Excited about Jive's new Google Drive integration? The team at Social Edge Consulting is too! We played with the integration to create this exhaustive document on its feature set and limitations, fueled by our own curiosity. We hope you will find it helpful.
This guide was not created or commissioned by Jive.
- Attribution does not appear in activity view
- Content not searchable by author
- The authentication account provided in setup will be the author of all synced comments and folder notifications
- Filenames can be repeated in Google Drive, but not in Jive
- Users must be a member of the group or following a project/space in order to interact with files
- Users may need to manually accept the Google Drive folder
- Native Google and Jive documents do not sync
Before you begin, ensure that Jive can share permissions with Google Drive by following this documentation.
The integration is configured from the Add-ons page of your community, NOT in the admin console. You need to have permissions to manage your community in order to access this page. To get there, click the avatar carrot and choose Add-ons from the dropdown.
Switch to the Storage Management tab.
Click the Add Integration button.
In the popup, choose GDrive for the Provider Type and enter a Display Name. This display name will appear next to the Google Drive icon when selecting the storage provider for a place.
After clicking Add, you will see the screen below.
This does NOT mean that the integration has been configured. Click the Edit Settings button to begin configuration. A new popup will appear. It may take a few moments to load.
Once loaded, click Authenticate to login with your Google Account.
MAKE SURE you are logged in using the correct Google profile. If you are using multiple sign-in, you should see an option to choose between your Google accounts. If you have logged in to the wrong account, click the Google account name in the upper-right corner and choose a different account or sign out.
Otherwise, click Accept. Once authorized, you should see this confirmation. Click Save.
After saving the authorization or when returning to the Google Drive settings from the Storage Management tab, you will see this page:
Controlling who can use the integration
If you wish to disable the integration without deleting it altogether, uncheck the Enable box. Or, if you want to enable the integration for select user groups only, untick the checkbox to start with a blank slate.
Clicking the Edit Settings button may ask you to reauthenticate. Again, make sure you are logged in via the current user. At this time, there are no settings to configure using this button.
The Permissions Groups Overrides section lets you change which user groups have access to the integration.
The permissions chosen in this section override the default settings. This means that you can exclude certain groups by adding them as an override with the checkbox unticked:
Or, to only allow certain groups to use the integration, leave the default box unchecked and enable particular groups as an override:
NOTE: We have noticed some inconsistency when using map overrides. Be sure to verify that permissions are performing as you'd expect.
In almost all cases, the User Mapping Options setting should be configured to its default, email address. This tells the integration how to link users' Jive accounts to their Google Accounts.
Make sure to click the Save button when finished.
Selecting a default storage provider
If you would like to use Google Drive as your default storage provider, go to the Storage Management homepage and choose it from the Select default storage provider dropdown. Before doing this, make sure to read the Limitations section far below. (Note: "Our Virtual Drive" is what I named the Google Drive instance above.)
Enabling Google Drive in a place
You must switch the storage provider for each group you wish to integrate with Google Drive if the default storage provider remains Jive. (See above.) You may make this change from the settings page, accessible by clicking Manage > Settings in the place header. Or, if you are creating a place for the first time, the settings page will appear after you configure the basic info in the Create Group popup.
Click the gear icon to open the Configure group features and activity popup. You can also click Change next to External file storage.
Choose your Google Drive instance and click Apply.
Click Save. If you receive a message in red indicating that the registration failed, this is either caused by an authentication error or a mismatch between your email address in Jive and your Google account. Try reauthenticating by clicking "Edit Settings" on the storage management page. Check to make sure your email address in Jive is the same as your Google address. If this does not fix the issue, delete the storage instance and create it anew. If you are still having trouble, please open a case with Jive.
Making sure your users are prepared
Because Jive is communicating with an external service, it needs to know which users have permission to access content that is stored in Google Drive. Therefore, everyone accessing the group or space must be a member of (or, in the case of spaces and projects, following) that place. Even if users can see the files uploaded to a place, they must be part of that place's "roster" in order to gain access through Google Drive. If they try to upload a document in that place using Jive, they will receive an error.
Once they are "on the roster," they should automatically receive an email in their Google account notifying them that they've been asked to join a shared folder. The integration creates a new folder for each place configured to use Google Drive. The folder names are preceded by the place type in brackets:
Note that users may need to click into the folder and choose Add To Drive in order to confirm. This extra step is important, so let your users know when inviting them to the group that there is a follow-up step.
