Google Docs + Document360
  • 11 Nov 2022
  • 4 Minutes to read
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Google Docs + Document360

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Many organizations around the world use Google Docs as a document management tool. Google as a platform offers a more integrated environment, where managing multiple forms of documents and files is rather easy.


Use-Case

You have chosen Document360 as your Knowledge base platform. Your company works with multiple external vendors for content contribution. Google makes for a good collaboration platform, but you have the task of adding the articles created on Google Docs onto the Document360 knowledge base. Yes, it can be done manually, but it takes more effort, is time-consuming, and the probability of the mishap is high.

Currently, there is no direct integration option available between Google Docs and Document360 from either of the platforms.


Workaround

As a workaround, you can use Zapier integration to bridge this gap. By connecting Google Docs and Document360 on Zapier, you can easily facilitate the content flow between these platforms.

Ensure that you have logged into your Zapier account. Go to the URL https://zapier.com/apps/document360/integrations/google-docs/463374/create-document360-articles-from-new-documents-in-google-docs

1_A_Screenshot-Google_Doc_and _Document360_Try_it_screen

Click on the Try it button.

You would get the Here's what's coming up screen. Click on the Get started button.

1_Screenshot-Google_Doc_and _Document360_getting_started


Connecting Google Docs and Document360 in Zapier

1_B_Screenshot-Google_Doc_and _Document360_workflow

Step 1 - Connect Google Docs

  1. Click on the Connect a new account button and key in your credentials on the new access window. Click on the Allow button

2_Screenshot-Google_Doc_and _Document360_Authorize_window

  1. Click on the Next button
  2. Find the folders list retrieved from your connected Google Drive account
  3. Choose the desired folder and click next
  4. Zapier runs a test to make sure the trigger is correctly configured
  5. Create a Google Doc inside the selected folder and test the trigger

Step 2 – Connect Document360

  1. Click on the Connect to a new account button and a new pop-up window would open with an API token field to connect with the knowledge base project

  2. You can obtain the API token from the Document360 portal

API token generation

Obtain the Zapier token (API key) generated from the Document360 portal (Settings → Knowledge base portal → Extensions → Team collaboration), click on the generate icon, and copy the token by clicking on the copy button
1_Screenshot-Generating_API_token_from_Document360

  1. Head back to the pop-up window, paste the API token in the field, and click on Yes, continue

6_Screenshot-Connect_to_Document360_API_token_window

  1. You can find the connected Document360 project on the Connect your Document360 account page. Click on Next

If you wish to configure a different account later, you can do that by clicking on Reconnect or Connect a new account


Step 3 - Customize Zap

10_Screenshot-Select_the_fields_google_drive

Select the fields you want to edit in Document360

  1. Select the checkbox of the required field(s) you want in the map fields window

You cannot deselect the fields with the Required tag.

  1. Click Next

Map fields from Google Docs into Document360

11_Screenshot-Map_the_fields_google_drive

Map all the required fields:

  • Title - By default, Title in Google Docs is selected here. However, you have a plethora of other options to choose from (depending upon your business requirements)

  • Content - By default, Content in Google Docs is selected here. However, you have a plethora of other options to choose from (depending upon your business requirements)

  • Version - Choose the desired version in the knowledge base project, you want the article to be created in

  • Language - Choose the desired language in the selected version, you want the article to be created in

  • Category - Choose the desired category in the selected language, you want the article to be created in

  • Publish - Choose True for the article to be published. Choose False for the article to be in draft state.

  1. Click on the required field and select the desired option

After you map all the required fields, the Next button is enabled.

  1. Click on Next

Step 4 – Test Zap

12_Screenshot-Test_the_zap_google_drive

  1. Once you have configured the actions in Document360, the Zap needs to be tested to make sure it’s configured correctly
    (Zapier would create an article on Document360 to make sure everything works)
  2. Click on the Send test button

13_Screenshot-Test_zap_sent_google_drive

  1. If successful, you would get the message “Test Article sent! Check your Document360 account to view it.’’
  2. Visit your Document360 knowledge base portal and, you can find the article with the title as the Doc file name on the connected Google Docs, under the desired location you have previously selected
  3. Head back to the Zapier setup window and click on Next

Step 5 – Turn on Zap

Now that the Zap has been tested and made sure it works fine, review/edit the settings before turning on the Zap.

7_Screenshot-Google_Doc_and _Document360_turn_on_zap

You can edit the settings configured on the trigger Google Docs and the corresponding action of the new article in Document360

Finally, click on the Turn on Zap button

8_Screenshot-Google_Doc_and _Document360_manage_zap_page

You would get a success message window stating Your Zap is on. You can click on the Manage your Zap button to go to your Google Docs+Document360 Zap overview page.


Created Zap overview

Create articles in Document360 from new Google Docs file

You can view and edit the information about your created Zap on the Zap overview page

9_Screenshot-Google_Doc_and _Document360_Zap_overview_page


Zap runs

Each time you create/add a Doc in the connected folder on your Google Docs, an article is created in the desired location of your Knowledge base. The new article can be in draft or published status as per the set configuration. The title and content of the article are imported as per the set configuration.


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