Agency Client Onboarding Automation (From Signed Contract to First Campaign)

// CONFIGURATION
const CONFIG = {
  ROOT_FOLDER_ID: '1xYz...', // ID of your "Clients" root folder
  TEMPLATE_FOLDER_ID: '1aBc...', // ID of folder containing template docs/sheets
  TEAM_EMAILS: ['pm@agency.com', 'creative@agency.com'],
  SLACK_WEBHOOK_URL: 'https://hooks.slack.com/services/...', // Optional for notifications
  LOG_SHEET_NAME: 'Onboarding_Logs'
};
 
/**
 * Main function triggered by Form Submit or New Sheet Row
 * @param {Object} e - Event object from trigger
 */
function onboardClient(e) {
  try {
    // 1. Parse Data
    // Assuming Form: Timestamp, Client Name, Contact Email, Service Type
    // e.values holds the form response array
    const responses = e.values; 
    const clientName = responses[1];
    const clientEmail = responses[2];
    const serviceType = responses[3];
    
    console.log(`Starting onboarding for: ${clientName}`);
 
    // 2. Create Client Folder Structure
    const clientFolder = createFolderStructure(clientName);
    
    // 3. Set Permissions
    setFolderPermissions(clientFolder, clientEmail);
    
    // 4. Send Welcome Email
    sendWelcomeEmail(clientEmail, clientName, clientFolder.getUrl());
    
    // 5. Log Success
    logStatus(clientName, 'SUCCESS', clientFolder.getUrl());
    
  } catch (error) {
    console.error(`Error onboarding ${e && e.values ? e.values[1] : 'Unknown'}: ${error.message}`);
    logStatus(e && e.values ? e.values[1] : 'Unknown', 'ERROR', error.message);
  }
}

function createFolderStructure(clientName) {
  const root = DriveApp.getFolderById(CONFIG.ROOT_FOLDER_ID);
  
  // Create main client folder
  const clientFolder = root.createFolder(clientName + ' - Onboarding');
  
  // Create subfolders
  const structures = ['01 Contracts', '02 Brand Assets', '03 Deliverables'];
  structures.forEach(sub => clientFolder.createFolder(sub));
  
  // Copy Templates (e.g., Campaign Tracker Sheet)
  const templateFolder = DriveApp.getFolderById(CONFIG.TEMPLATE_FOLDER_ID);
  const templates = templateFolder.getFiles();
  
  while (templates.hasNext()) {
    const file = templates.next();
    // Copy file to the new client folder
    // Rename with client name for professional touch
    file.makeCopy(file.getName().replace('TEMPLATE', clientName), clientFolder);
  }
  
  return clientFolder;
}

function setFolderPermissions(folder, clientEmail) {
  // Client gets Viewer access to root (protects internal files if needed), 
  // or Editor access to specific subfolders.
  // Here we give Editor access to the whole folder for simplicity in this example.
  folder.addEditor(clientEmail);
  
  // Add internal team
  CONFIG.TEAM_EMAILS.forEach(email => folder.addEditor(email));
}
 
function sendWelcomeEmail(email, name, folderUrl) {
  const subject = `Welcome to Mereth! Access your Project Portal: ${name}`;
  const htmlBody = `
    <h2>Welcome aboard, ${name}!</h2>
    <p>We are thrilled to start working with you.</p>
    <p>We've created a shared project folder where we can collaborate securely.</p>
    <p><a href="${folderUrl}" style="background-color: #000; color: #fff; padding: 10px 20px; text-decoration: none; border-radius: 5px;">Open Project Folder</a></p>
    <p>Next steps: Please upload your brand assets to the "02 Brand Assets" folder.</p>
    <br>
    <p>Best,<br>The Mereth Team</p>
  `;
  
  GmailApp.sendEmail(email, subject, '', {
    htmlBody: htmlBody,
    name: 'Mereth Automations'
  });
}
 
function logStatus(client, status, details) {
  const ss = SpreadsheetApp.getActiveSpreadsheet();
  let sheet = ss.getSheetByName(CONFIG.LOG_SHEET_NAME);
  if (!sheet) {
    sheet = ss.insertSheet(CONFIG.LOG_SHEET_NAME);
    sheet.appendRow(['Timestamp', 'Client', 'Status', 'Details']);
  }
  sheet.appendRow([new Date(), client, status, details]);
}