If you are successfully added to the folder, it will display as a shared folder in your Drive. Here is what my collection looks like. Note that the space folder is different. This is because I am the only person in this space, so the folder is not shared with anyone.
Uploading a file
Chose Actions > Uploaded File to upload a file. This is the ONLY content type that syncs between the two services; attachments and native Jive documents do not sync with Google Drive. This also means that collaborative documents created in Google Drive will not appear in Jive. You should see a confirmation that the file will be be stored in Google Drive in the location selection box.
When uploaded in Jive, the author will be handled as follows:
|In Jive||In Google Drive|
|Author of file||Jive user||Google account associated with authenticatication during setup|
When comments are made in Jive, the comments will be handled as follows:
|In Jive||In Google Drive|
Comment from account associated with authentication during setup in the form:
(Posted on behalf of [Jive user's email] - [Jive user's name])
[Comment from Jive]
In Google Drive
Files can be uploaded to Google Drive via the browser app or using the helper app available for Mac and Windows. This app syncs the folders to your hard drive, so files added to those folders will also sync to the web. (Read more about Google Drive here.)
When uploaded from Google Drive, the author will be handled as follows:
|In Jive||In Google Drive|
|Author of file|
Ghost account with attribution in the form:
created by GDrive on behalf of [user's name]
Clicking GDrive opens the folder. The user's name is not clickable.
The user's name is not indexed as part of Restrict results by author
Google account of uploader
When comments are made in Google Drive, the comments will be handled as follows:
|In Jive||In Google Drive|
Google account of commenter
If the file is modified by a different user in Jive, the author line will read:
Created by GDrive on behalf of [user's name] on [Date], last modified by [user's name] on [date]
Changes sync in both directions. When a file is changed in Jive, it should automatically update in Google Drive — even if the "minor edit" toggle is checked. Changes made in Google Drive may take a few more seconds to appear in Jive.
Updating files in Google Drive
If you plan to make modifications to files hosted in Google Drive, we suggest using the Google Drive helper app to sync files from your computer to the cloud. If you try to upload a modified file with the same filename to Google Drive via the web interface, it will just create a duplicate. This duplicate will NOT appear in Jive. If you instead open and save a file in Google Drive using a synced folder on your computer, it will replace the current version and keep track of previous revisions.
Below are a few limitations to bear in mind during use or when considering switching your storage management to Google Drive. The rightmost "Status" column will be updated if these limitations are ever addressed or revised. Many of the limitations below are repeated from above sections.
Attribution does not appear in activity view
Only the ghost account (GDrive) will appear in activity view. If you click into the file, you will see the "on behalf of" language in the byline
Content not searchable by author
If you run an advanced search by filtering content by its author, files uploaded through the Google Drive ghost account on behalf of a user will not appear when that user is specified
The authentication account provided in setup will be the author of all synced comments and folder notifications
During setup, the integration asks for a Google Account. The specified account owns the integration, so any content or comment added to Google Drive from Jive will be authored by the authorized account. Comments will have an attribution to the Jive user, but files will not.
Additionally, folder notifications that are sent when a user joins a Drive-integrated place (or when the place is switched to Drive) will come from the authorized user.
|As a workaround, we suggest creating a Google account just for this authorization, e.g. email@example.com.|
Filenames can be repeated in Google Drive, but not in Jive
|If you try to upload a modified file with the same filename to Google Drive via the web interface, it will just create a duplicate. This duplicate will NOT appear in Jive.||This is most likely by design.|
|A Google account cannot have more than one Jive instance configured for the integration||If you have multiple Jive communities, you may not be able to use the same Google account to authenticate. T|
Users must be a member of the group or following a project/space in order to interact with files
|The files are read-only (in Jive) for non-members. If you try to upload a file to a group that you do not have access to, you will get an error.||We suggest making all Drive-integrated group "members only" for this reason.|
Users may need to manually accept the Google Drive folder
|To successfully complete the folder joining process, users may need to click into the folder in their email and accept the invite. This means you must regularly use the Google account's inbox.|
|If you remove the Google Drive integration from a group, it may behave erratically||This is from Jive's warning when an attempt is made to remove the integration.|
Native Google and Jive documents do not sync
|Only uploaded files will sync between the two. This means synchronous editing with Google's popular Documents feature is not included with the integration.||You can edit documents in Google and then convert them to files once complete.|
|Place names for Drive-integrated places cannot be changed|
If you try to change the name of a place, this error will appear:
The requested action could not be completed due to an error syncing member permissions on your external storage provider. Please try again. If this error persists, please contact your community administrator.