Save Converted PDFs to Drive for Team Access
Saving converted PDFs to a Drive folder for team access replaces the need to email attachments or use file sharing services outside Google. The PDFs are accessible to everyone on the team who has folder access, from any device, without any downloads required from their end.
Setting up team access
Create a dedicated output folder in Drive. Share it with your team or add it to a shared drive your team already uses. Set appropriate permissions: Viewer for team members who only need to read PDFs, Editor for members who may add or update files.
Notifying the team when PDFs are ready
After uploading converted PDFs to the shared folder, send a brief message in your team's communication channel with the folder link. Team members can click through to see the new files. For automated workflows, Apps Script can send a Slack or email notification when new PDFs are saved.
Version control in the team folder
When you update a document and re-export it, the team folder may contain both the old and new PDF. Establish a convention for handling this: either delete old versions before uploading, or add a date or version number to the file name so the latest version is clearly identifiable.
Frequently Asked Questions
Can team members download PDFs directly from the shared folder?
Yes. Team members with Viewer access or higher can download PDFs from the shared folder.
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