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.
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.
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
Click on the Try it button.
You would get the Here's what's coming up screen. Click on the Get started button.
Connecting Google Docs and Document360 in Zapier
Step 1 - Connect Google Docs
- Click on the Connect a new account button and key in your credentials on the new access window. Click on the Allow button
- Click on the Next button
- Find the folders list retrieved from your connected Google Drive account
- Choose the desired folder and click next
- Zapier runs a test to make sure the trigger is correctly configured
- Create a Google Doc inside the selected folder and test the trigger
Step 2 – Connect Document360
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
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
- Head back to the pop-up window, paste the API token in the field, and click on Yes, continue
- 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
Select the fields you want to edit in Document360
- Select the checkbox of the required field(s) you want in the map fields window
You cannot deselect the fields with the Required tag.
- Click Next
Map fields from Google Docs into Document360
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.
- Click on the required field and select the desired option
After you map all the required fields, the Next button is enabled.
- Click on Next
Step 4 – Test Zap
- 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)
- Click on the Send test button
- If successful, you would get the message “Test Article sent! Check your Document360 account to view it.’’
- 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
- 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.
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
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
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.