Google Docs

The Google Docs Airdrop facilitates the import and synchronization of documents, groups, and user permissions from Google Docs to DevRev, streamlining documentation workflows and improving collaboration.

Set up the Google Docs connection

To establish the connection between Google Docs and DevRev, follow these steps:

Admin flow

In the admin flow, administrators can import:

• Documents
• Groups
• Users
• Permissions

This flow does not require any prerequisites for non-admin users attempting import after the admin has set up groups, users, and permissions.

Non-Admin flow

For non-admin users who initiate the import before the admin setup, they can import Groups, Users, and Permissions by fulfilling these prerequisites:

• Obtain the customer ID from the Google Cloud Identity Documentation.

• Enable contact sharing in directory settings, following guidelines provided by Google.

• Ensure the following scopes are added:

  • https://www.googleapis.com/auth/cloud-identity.groups.readonly: Required for groups and group members.
  • https://www.googleapis.com/auth/directory.readonly: Required for the People API.

These steps are necessary only if a non-admin initiates the import before an admin has imported the necessary users, groups, and permissions.

Supported objects

Below is a list of Google Docs objects and their corresponding DevRev equivalents:

Import from Google Docs

To import documents from Google Docs, follow these steps:

1. Go to the DevRev Marketplace and locate the Google Docs entry in the Airdrop category to install it.
2. After installation, access the Airdrop section within your DevRev settings to configure the snap-in.
3. Set up a new connection to your Google account or use an existing one. Ensure that you have selected the required API scopes.
4. Select the Google Docs account you want to import from and specify the appropriate DevRev parts for the imported documents.
5. DevRev attempts to automatically map fields from Google Docs to DevRev. Manual mapping may be required for unmatched fields.

The duration of the import depends on the size of the Google Drive and the data being imported. It can take seconds for an account with only a few dozen documents to a few hours for an account with tens of thousands of documents.

For a Google file to be imported into the knowledge base with Airdrop, it must have Can find in search results in the sharing settings.

Error handling and syncing

• Periodic Synchronization: Ensure ongoing data syncs so that any updates in Google Docs are accurately reflected in DevRev.
• Handling Failures: Log mismatches in permissions or sync errors responsibly, using retry mechanisms to address Google API rate limits.

Post import options

After a successful import, you have the following options available for the imported account:

• Sync to DevRev

  This option allows you to synchronize any modifications made in Google Docs with the corresponding items previously imported into DevRev. It also creates new items in DevRev for any document in Google Docs after the last sync or import.

• View Report

  This option allows you to access detailed information about the initial import and any subsequent syncs performed.

• Delete Import

  If you want to remove the import and all data that were imported from Google Docs into DevRev, you can use this option.

• Edit Connection

  Use this option to change the connection used for any subsequent actions. It can be helpful if a connection becomes inactive or the user who established it is no longer available.

Sync to DevRev

After a successful import from Google Docs, you can choose to sync the imported data with DevRev. This feature imports any docs and users, and any changes made to previously imported items from Google Docs.

To perform a one-time sync to DevRev, follow these steps:

1. Go to Settings > Integrations > Imports.
2. Locate the previously imported project.
3. Select the ⋮** > **Sync Google Docs to DevRev option.

A one-time sync may overwrite fields in previously imported items, even if they were modified in DevRev.

Historical imports

To view currently running and previous imports from various sources, do the following:

1. Go to Settings > Integrations > Imports.
2. Select the import you want to view.
3. Click on the context menu (⋮) and select View Report.

Periodic sync

After successfully importing to DevRev, you have the option to enable a periodic sync. This allows for automatic synchronization with DevRev on a regular basis. By default, the sync occurs once an hour.

To configure periodic sync, follow these steps:

1. Go to Settings > Integrations > Imports.
2. Locate the previously imported project.
3. Select the ⋮ > Set Periodic Sync option.

The Enable automation for synced items setting is optional and can be activated during periodic sync configuration. When enabled, newly created or updated items trigger events, which can initiate webhooks, notifications, snap-ins, and other processes, as if the events originated directly in DevRev.

If this setting is disabled, updates do not trigger any event-driven processes. This behavior applies only to periodic syncs; no events are triggered during a first-time import or manual sync to or from DevRev.

Delete import

This deletes any content created by the import, including users, groups, members, and articles.

An import and all the content it creates can be deleted from DevRev. This can be useful when running POCs or to change the recipe used during the import. Once an import has been deleted, all the content it created gets deleted, even if they were modified in DevRev. It's possible to import the project again after its deletion.

To delete an import and all the content it created, go to Settings > Integrations > Imports, find the previously imported project, and select ⋮ > Delete Import.