Google Drive + Document360
  • 01 Oct 2021
  • 3 Minutes to read
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Google Drive + Document360

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Many organisation's files are either stored on a centralized or decentralized file management system. Most of the time it is either one of the big players like Google, Microsoft, or an in-house fIle management system.

Use-Case

For instance, you are a company who is very much engaged and integrated with the Google environment and app. You have chosen Document360 to be your Knowledge base platform. But you have writers or team members who use Google Drive as repository for all your documents in the form of docs. You might need to store all the articles in your Document360 knowledge base into your Google drive.

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


Workaround

As a workaround, you can use Zapier integration to bridge this gap. By connecting Google Drive 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-drive/478507/create-text-file-backups-on-google-drive-from-new-articles-in-document360

And click the Try this template button. In the following window, click the Get started button

1_Screenshot_Zapier-Google-Drive-Zap-Template


Connecting Google Drive and Document360 in Zapier

Step 1 - Connect Document360

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

2_Screenshot_Connect-Document360

  1. 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 2- Connect Google Drive

3_Screenshot_Connect-Google-Drive

  1. Click on the Connect button and enter your Google credentials on the new access window
  2. Click Allow button

4_Screenshot_Authorise-Google-Drive

  1. Click on Next
  2. In the next window choose My Google Drive as the drive you want to use. Click on Next
  3. In the next window, choose your Google Drive folder where you want to store the Document360 articles

5_Screenshot_Google-Drive-Folder

Step 3 - Customize Zap

  1. Map the required fields from Document360 into Google Drive
  2. By default, the Zap template would be
    • Title in Document360 → File name in Google Drive
    • Article content in Document360 → File content in Google Drive
  3. However, you have a plethora of other options to choose from (depending upon your business requirements)
  4. Click on the Next button
  5. In the next window, Choose True if you wish to convert the document into an editable document

6_Screenshot_Google-Drive-configuration

  1. Click on the Next button

Step 4 – Test Zap

  1. Once you have configured the actions, the Zap needs to be tested to make sure it’s configured correctly
    (Zapier would create an article on Google Drive to make sure everything works)
  2. Click on the Send test button
  3. If successful, you would get the message “Test item sent! Check your Google Drive account to view it.’’

7_Screenshot_Zap-test-success

  1. Click on the Next button

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.

8_Screenshot_Zap-turn-on

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

Finally, click on the Turn on Zap button

9_Screenshot_Manage-zap(1)

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 Drive+Document360 Zap overview page.

Created Zap overview

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

10_Screenshot_Zap-oevrview

Zap runs

Whenever a new article is created in Document360, then zap runs automatically to create a file in Google Drive.


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