📝 Compliance Report Collector (Google Form → Drive + MySQL)

This n8n workflow automates the collection and archival of compliance reports submitted via Google Forms. Uploaded documents (PDF, DOCX, etc.) are archived into Google Drive and submission metadata is logged into a MySQL database. It ensures compliance documentation is properly stored, searchable and auditable without manual effort.

⚡ Quick Implementation Steps

1. Import the JSON file into n8n.
2. Set up a Google Form to POST file + metadata (reporter, category, etc.) to the /submit-report webhook.
3. Update the Set Config node with your:
   • MySQL connection details
   • Google Drive folder ID
4. Deploy and test a form submission with a file upload.
5. Each report is stored in Drive and logged to your DB.

🎯 Who’s It For

• Compliance officers handling environmental or safety reports.
• Admins managing documentation for inspections.
• Renewable energy companies required to maintain audit-ready records.
• Any org needing structured report archival & metadata logging.

🛠 Requirements

Tool

Purpose

n8n Instance

Workflow automation

Google Drive

To archive uploaded reports

MySQL Database

To log submission metadata

Google Forms / HTML Form

Report submission source

🧠 What It Does

• Listens for incoming POST requests with a file and metadata.
• Uploads the file to a specified Google Drive folder.
• Extracts metadata like:
  • Reporter name
  • Category/type
  • Timestamp
  • File name, MIME type
• Logs that metadata into a MySQL table for auditing or reporting.

🧾 Sample MySQL Table Schema

CREATE TABLE report_logs (
  id INT AUTO_INCREMENT PRIMARY KEY,
  reporter VARCHAR(100),
  category VARCHAR(100),
  timestamp DATETIME,
  file_name VARCHAR(255),
  mime_type VARCHAR(50),
  folder_id VARCHAR(100)
);

🔧 How To Set Up – Step-by-Step

1. Import the JSON into n8n.
2. Configure the following in the Set Config node:
   • MySQL: dbHost, dbUser, dbPassword, dbName, dbTable
   • Google Drive: driveFolderId
3. Update the webhook URL in your Google Form (via Apps Script or middleware).
4. Test submission with a file upload.
5. Confirm:
   • File lands in your Drive folder
   • Log entry appears in your database

✨ How To Customize

Customization

How

Add more form fields

Extend the metadata mapping in the Function node

Rename files before upload

Modify filename in Google Drive node

Add email confirmation

Add an Email Send node after DB insert

Filter file types

Add IF node before upload to validate MIME type

➕ Add‑ons (Optional Extensions)

Add-on

Description

📤 Email Acknowledgment

Email sender a confirmation with Drive link

🧾 PDF Parser

Auto-parse content using PDF.co or OpenAI

📊 Admin Dashboard

Display logs in Supabase or Metabase

🗃 File Backup

Copy files to Dropbox or S3 after Drive upload

📈 Use Case Examples

1. Collect monthly safety audits from plant staff into a Drive archive.
2. Accept vendor compliance declarations via Google Form and auto-log to DB.
3. Capture field inspection reports and tag by category for audit.
4. Store weekly environmental reports for long-term access.

🧯 Troubleshooting Guide

Issue

Possible Cause

Solution

File not uploaded

Drive ID is invalid

Check permissions and folder ID

DB not logging

Connection or table issue

Verify DB credentials and schema

Webhook not triggered

Form not integrated correctly

Ensure form POSTs file to n8n webhook

Wrong file type

MIME mismatch

Validate acceptable types via Function/IF node

📞 Need Help?

Want to integrate this with audit dashboards or add Google Sheet exports?

👉 Contact WeblineIndia — Experts in compliance automation and renewable energy workflows.