Google Drive Integration: Everything You Need To Know

Version 6

    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.

     

    Ben Zweig | Creative Specialist at Social Edge Consulting

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    Setup

     

    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.

     

    Screen Shot 2014-02-03 at 6.06.09 PM.png

    Switch to the Storage Management tab.

    Screen Shot 2014-02-03 at 6.09.14 PM.png

    Click the Add Integration button.

    Screen Shot 2014-02-03 at 6.10.11 PM.png

    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.

     

    Screen Shot 2014-02-03 at 6.11.19 PM.png

    After clicking Add, you will see the screen below.

    Screen Shot 2014-02-03 at 6.13.53 PM.png

    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.

    Screen Shot 2014-02-03 at 6.15.44 PM.png

    Once loaded, click Authenticate to login with your Google Account.

    Screen Shot 2014-02-03 at 6.17.23 PM.png

    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.

    Screen Shot 2014-02-03 at 6.49.40 PM.png

    Configuration

     

    After saving the authorization or when returning to the Google Drive settings from the Storage Management tab, you will see this page:

     

    Screen Shot 2014-02-03 at 6.51.52 PM.png

    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.

    Screen Shot 2014-02-03 at 6.52.35 PM.png

    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.

    Screen Shot 2014-02-03 at 6.54.10 PM.png

    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:

    Screen Shot 2014-02-03 at 7.00.12 PM.png

    Or, to only allow certain groups to use the integration, leave the default box unchecked and enable particular groups as an override:

     

    Screen Shot 2014-02-03 at 7.01.45 PM.png

    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.

     

    Screen Shot 2014-02-03 at 7.04.39 PM.png

    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.)

     

    Screen Shot 2014-02-03 at 7.05.44 PM.png

     

    Use

     

    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.

     

    Screen Shot 2014-02-03 at 7.09.30 PM.png

    Click the gear icon to open the Configure group features and activity popup. You can also click Change next to External file storage.

    Screen Shot 2014-02-03 at 7.13.36 PM.png

    Choose your Google Drive instance and click Apply.

    Screen Shot 2014-02-03 at 7.15.16 PM.png

    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:

     

    Screen Shot 2014-02-03 at 7.39.49 PM.png

    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.

    Screen Shot 2014-02-03 at 7.42.10 PM.png

     

    Uploading a file

    In Jive

     

    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.

    Screen Shot 2014-02-03 at 7.51.11 PM.png

    When uploaded in Jive, the author will be handled as follows:

     

    In JiveIn Google Drive
    Author of fileJive userGoogle account associated with authenticatication during setup

     

    When comments are made in Jive, the comments will be handled as follows:

     

    In JiveIn Google Drive
    CommentJive user

    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 JiveIn Google Drive
    Author of file

    Ghost account with attribution in the form:

    created by GDrive on behalf of [user's name]

    Screen Shot 2014-02-04 at 3.26.22 PM.png


    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 JiveIn Google Drive
    Comment

    Ghost account ("GDrive") with no attribution to the commenterScreen Shot 2014-02-04 at 3.30.54 PM.png

    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]


    Syncing behavior


    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.

     

     

    Limitations

     

    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.

     

     

    LimitationDescriptionStatus

    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

    Screen Shot 2014-02-04 at 3.33.58 PM.pngScreen Shot 2014-02-04 at 4.07.14 PM.png

    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

    Screen Shot 2014-02-04 at 4.10.05 PM.png

    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. drive@mycompany.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 integrationIf 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.