SafeBase's Google Drive Sync feature is available for customers on paid plans only. It is currently in a BETA state and feed back is quite welcome. Please reach out to support@safebase.io to enable the feature.
Overview
SafeBase's Google Drive Sync feature allows organizations to sync folders from Google Drive to the Trust Center's Trust Library, and provides a few key benefits:
Time Savings: Eliminate the need to upload documents to both Google Drive and SafeBase.
Streamlined Workflow: Keep the Trust Library up-to-date with minimal effort.
By syncing the Trust Library with Google Drive, organizations can ensure that critical security and compliance documentation is uploaded quickly and stays up to date automatically.
Prerequisites
Please ensure the following before enabling the Google Sync feature:
Ensure that the content that need to synced is in a Shared Drive in Google Drive.
Setup a service account that doesn't belong to a single person.
This ensures that no access to the Shared Drive is lost should someone in the organization go on vacation or leave the company.Make sure that the account used to authenticate the integration, has access to the Shared Drive with all of the documents needed to sync.
Note: The Google Drive integration only recognizes shared drives. It does not recognize personal drives, shared folders, or “shared with me” items.
Configuring The Integration
Access the Trust Center as an Admin and navigate to the Settings > Integrations
Click the "Connect" button.
For a first time setup, Click “New Authentication”.
Ensure pop-ups are allowed for this site in the browser and select an account with which to authenticate. If a service account will be used to manage this integration, authenticate using the service account.
Click “Finish”.
Click the Gear Icon next to the integration to select a Shared Drive. SafeBase currently only supports one drive at a time.
Select the Shared Drive to sync from
Note: Documents can only be synced from Shared Drives. Please ensure that content is shared in the drive before proceeding.
Choose the specific folder(s) that contain the files to sync.
Click "Next."
Note: Selecting a folder will only sync the files within that immediate folder. It will not automatically sync files contained in subfolders. To sync files in subfolders, add those subfolders separately.
Choose a "When to Update" option: automatically or only on-demand.
Click "Save and sync" to complete the setup.
Once the sync is complete, the synced files will be available in the Documents section of the Trust Center. Users can now manage details, add metadata, and link them to items in Trust Center.
Managing the Sync
To re-access Sync Settings, navigate to the integration and click the gear icon.
To modify synced folders, add new folders or remove existing ones from the sync.
To switch to syncing to another Shared Drive, click the Back button at the bottom of the integration modal. Or, when selecting folders, click the "Drives" breadcrumb link in the upper right. Then click "Select a different drive."
Note: If a folder is removed or no longer synced, any associated documents will need to be manually deleted from the Trust Center Documents section. Removing a folder only stops future syncing; it doesn't delete existing content.
Best Practices & Tips
The documents to sync must be in a Shared Drive in Google. This is different from a shared folder and a personal drive. To see shared drives, open Google Drive and click the Shared Drives option in the navigation bar. This will show a list of drives to connect to.
Use a service account when configuring the integration: SafeBase recommends creating (or using an existing) service account to establish the integration between SafeBase and Google Drive.
The Google Drive Sync does not sync content in subfolders: The Google Drive sync does not automatically sync documents from subfolders. If the Drive has subfolders, select each subfolder for the sync.
The Google Drive Sync will sync all supported files within selected folders: The Google Drive sync will sync all files in the folder(s) that have been selected, of the document types SafeBase supports.
Accepted file types:
avif,csv,doc,docx,gif,jpeg,jpg,json,pdf,png,svg,tiff,txt,webp,xls,xlsb,xIsm,xlxx,zipNative Google Drive file types (Docs, Sheets, Slides) are not supported - you must convert these files types to one of the supported types listed before they will sync
Specific files cannot be chosen
Start by initiating the syncs manually: To avoid documents being “accidentally” updated by the Google Drive sync, we recommend starting with the “Only when requested” option in the sync settings. This allows organizations to verify the state of the synced folders and files before executing a sync.
The Google Drive Sync is meant to ingest documents and keep them up to date, not remove documents from SafeBase: The Google Drive is a one-way sync from Google to SafeBase that is meant to bring documents into SafeBase and keep them updated.
Deleting a file from a Google Drive folder will not delete it in SafeBase.
Additionally, un-mapping a folder from the integration will not automatically remove the file from the Documents in SafeBase. In both cases, the user will need to find and manually delete a document from SafeBase if they want to remove it.