Systems & Processes Archives - Page 10 of 33

Create one report folder per client

Let me tell you what I used to do, because it’s dumb and I want to save you from repeating my mistake. I had *one* shared folder named “Client Reports” and I dumped all my Google Docs into it. Just based on file names. No subfolders. You know what happened. I’d end up with 30+ files called “MonthlyReport_Johnson” or “2023_Report_MeganFinal_FINAL” or some version of “PPCInsightsMarchish” 🙄.

Eventually I started organizing per client: one folder per client, named in a way that actually made sense to both me and the client. Usually it’s like `Acme Marketing Reports` or just `Acme Reports` if I’m lazy. Inside that, I have a consistent subfolder structure — Reports, Screenshots, and Assets.

Here’s what mine looks like now:

“`
📁 Acme Reports
├── 📁 Reports
├── 📁 Screenshots
└── 📁 Assets
“`

This makes it so much easier when I’m generating links for review or dropping screenshots from Loom sessions. Also helps when a client responds three months later like “Wait why did our CPC spike in June?” and I can actually find the report 😅.

Use a master report template in Google Docs

The finished reports are always Google Docs. I’ve tried Slides, PDFs, Airtable exports — but Docs are easy to comment on, and easy to version. The key, though, is having a master template — and *never* editing that one. Duplicate it every time.

My template includes:
– A pre-named title like `<< Client Name >> Monthly Report Template`
– A table of contents with heading anchors
– Standard sections like Performance Summary, Channel Breakdowns, Recommendations
– Comments inline reminding me of common KPIs (e.g. “Replace with last month’s CTR and explain any dips”)

Important tip: make sure anything you do NOT want shown in a client-facing version is either commented or colored gray. I’ve had clients ask me why their “Dummy Data” section was blank and I forgot to delete the placeholder 😬.

I keep the template in a top-level folder called `ReportTemplates`, nothing fancy there.

Connect with automation using Google Apps Script

Zapier is… fine. But when it breaks, your entire flow stops for no visible reason. So I use Google Apps Script for some of the more annoying parts, especially folder creation and copying templates.

Here’s a snippet that auto-generates a new report doc based on the template and puts it in the right folder:

“`javascript
function createClientReport() {
const clientName = ‘Acme’;
const folderName = clientName + ‘ Reports’;
const parentFolder = DriveApp.getFoldersByName(folderName).next();
const reportsFolder = parentFolder.getFoldersByName(‘Reports’).next();

const templateFile = DriveApp.getFileById(‘YOUR_TEMPLATE_DOC_ID’);
const newReport = templateFile.makeCopy(clientName + ‘ Monthly Report – ‘ + getFormattedDate(), reportsFolder);

const doc = DocumentApp.openById(newReport.getId());
const body = doc.getBody();
body.replaceText(‘<< Client Name >>’, clientName);
doc.saveAndClose();
}
“`

You can either run this manually or trigger it with a form input, like doing one for each new client onboarded.

Make shortlinks to simplify client access

A weird problem I kept running into was forgetting which link I sent to which client. So I started creating shortlinks early — usually with Bitly or custom domain slugs. That way I can control the destination (the live report folder), and if something changes — like if you rebuild your report format for Q2 — you don’t have to resend anything.

Like this:
– `reports.mysite.com/acme` → links directly to their folder
– `bit.ly/acmereport0414` → links to April 14th snapshot

Surprisingly useful when you’re sending updates through Slack or DMs. Long Google Drive URLs feel like handing someone a shipping manifest printed on receipt paper ¯\_(ツ)_/¯.

If you’re using a shared Google account, make sure your Drive permissions are set to “Anyone with the link can comment” or “view” — **never** edit. I once had a client reduce our entire section on CPC trends to a single paragraph saying “seems fine.”

Add a table of historical reporting links

Some clients *will* want to read old reports. Most won’t. But they all want to feel like they could if they needed to, which is weirdly important.

So I create a standalone Google Doc just called `Client Reporting Index`. It’s one per client, usually at the top of their folder. It has a month-by-month table like:

It’s low-effort and makes you look way more organized than you are 🙂.

Create a mini checklist to avoid broken links

Let me just drop the checklist I use every time before delivering client reports:

– [ ] Report doc title matches naming format
– [ ] Client name was replaced in template
– [ ] TOC auto-generated correctly (use Insert > TOC)
– [ ] Drive folder sharing allows comment access
– [ ] Any charts/images render correctly on mobile too
– [ ] Report link is working (open in incognito to test)
– [ ] Shortlink returns correct doc

If even one of these is wrong, I guarantee the client will notice the wrong thing first. I spent 20 minutes a few months ago optimizing a beautiful Google Data Studio embed — and the only feedback I got was “Why is this named March when it’s April?” 😛

Automate folder creation when onboarding clients

You can totally chain some of this together into a smoother workflow. When I add a new lead into my CRM and mark them as “Onboarded,” my Zapier zap kicks in and:
– Creates a new folder structure in Google Drive
– Copies over the standard folder template
– Adds a placeholder Reporting Index doc
– Sends me a messy Slack ping like “Reports folder created for Acme 🧼” (I added the soap emoji by accident and never changed it)

What broke for me once was the Zap trying to copy folder *structure* while using Google Drive’s beta rules — it ended up creating the same `ReportTemplates` folder 12 times. If you want to do folder copying properly, use a prebuilt folder you call a “template container.” Just copy that once and rename it.

Something like:

“`javascript
var templateContainer = DriveApp.getFolderById(“FOLDER_ID”);
var newClientFolder = templateContainer.makeCopy(‘Acme Reports’);
“`

Keeping that clean will save you panic later.

Organize screenshots and charts in a separate folder

Yes, technically you can embed all your screenshots directly into the Google Doc report. But if you make even one formatting change, you risk breaking the flow — especially if it’s a mobile preview. Also, sometimes you just want to reuse one of those charts in a deck or ad hoc email response.

So I drop everything visual into the `/Screenshots` subfolder. I standardize the naming convention: `2024_04_Acme_CTR_Drop` or `Acme_TikTok_SpendGraph_April` so I can keyword search later.

Another trick here is that I often grab Loom videos or walkthroughs and just paste the links in the report doc body using a quick

> See full walkthrough → loom dot com link

No need to embed, and clients know what to expect.

What I avoid now is relying on Google Slides or Drawings for charts. They render poorly, load inconsistently, and make it harder to fix a typo in data labels. Google Sheets charts pasted as images are cleaner.

How it breaks and what to double check

So many of my early workflows broke simply because I assumed Google Drive integrations were stable. Spoiler: they are not. Here’s what often fails:

– Folder permissions don’t update recursively. You give access to the parent, but subfolders stay private.
– Zapier links to copies of Docs that are still using template placeholder text
– File names get overwritten when you run the same script twice without timestamp logic
– Shared drives behave differently from personal My Drive accounts. Scripts fail silently.
– TOC in Google Docs doesn’t auto-refresh unless opened at least once

I now refresh every link in incognito, and maintain a `Status` column in my CRM where I paste in the live folder link once I’ve triple verified.

Sometimes I wonder if all of this gets too complicated just to send a client four charts and a paragraph of insights each month, but then I remember how bad it used to be. The bar is low — a reliable folder name and a working link goes a long way 🙂