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Google Drive

Save a written note of each call to a folder in your Google Drive.

Your receptionist can save a text file to a Google Drive folder during a call, with the caller’s details and a summary of what they asked for. Google Drive’s API only accepts OAuth sign-ins, so Reception connects through Zapier.

Your receptionist can’t save the call recording or the full transcript to Drive. It only acts while the call is going, through tools, and the recording and transcript aren’t ready until the call ends. Both stay in your Inbox, where you can read the transcript and play the recording. The post-call summary emails you a link to each one.

Before you start

Create a folder in Google Drive for call notes, such as Call notes. Connect a Google account that only needs access to that folder, if you can.

Call notes hold your callers’ personal details. Share the folder only with people who need it.

Set up

1

Connect Zapier

If you haven’t yet, connect Zapier in Reception.ai.

2

Add the Google Drive action

In your Zapier MCP server at mcp.zapier.com, add the action below from the Google Drive app and sign in to Google when Zapier asks. For each field, either set a fixed value or let the AI fill it in, as listed.

3

Assign the tool

In Reception.ai, open the Zapier integration’s Tools tab, select Refresh tools, and assign the action to the Client (receptionist).

4

Add a procedure

Add a procedure that tells your receptionist to save the call note before it says goodbye. Say what the note should include, such as the caller’s name and number, the reason for the call, and any next steps.

5

Test it

Test your receptionist with a short call. A new file appears in your folder.

Actions

Save a call note

FieldValue
Zapier actionCreate File From Text
Set in ZapierThe drive and Folder: your call notes folder. Turn on converting to a Google Doc if you want to edit notes.
Let the AI fill inThe file’s name, such as the date and the caller’s name, and its text: the caller’s details and the summary.
Assign toClient

Keep the folder fixed. If the AI picks it, notes can end up in folders other people can see.

Don’t add actions that read, move, share, or delete files for your receptionist. Callers should never be able to ask it about your files.

Limitations

  • The note is written by your receptionist from what it heard. It isn’t a word-for-word transcript, and it has no audio.
  • If the caller hangs up before your receptionist saves the note, no file is created. Your Inbox still has the call.
  • Your receptionist creates a new file for each call. It doesn’t add to or edit existing files.
  • Each action your receptionist runs uses tasks from your Zapier plan. Zapier currently counts two tasks per successful call; failed calls aren’t counted. When the plan runs out, the actions stop until it resets.

Troubleshooting

ProblemWhat to check
The Google Drive action doesn’t appear in Reception.aiSelect Refresh tools on the Zapier integration after adding actions in Zapier.
The action shows Changed and isn’t usedYou edited it in Zapier. Select Update in the Tools tab.
Some calls have no noteThe caller hung up first. Ask your receptionist, in the procedure, to save the note as soon as it has the details.
Files land in My Drive instead of your folderCheck Folder is set in the Zapier action, not left for the AI.
Notes are missing detailsList what the note must include in the procedure’s steps.