Integrate your Google Drive files directly with your Agiloft workflows for easy editing and sharing using the very latest version of the file. Connecting directly to your files makes it possible to move seamlessly between Agiloft and the Google Suite.

This page walks you through the configuration and setup to plug Google Drive directly into your KB.

Setting Up the Google Drive Integration

Complete the steps below to set up Google Drive.

1. Go to: https://console.cloud.google.com/apis/dashboard
2. Log in with the Google workspace admin account for your company. If prompted, select the correct account, agree to the Terms of Service, and click Agree and Continue.
3. Now, create a Project. Leave the Location field blank with No organization selected.
4. Select Credentials from the left pane.
5. Click +Create Credentials from the top bar of the dashboard and choose Service Account from the drop-down list.
6. Create a service account, giving it a Name and a Service Account ID. 
7. Click Create and Continue.
8. Under Select a role, hover over Basic on the drop-down, and then select Owner.
9. Click Continue and then click Done.
10. Select Credentials from the left pane again.
11. Click +Create Credentials from the top bar of the dashboard and choose OAuth Client ID from the drop-down list.
12. If you're asked to configure a consent screen, click Configure Consent Screen, select the External user type, and click Create.
13. Under Application type, select Web Application and add a Name.
14. Under Application Redirect URIs, click Add URI.
15. To create the URI:
    1. Open a separate browser tab and log in to your KB.
    2. Copy the URL segment from the address bar on your browser from https:// to .com.
    3. Paste the segment in the URI field.
    4. Add /ui/oauth20callback to the end of the URL, after .com. There should only be one backslash before ui.
    5. Click Create.
    6. Click Download JSON and save the output in a text file or similar. This contains the Client ID and Client Secret, which you will need later. 
16. Select OAuth Consent Screen from the left pane.
17. Confirm the Publishing Status is Testing.
18. Under Test Users, click Add Users.
    1. Add the email you logged in with in step 2.
    2. Click Save.
19. Select Library from the left pane.
    1. Search for Google Drive API.
    2. Select Google Drive API when it appears. It should be the first result.
    3. Click Enable.

Authenticating in Your KB

The remaining steps of the integration are performed in your Agiloft KB. Complete this section to authenticate the Google Drive API connection in your KB.

1. Open your KB.
2. Navigate to Setup > Access > Configure OAuth 2.0 Profiles.
3. Click New.
   1. Under OAuth 2.0 Identity(Auth) Provider Name, enter Google Apps.
   2. Under OAuth Provider Role, enter: Google_APPS
   3. Check to make sure Redirect URI has the same URL value from step 15d in Setting up the Google Drive API. If it also has :443 in it after .com, you don't have to remove that.
   4. Under Client ID, enter the Client ID you saved in step 15f in Setting up the Google Drive API.
   5. Under Client / Consumer Secret, enter the Client Secret you saved in step 15f in Setting up the Google Drive API.
   6. Click Finish.
4. Save the profile.
5. Navigate to Setup > Integration.
6. Click Configure under Google Service Account Integration.
7. While keeping your KB open, go to: https://console.cloud.google.com/apis/dashboard
8. In the top left-hand corner, click the menu icon and navigate to IAM & Admin > Service Accounts.
   1. Click the email address to open the Service Account.
   2. Navigate to the Keys tab.
   3. Click Add Key and select Create new key.
   4. Choose JSON and click Create.
   5. After the file is downloaded, open it. 
9. Input the values from the Download JSON file that correlate to the fields in the Google Service Account Integration, being careful not to include quotation marks. 
10. Click Finish.

File with Versioning Fields

Finally, you need to create or reconfigure any File with Versioning Fields that you'd like to connect with Google. This is determined in the Field wizard.

1. Navigate to the configuration wizard of the File with Versioning field you plan to hold your Google Doc in. 
   1. Navigate to the Options tab.
   2. Under Application for direct editing, select Google Docs. This means that all Google Docs, as well as any .docx or .xlsx files, will be opened using the Google Suite.
   3. Click Finish.
2. In the table, open a file from the field you just modified using either View or Checkout.
   1. If you're asked to verify, click Continue.
   2. You may be prompted to share information with Agiloft. Click Select All.
   3. Click Continue.
3. Now that the file is open, log in to your Google Drive account.
   1. Locate a new folder called agiloft_documents and open it.
   2. Click Share in the top right corner.
   3. Add the Google account you used with the set up as an editor to this folder.
   4. Share the folder agiloft_documents with the Google Service account.
      1. Navigate to https://console.cloud.google.com/apis/dashboard.
      2. Click Select credentials.
      3. Copy the service account email ID, and add it as an editor for the agiloft_documents folder.

Your integration is now complete. You can open files directly in Google Docs from  Agiloft, as well as have any edits you make automatically synced across platforms.

Legacy Integration

This section describes the legacy Google Drive integration, which is less powerful and no longer recommended. These steps are included for you to reference if you already have this integration configured, and you need to troubleshoot that existing configuration.

Enabling Google Drive in File Fields

1. Open the file field wizard by navigating to [Setup Table] > Fields > [Edit the field].
2. Navigate to the Options tab.
3. Select Yes under Allow Google Documents.
4. Press Finish to save.

Managing Google Documents

To attach a document stored in Google drive:

1. Open the record where you want to attach a document, then locate the file field.
2. Click Attach/Manage.
3. In the Attachments window, choose one of the options in the External Source Google section:
   1. New Document/Spreadsheet/Presentation - enter a document name and click Create.
      1. Authenticate your Google login details. 
      2. Grant the necessary access rights to the system.
      3. In the document window that opens, create the new document. The document will be saved as you work. 
   2. Attach existing Doc/S/P - the Attachments window opens, and the docs list will be populated with all of the existing documents in your drive. This may take some time if you have a large drive folder. 
      1. You can search for documents by entering the name and clicking Search.
      2. Or select a document in the list.

      3. Or enter the URL of a document in your drive and click Find, then select the result. 

      4. You can also create new documents in this screen by selecting a document type under the Create New section and following the same steps as above. Then enter the new document's URL into the existing URL field and click Find. The new document will appear in the file list for selection. 
      5. Select the relevant document and click Attach.
   3. Upload Local File - click Choose File to select an Office or Google Docs file from your desktop.
      1. Click Upload.
      2. Authenticate your Google login details. 
   4. The new document will be saved in the Attachments file field, and clicking the attached file will open it in Google Docs. 

Disabling Google Drive in File Fields

If you do not want users to see the options to attach Google documents, you can disable the Google integration in the file field wizard. To do so:

1. Edit the file field in question by navigating to [Setup Table] > Fields > [Edit the field].
2. Navigate to the Options tab.
3. Select No under Allow Google Documents.
4. Click Finish.