Google Drive
Sync documents from Google Drive into your AI SmartTalk knowledge base and automate file operations with SmartFlow actions. Similar to SharePoint, but for Google Workspace users.
Overview
The Google Drive integration enables you to:
- Connect your Google Drive via secure OAuth
- Sync documents from selected folders to your knowledge base
- Process Google Docs, Sheets, PDFs, and more
- Automate file operations with SmartFlow actions
Prerequisites
Before you begin, ensure you have:
- An active AI SmartTalk account
- A Google account with Google Drive access
- Folders containing documents you want to sync
Step-by-Step Setup
Step 1: Connect Your Google Account
- Log into your AI SmartTalk account
- Navigate to Settings → Integrations
- Find Google Drive and click Connect
- Google OAuth window opens
- Select your Google account
- Review and accept permissions
Permissions requested: AI SmartTalk requests read-only access to your Drive files. We never modify or delete your documents.
Step 2: Browse and Select Folders
After authorization, you'll see your Drive structure:
- My Drive: Your personal files
- Shared Drives: Team drives you have access to
- Shared with me: Files others have shared
Navigate and select folders to sync:
- Click folders to expand
- Check boxes to select folders for sync
- See file counts for each folder
Step 3: Configure Sync Settings
| Setting | Description |
|---|---|
| Include subfolders | Sync nested folders recursively |
| File types | Filter by type (Docs, Sheets, PDFs, etc.) |
| Sync frequency | One-time or scheduled |
Step 4: Start Initial Sync
- Click Start Sync
- AI SmartTalk downloads and processes documents
- Progress bar shows status
- Documents appear in your Knowledge section
Step 5: Verify the Import
- Go to Knowledge in AI SmartTalk
- Documents show with Google Drive icon
- Test your AI by asking about document content
Supported File Types
| File Type | Processing |
|---|---|
| Google Docs | ✅ Full text extraction |
| Google Sheets | ✅ Cell data and structure |
| Google Slides | ✅ Slide text content |
| ✅ Text extraction + OCR | |
| Word (.docx) | ✅ Full text and formatting |
| Excel (.xlsx) | ✅ Tabular data |
| PowerPoint (.pptx) | ✅ Slide content |
| Plain text (.txt) | ✅ Direct import |
| CSV | ✅ Structured data |
| Images | ❌ Not processed (unless OCR enabled) |
SmartFlow Actions
Google Drive exports powerful SmartFlow actions for file automation:
Available Actions
| Action | Description | Parameters |
|---|---|---|
| Sync Folder | Trigger folder sync | folder_id |
| Upload File | Upload new file | folder_id, file_content, file_name |
| Create Folder | Create new folder | parent_id, folder_name |
| Get File | Retrieve file content | file_id |
| List Files | List folder contents | folder_id, file_type |
| Search Files | Search by name/content | query, folder_id |
Example: Document Sync on Schedule
Automatically sync your documentation folder daily:
Workflow: Google Drive Daily Sync
Trigger: Scheduled (Daily at 3:00 AM)
Actions:
- Google Drive - Sync Folder:
Folder ID: 1ABC123xyz...
Include Subfolders: true
- Email Notification:
To: admin@company.com
Subject: Drive sync completed
Example: Upload Report from SmartFlow
Generate and upload a report automatically:
Trigger: Scheduled (Monthly on 1st)
Actions:
1. Generate Report:
Type: Monthly Summary
Format: PDF
2. Google Drive - Upload File:
Folder: Reports/Monthly
File Name: report-{{current_month}}.pdf
Content: {{generated_report}}
3. Send Email:
Subject: Monthly report uploaded
Body: "Report available in Google Drive"
Use Cases
Company Documentation
Sync internal docs for team questions:
- "What's our vacation policy?"
- "Where can I find the brand guidelines?"
- "Summarize the Q3 strategy document"
Sales & Marketing
Keep AI updated with latest materials:
- "What's in our latest pitch deck?"
- "Find the pricing sheet"
- "What case studies do we have?"
HR & Onboarding
Answer employee questions:
- "How do I submit expenses?"
- "What's the process for performance reviews?"
- "Find the employee handbook"
Technical Documentation
Sync technical specs and guides:
- "What are the API specifications?"
- "Find the architecture diagram docs"
- "How do we deploy to production?"
Sync Behavior
Automatic Sync
When enabled, AI SmartTalk periodically:
- Checks for new files in selected folders
- Updates modified documents
- Removes deleted files from knowledge base
Manual Sync
Force an immediate refresh:
- Go to Settings → Integrations → Google Drive
- Click Sync Now
Incremental Updates
Only changed files are re-processed:
- New files → Added
- Modified files → Updated
- Deleted files → Removed
Comparison: Google Drive vs SharePoint
| Feature | Google Drive | SharePoint |
|---|---|---|
| OAuth setup | ✅ | ✅ |
| Folder selection | ✅ | ✅ |
| Auto-sync | ✅ | ✅ |
| SmartFlow actions | ✅ | Coming soon |
| Native format support | Google Docs/Sheets | Office formats |
Note: Choose based on your organization's primary productivity suite. Both offer similar knowledge sync capabilities.
Troubleshooting
Connection Issues
| Issue | Solution |
|---|---|
| "Access denied" | Re-authorize with Google OAuth |
| "Folder not visible" | Check folder sharing permissions |
| "Token expired" | Click Reconnect to refresh |
Sync Issues
| Issue | Solution |
|---|---|
| Files missing | Verify files are in selected folders |
| Old content | Click Sync Now to refresh |
| Large files slow | Large documents take longer to process |
Content Quality
| Issue | Solution |
|---|---|
| Scanned PDFs empty | Enable OCR in settings |
| Formatting lost | Expected for plain text extraction |
| Sheets garbled | Check if sheets have complex formatting |
Managing the Connection
| Action | How |
|---|---|
| Add folders | Edit connection → Select more folders |
| Remove folders | Uncheck folders to stop syncing |
| Change account | Disconnect, then connect with different account |
| Disconnect | Settings → Integrations → Google Drive → Disconnect |
Warning: Disconnecting removes all synced content from your knowledge base.
Security & Privacy
Permissions
- AI SmartTalk requests read-only access
- We never modify, delete, or share your files
- Access can be revoked anytime in Google Account settings
Data Handling
- Documents are processed and vectorized
- Original files remain in your Drive
- Processed content is stored securely in AI SmartTalk
Compliance
- OAuth 2.0 for secure authentication
- No credentials stored (token-based)
- Audit logs available for all sync activities
Best Practices
- Organize for sync: Create dedicated folders for AI content
- Use descriptive names: Clear file names help AI understand context
- Keep documents current: Outdated docs = outdated AI answers
- Limit sync scope: Only sync what your AI needs
- Regular audits: Review synced content periodically
Related Documentation
- Integrations Overview
- SharePoint Integration — For Microsoft 365 users
- SmartFlow Actions
- Knowledge Base Management