Automated Moodle Submission Download & Filing

Education providers may receive a large number of learner submissions through Moodle every day. Staff have to manually check Moodle logs, identify new submissions, filter the relevant data, download submitted files, and organise them for storage and review.

When this process is performed manually each day, it takes significant administrative time and makes it easier to miss new submissions or download the same files more than once.

As submission volumes increase, maintaining an organised record of files by learner and unit becomes even more difficult.

We built an automated Moodle submission monitoring and download workflow using n8n, Moodle APIs, JavaScript, HTTPS, and Google Drive integration.

The workflow runs automatically every day using a scheduled trigger and checks Moodle logs for newly recorded learner submissions.

The system processes and filters the Moodle data to identify only new submissions that have not already been downloaded.

Once a new submission is detected, the workflow automatically retrieves and downloads the submitted file from Moodle.

For each learner, the system creates a dedicated folder in Google Drive using the learner's name. The downloaded submission is then saved inside the appropriate folder using the exact file name provided with the submission, together with the relevant submission and unit data.

The workflow keeps track of processed submissions so previously downloaded files are not unnecessarily processed again.

This creates a fully automated daily process from Moodle log monitoring → new submission detection → data filtering → file download → learner folder creation → organised Google Drive storage.

The automated workflow removes the need for staff to manually check Moodle every day for new submissions.

New submissions are detected automatically through scheduled Moodle log checks, filtered, downloaded, and organised into Google Drive without requiring daily manual intervention.

Each learner's submissions are stored in their own organised folder while preserving the exact submitted file name and relevant unit information.

This saves administrative time, reduces the risk of missed submissions and duplicate downloads, and provides a consistent structure for managing learner files as submission volumes grow.