Setup Guide
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support@swiftlynx.aiAnalyze Google Drive Resumes → Google Sheets
5-minute setup with SwiftLynx + Zapier integration
SwiftLynx automatically analyzes new Google Drive resumes and logs results in Google Sheets — including match score, summary, risks/recommendation, and a visualized report URL. Most teams finish in ~5 minutes.
Organize Your Folder Structure
Create a main folder in Google Drive (for example: 'Resumes'). Create subfolders inside it, where each subfolder name represents a job title. Inside each job folder, add a Google Doc file named 'job_description.txt' that contains the URL or text of your job description. When you're ready, upload resumes into the matching job subfolder.
Folder Structure Example:
Resumes/
├── Engineering Manager/
│ ├── job_description.txt (Google Doc with JD link)
│ ├── Emily_Chen.pdf
│ └── Resume_2.pdf
├── Data Scientist/
│ ├── job_description.txt
│ └── Candidate_A.pdf
└── Product Manager/
├── job_description.txt
└── PM_Resume.pdfConnect the Zap Template
Open our Zapier template and connect the following apps in the order shown below. Each step will guide you through the authentication process for that specific app.
Zapier Workflow Steps:
Google Drive
Google Drive
Google Docs
Google Drive
SwiftLynx
Google Sheets
Trigger: New resume → Find JD doc → Read JD URL → Find Job Title → Analyze → Append to Sheets
Prepare Your Google Sheet
Create a new Google Sheet (or use an existing one) with these column headers. The Zap will automatically populate rows below as new analyses complete.
| Column Name | What It Contains |
|---|---|
| Candidate Name | Name of the applicant |
| Job Title | Position they applied for |
| Match Score | AI match score (0-100%) |
| Summary | Brief candidate summary |
| Recommendation | Interview recommendation |
| Report URL | Link to full analysis |
Here's an example of what your Google Sheet will look like with sample analysis results:
| Candidate Name | Job Title | Match Score | Summary | Recommendation | Report URL |
|---|---|---|---|---|---|
| Sarah Chen | Engineering Manager | 85 | The candidate has 17 years of experience... | Recommend proceeding with an interview... | View Report |
| Michael Rodriguez | Engineering Manager | 75 | The candidate is an experienced infrastruci... | Consider for interview to explore experience... | View Report |
| David Kim | Engineering Manager | 55 | The candidate is a skilled software enginee... | Consider for technical roles or senior... | View Report |
| Jennifer Walsh | Engineering Manager | 75 | The candidate is a seasoned Infrastructure... | Consider for interview, but probe for... | View Report |
| Alex Thompson | Engineering Manager | 10 | The candidate is transitioning from a custor... | Not recommended for the Engineering Manager... | View Report |
Test the Flow
You're ready! Let's test to make sure everything works.
Testing Steps:
- Take a sample resume
- Name it something clear (e.g., 'Test_Resume.pdf')
- Upload it to one of your job subfolders
- Wait 30-60 seconds
- Check your Google Sheet for a new row with analysis results
Expected Result:
You should see a row like this appear automatically:
If this works, congratulations! 🎉
You can now use the system for real candidates.
If something went wrong, see the Troubleshooting section below.
Troubleshooting & FAQ
Issue 1: "No row appears in my sheet"
Checklist:
- □ Is the uploaded file a supported format? (PDF, DOC, DOCX, etc.)
- □ Is it uploaded inside a job subfolder?
- □ Does that subfolder have a 'job_description.txt' file?
- □ Is job_description.txt a Google Doc (not a folder)?
- □ Did you wait 60+ seconds? (Zap can take a moment)
If all checkboxes are true, but it still doesn't work:
→ Check Zapier's activity log for errors
→ Email support@swiftlynx.ai with your setup details
Issue 2: "Job description not found / blank"
This means the Zap couldn't read your job_description.txt file.
Fixes:
- Ensure the file is named exactly: job_description.txt (No capital letters, no extra spaces)
- Ensure it's a Google Doc, not a Google Sheet or Folder
- Inside the file, paste a URL or full text of the JD (Don't leave it empty)
- Make sure you have read/edit access to the file
- Re-authenticate Google Docs in your Zapier template and try again
Issue 3: "Wrong job title showing up"
The job title comes from the subfolder name.
Fix:
The Zap reads the name of the parent subfolder. If you see the wrong title, check:
• Subfolder name exactly matches the job title you want
• Resume is in the correct subfolder
• Re-name the subfolder if needed
FAQ Section
Q: Can I use this with multiple job positions?
A: Yes! Create one subfolder per job position. Each subfolder can have its own job_description.txt and unlimited resumes. All results feed into the same Google Sheet.
Q: What if I upload resumes before setting up the Sheet?
A: The Zap will try to save results but may fail silently. Set up your Google Sheet first, then upload resumes. Any resumes uploaded before setup won't be processed.
Q: Can I analyze resumes that are already in Google Drive?
A: The Zap triggers on NEW file uploads only. To process existing resumes, copy them to the appropriate job subfolder, which will trigger the Zap as if newly uploaded.
Q: Is there a limit to how many resumes I can analyze?
A: No hard limit, but your Google Sheet can hold ~5 million rows. Most teams never hit this limit. Zapier free plan allows 100 tasks/month; upgrade if you need more.
Q: How long does one analysis take?
A: Typically 30-60 seconds from upload to Sheet row population. SwiftLynx AI analysis takes ~10-20 seconds, plus Zapier processing time.
Q: Can I edit the results after they appear?
A: Yes, the Google Sheet is fully editable. You can add notes, change recommendations, delete rows, etc. Any changes you make are permanent and local to your sheet.
Completed setup? Great!
Your resumes are now being analyzed automatically.