Update remote site settings
Before your account can be integrated, the system admin has to update the remote site settings in Salesforce. To do so, follow the steps below.
1. Go to Salesforce > Setup > Installed Packages > Simpplr > Post Install Instructions. Click view.
2. Scroll down until you see Google. Press Click here for each listed URL for Google. Your remote site settings have now been updated.
Enable Google Drive on your app
To link Google Drive folders to a Simpplr Site, Google Drive must be integrated with Simpplr. To integrate Google Drive, follow the steps below:
1. In Simpplr, go to Manage> Manage application > Integrations > File Management.
- Check the Google Drive box.
3. You’ll see the option to Sign in with Google. Click it, enter your credentials, and you’ll be prompted to sign in to Google Drive with your admin account.
Note: If Google Calendar is already connected under Manage Application, use the same service account to connect Google Drive.
4. After clicking Sign in with Google, Google Drive for Simpplr will request access to your Google Drive Account. Click Allow.
- Click Save. Google Drive is now connected to your app.
If Google Calendar integration is already enabled, the domain for Google Drive should match the domain used for Google Calendar.
Updates to your service account
Application root folder
When Google Drive has been enabled on your app, an application root folder will automatically be created in Google Drive’s service account.
- The folder’s name is [*app name*] root.
- The folder will only be accessible through Google Drive’s service account.
- The folder is used to define search parameters when searching for Google Drive files and folders that are linked to Simpplr.
When Google Drive has been enabled on your app, an all-company group will automatically be created in Google Drive’s service account.
- Like the root folder, this is also used to define search parameters when searching for Google Drive files and folders that are linked to Simpplr.
- When users are connected to Google Drive, they’re automatically added to the all-company group and can access Google files and folders that have been linked or added to public sites.
To access the Google files and folders that have been linked or added to private sites, the user must be a member of the private site and must be a member of the all-company group.
Enable Google Drive for a user
To access Google Drive files, it has to be enabled on a user’s account. To enable Google Drive for a user, follow the steps below:
1. Go to Settings > External Apps.
2. Next to Google Drive, click Sign in with Google and enter your credentials. Click Allow to give Simpplr access to your Google Drive account.
Note: The credentials should match the Manage Application domain. Also, if you’ve already connected Google Calendar, use the same account to connect to Google Drive.
Select Google Drive folders as site storage
To link Google Drive folders to a Site where Google Drive has been integrated, you must select Google Drive as the Site’s file storage. To do so, follow the steps below:
Note: Only a Site Owner can adjust file storage for a Site. If you can’t see the below options, you may not be the Site Owner.
1. In your Simpplr Site, go to Manage Site > Setup > External Files.
2. In the dropdown, select Google Drive. You can only select one storage option per Site.
Link Google Drive folders to site
Once Google Drive has been selected as file storage for a site, a folder named Google Drive Files will be automatically created in the Files tab. To add more folders to your site, follow the steps below:
Note: All site owners and Managers can link folders to a site, as long as they’re connected to Google Drive and the site is connected to Google Drive.
1. In your Simpplr site, go to Files.
2. Click on the Google Drive files folder.
3. Click Link Google Drive Folder. If you can’t see this option, you may need to create a new Google Drive folder first.
Note: You can also Create New Google Drive Folder. Doing so will create a new folder directly in Google Drive. If you create a new folder inside another folder, the permissions will be inherited from the parent folder. However, you can only create a folder inside another folder if the parent folder is linked.
4. Select the folder you wish to link to the Simpplr site from your document library.
5. The folder is now linked to the Simpplr site. You can view the folder in Manage Site > Files.
Note: You can also unlink folders. Any folders unlinked are removed from the site root folder. The permissions for the folder are removed from the site group.
Notes on Linked Files and Root Folder
- If a site’s owner or manager leaves your company, the site’s files will be unchanged. Ownership of the files in the file storage account will need to be given to another user (by the site owner or admin), as long as that user is connected to the same storage account (like Google Drive). The new site owner will be given the root folder in their storage account, including the sub-folders contained in the root folder. If the new owner isn’t connected to the same file storage software, the original owner will receive a warning. They must choose another user, or the new designated owner must connect their account to the file storage software.
- If you are no longer allowed access to a file in the file storage account (like Google Drive), you’ll get a 404 when clicking on a file and routing to File Details in Simpplr.
- Permissions for non-site members differ slightly for public and private sites. Non-site members can access folders added to your storage account on public sites, but not on private sites.
