Loop Over Files').first().json;\nvar wait = $('Request Approval In Discord').first().json || {};\nvar incoming = $input.first().json || {};\n\nvar answered = Boolean(wait.data) && typeof wait.data.approved === 'boolean';\nvar approved = answered ? wait.data.approved === true : false;\nvar moveFailed = Boolean(incoming.error);\n\nvar decision, destination, outcome;\nif (!answered) {\n decision = 'No response';\n destination = '';\n outcome = 'Nobody answered inside the ' + String(settings.decisionWindowHours) +\n 'h window. Nothing was moved and the file is still in the inbox.';\n} else if (moveFailed) {\n decision = approved ? 'Approved, move failed' : 'Sent back, move failed';\n destination = '';\n var msg = (incoming.error && incoming.error.message) ? String(incoming.error.message) : 'unknown error';\n outcome = 'Drive refused the move: ' + msg.slice(0, 200) + '. The file is still in the inbox.';\n} else {\n decision = approved ? 'Approved' : 'Sent back';\n destination = approved ? String(settings.approvedFolderId) : String(settings.rejectedFolderId);\n outcome = approved ? 'Moved to the shared folder.' : 'Moved to the rework folder.';\n}\n\nreturn [{ json: {\n decision: decision,\n destinationFolderId: destination,\n outcome: outcome,\n answered: answered,\n approved: approved,\n moveFailed: moveFailed,\n fileId: file.fileId,\n fileName: file.fileName,\n sizeHuman: file.sizeHuman,\n mimeType: file.mimeType,\n previewLink: file.previewLink\n} }];" }, "id": "571dd429-afd6-4349-8abf-9e72d81941c3", "name": "Resolve Decision Outcome", "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [ 1552, 352 ] } ], "connections": { "Watch Inbox Folder": { "main": [ [ { "node": "Set Review Settings", "type": "main", "index": 0 } ] ] }, "Set Review Settings": { "main": [ [ { "node": "Build Review Card", "type": "main", "index": 0 } ] ] }, "Build Review Card": { "main": [ [ { "node": "Loop Over Files", "type": "main", "index": 0 } ] ] }, "Move To Approved Folder": { "main": [ [ { "node": "Log Decision To Sheet", "type": "main", "index": 0 }, { "node": "Resolve Decision Outcome", "type": "main", "index": 0 } ], [ { "node": "Resolve Decision Outcome", "type": "main", "index": 0 } ] ] }, "Log Decision To Sheet": { "main": [ [ { "node": "Post Decision Receipt", "type": "main", "index": 0 } ] ] }, "Move To Rejected Folder": { "main": [ [ { "node": "Log Decision To Sheet", "type": "main", "index": 0 }, { "node": "Resolve Decision Outcome", "type": "main", "index": 0 } ], [ { "node": "Resolve Decision Outcome", "type": "main", "index": 0 } ] ] }, "Loop Over Files": { "main": [ [], [ { "node": "Request Approval In Discord", "type": "main", "index": 0 } ] ] }, "Post Decision Receipt": { "main": [ [ { "node": "Loop Over Files", "type": "main", "index": 0 } ] ] }, "Request Approval In Discord": { "main": [ [ { "node": "Route Reviewer Decision", "type": "main", "index": 0 } ] ] }, "Route Reviewer Decision": { "main": [ [ { "node": "Move To Approved Folder", "type": "main", "index": 0 } ], [ { "node": "Move To Rejected Folder", "type": "main", "index": 0 } ], [ { "node": "Resolve Decision Outcome", "type": "main", "index": 0 } ] ] }, "Resolve Decision Outcome": { "main": [ [ { "node": "Log Decision To Sheet", "type": "main", "index": 0 } ] ] } }, "active": false, "settings": { "executionOrder": "v1" }, "tags": [] }