Connect Google Drive to Rovo

Get insights and answers from docs and integrate your files into a unified search.

What is indexed?

The Google Drive connector indexes these objects:

• Google Docs

• Google Sheets

• Google Slides

• PDFs (maximum 10 MB)

• txt files

• csv files

• Folders

• Images()

• Google Meet recordings (If selected)

• Name

• URL

• Created date

• Last updated date

• Creator

• Collaborators

• Document body

• Containing folder name

Before you begin

• To setup this connector, you’ll initially need a Google account with read-only access to the Google Admin API. You may need a console Super Admin account to create the admin account.

• This connector requires a Google access control called domain-wide delegation. To understand why, see Why do you need domain-wide delegation? below.

Permissions

Review your Google Drive sharing settings to control what your teammates can find using Rovo.

Files are discoverable by your teammates if either:

• The file’s sharing settings in Google Drive are set to Can find in search results

• The file is set to Must have link to access and the link has been shared in content that Rovo can index (like a Confluence page or a Slack message).

Private files (not shared or set to appear in search results) are only searchable by the owner. Other users won’t see these files in search results, Chat, or Agents.

Use a dedicated account (recommended)

You may want to setup a dedicated account with read-only access to the Google Admin API to avoid the connector using your super admin account to call Google Drive APIs. If you’re happy using your super user account, you can skip down to Connecting to Google Drive.

Create a dedicated account

You can either use an existing user or create a new user from Google Admin console.

If you create a new account, it needs to have logged in at least once to the Google Workspace and accepted the Terms of Service.

Create a role and assign your account

To create a role:

1. Navigate to Admin roles in Google Admin console.

2. Select Create new role.

3. Enter a name (Atlassian Google Drive) and a description, and select Continue.

4. From the Privilege Name list, select:

Admin privileges:

• Reports

• Domain Management

• Groups > Read

• Organizational Units > Read

• Users > Read

• Services → Drive and Docs → Settings (select all)

  • Docs Templates

  • Manage classic Google Sites

  • Move any file or folder into shared drives

  • View details of new Google Sites

• Services → Security Center → This user has full administrative rights for Security Centre → Audit and investigation → View

  • Drive

  • Groups

  • User

Select Continue.

5. Review the privileges and select Create Role.

6. You’ll be directed to the screen for your new Role. Select Assign Members and select the account you’d like Atlassian to connect to Google Drive. While here, copy the email address of the account - you’ll need this soon.

Connecting to Google Drive

To get to the setup screen for Google Drive:

1. Go to Atlassian Administration. Select your organization if you have more than one.

2. Select Apps, then Connectors.

3. If you have more than one site, pick the site you want to connect, then select Add connector.

4. Select Google Drive and press Next.

Next, to configure Google Drive:

1. Log in to your Google Admin Console as the dedicated role or Super Admin, navigate to Menu > Security > Access and data control > API controls > Manage Domain Wide Delegation.

2. Select Add new.

3. Copy the client ID from the Atlassian Administration Google Drive setup screen and paste it into the Client ID field in your Google Admin Console.

4. Copy the OAuth scope URL from the Atlassian Administration Google Drive setup screen and paste it into the OAuth scopes (comma-delimited) field in your Google Admin Console.

   1. If you want to include Google Meet data, turn on the Include Google Meet (Optional) toggle before copying the OAuth scopes so the Google Meet scopes are included.

5. In your Google Admin Console, select Authorize.

Next, go back to Atlassian Administration:

1. Enter a nickname for your Google Drive connection.

2. Enter the email address for the Google workspace administrator.

3. (Optional) Choose content to include. You can choose to limit Google Drive content by:

   1. Allowlist and blocklist: Specifying shared drive URLs to block or allow. More on blocking and allowing content

   2. Limiting by date: Only content modified or created since a specified date will be added.

4. Review and agree to the data usage information.

5. Select Confirm.

Next steps

After you’ve finished Connecting Google Drive:

1. Files will start to show in Search incrementally over the next few hours.

2. Your team members will see Google Drive show up as a filter option in Search. If they haven’t connected to Google Drive from their Atlassian account, they may be asked to connect before they can see results. This is required so Rovo can make sure your teammates only see results they usually have access to.

3. Depending on the number of files in Google Drive, it may take some time for all your Google Drive content to be indexed and appear in Search.

Why do you need domain-wide delegation?

Domain-wide delegation allows the connector to act on behalf of users in your Google Workspace, so it can access and index files from every user’s Drive, while always respecting each person’s permissions and access controls.

Without domain-wide delegation, the connector can only see files owned by the connecting account. That means it wouldn’t be able to provide a complete search experience for your whole organization.