Site root folder
- The root folder is saved to the site owner’s storage account. For example, if integrated with Google Drive, the folder would be saved to Google Drive - My Drive.
- The root folder can’t be deleted or renamed. In Simpplr, you can only link and create storage account folders inside this folder.
- Files can be moved freely between folders and sub-folders contained in the site root folder. No files can be moved outside the root folder.
- Even if the site is deactivated, the root folder will remain in the site owner’s storage account. If the site is reactivated, the folder will automatically be re-linked.
- If the site owner becomes a site member, the new site owner will receive the site root folder in their file storage account. The previous site owner will no longer have the root folder in their file storage account.
- This folder acts the same as any other folder in the owner’s storage account.
Caution: we strongly recommend that you don’t make any changes to this site root folder in your storage account. Any changes may affect the root folder in Simpplr.
Google Drive Folders and Files
To view the files linked to your Simpplr site, go to Files. In Files, you’ll see your site’s folders. Click a folder to view its files. If you’ve integrated file storage software, like Dropbox or Google Drive, the folders you linked will also be listed here. For example, this site is integrated with Google Drive:
Add files to content
You can use the File Manager to add Google Drive files to your content.
- Google Drive files can be added to Content if the Site is connected to Google Drive and the user is connected to Google Drive, excluding the File's Shortcuts.
- When attaching a Google drive file in Content, the search results will be returned from the linked My Drive Folders only on the basis of Access Management configuration.
- The non-public sites of which you’re not a member, won’t be returned in search.
- Sites which have linked Google Drive folders will be shown in the File Manager listing.
Add files to feed posts
Via File Manager, any Google Drive files accessible to the user can be added to Feed Posts (excluding the file's shortcuts) from within the linked folder. When attaching a Google Drive file in Feed (including Home Feed), the search results will be returned from the linked My Drive Folders only on the basis of Access Management configuration, and will include all Google Drive files that are linked in Simpplr.
Search for files
Linked Google Drive files can be searched for using your app's global search bar.
View files in Google Drive
You can view files in Google Drive. Just click the drop-down next to the listed file.
- Clicking View in Google Drive will open a new tab.
- If an org uses Simpplr permissions, and the user views a file from the File Detail Page that they would not otherwise be able to view in Google Drive, they won’t be able to view the file in Google Drive.
You can remove attached files by going to the Content Details screen and clicking the X next to the file.
Link and create folders
If your site has integrated file storage, like Google Drive, you’ll see two options above the listed folders:
- Link folder
- New folder
In the site shown above, clicking Link Google Drive folder will link a new folder from Google Drive to the site. You’ll be prompted to select the document library.
Clicking the New Google Drive folder will create a new Google Drive folder. This folder will be created directly in your Google Drive, not in Simpplr. You’ll be prompted to enter a folder name.
Note: Only site owners and managers can create new folders in the site root folder. It isn’t possible to create new versions of Google Application files (Google Docs, Google Sheets, etc.). Deleting files and folders must be done in Google Drive.
Under the site search bar, you’ll see the option to drop in files or Select from your computer. Here, you can drop the files you’d like to upload to the site.
If you click Select from your computer, you’ll be prompted to search your computer for the file you want, and click Open to upload.
File details screen
Clicking on a file in a post or in the Files tab of your site will bring you to the File Details screen.
This screen gives you many of the same options as the Options dropdown in the Files tab. You can:
- Like the file
- Favorite it
- Share it
- You can share files with public and private sites. When you click share, you'll have the option to copy the link to the file. If you share a file to a private site, it will only be shared to the feed of that private site. If you share it with a public site, you’ll have three sharing options:
- A user
- Another site
- Version history
- Add new version
- Download it
- Preview the file
Note: The share option in the file options menu and file details page will be hidden if feed mode is not set to Timeline, comments on content and feed posts. Also, if you are no longer allowed access to a file in the Google Drive, you’ll get a 404 when clicking on a file and routing to File Details.
Changing site ownership
If a site’s owner or manager leaves your company, the site’s files will be unchanged. Ownership of the files in the file storage account will need to be given to another user (by the site owner or admin), as long as that user is connected to the same storage account (like Google Drive). The new site owner will be given the root folder in their storage account, including the sub-folders contained in the root folder. If the new owner isn’t connected to the same file storage software, the original owner will receive a warning. They must choose another user, or the new designated owner must connect their account to the file storage software.