A Tutorial on Salesforce Google Drive Integration

Salesforce and Google Drive stand out as two powerhouses in their respective domains. Their integration marks a significant leap towards enhanced collaboration and data accessibility. In this blog, we’ll explore the ins and outs of integrating Salesforce with Google Drive, examining how this can transform your CRM data management by offering real-time access and seamless sharing capabilities. 

Understanding the Salesforce Google Drive Integration

The Salesforce and Google Drive integration allows you to connect your Salesforce org with your Google Drive account. This enables two key functionalities:

File Attachment from Google Drive

Imagine a scenario where you need to attach a contract to a specific opportunity in Salesforce. Traditionally, you’d download the contract from your cloud storage (e.g., Google Drive), upload it to Salesforce, and then link it to the opportunity. This process can be time-consuming, especially if you deal with frequent file attachments.

The Salesforce Google Drive integration eliminates this tedious back-and-forth. You can directly attach files stored in your Google Drive to various Salesforce records,  including contacts, opportunities, and cases. This functionality streamlines your workflow by allowing you to:

• Browse and select files directly from your Google Drive within the Salesforce interface.
• Eliminate the need for manual downloads and uploads, saving valuable time and effort.
• Improve accessibility by allowing team members to access the attached files directly within Salesforce.

Sync Salesforce Files with Google Drive

Keeping track of file versions across different platforms can be a challenge. In a situation where you update a proposal stored in Google Drive, but forget to upload the revised version to the corresponding opportunity in Salesforce, it can lead to confusion and data inconsistency.

The Salesforce Google Drive integration offers two-way synchronization between Salesforce Files and designated folders within your Google Drive. This means:

• Any changes made to a file in one platform (Salesforce or Google Drive) will automatically be reflected in the other platform.
• You no longer need to worry about manually updating files in both locations, ensuring data consistency and eliminating the risk of outdated versions.
• Everyone has access to the latest version of the file, regardless of the platform they use.

Also Read – Salesforce and Gmail Integration

Benefits of Integration

• Team members can access and share files seamlessly between Salesforce and Google Drive, fostering better collaboration.
• Eliminate the need for manual file downloads and uploads, streamlining workflows and saving time.
• Consolidate all your customer and business-related files within a central location (Google Drive), simplifying information retrieval.
• Leverage Google Drive’s version control capabilities to track file changes and revert to previous versions if necessary.

Tutorial: Setting Up Salesforce Google Drive Integration (Free)

Here’s a breakdown of how to establish the integration using the free Salesforce Lightning Connect – Google Drive package:

1. Prerequisites

• A Salesforce org with Lightning Experience enabled
• A Google Drive account
• Salesforce user permissions to create and manage Lightning Connect apps

2. Install the Lightning Connect – Google Drive Package

• Navigate to the Salesforce Setup menu and locate “AppExchange”
• Search and install the “Lightning Connect – Google Drive” package

3. Configure the Lightning Connect – Google Drive App

• After installation, access the “Lightning Connect – Google Drive” app from the App Launcher
• To create a new external data source, click on the “New” button
• Provide a name for your data source and choose “Google Drive” as the external system
• Select the desired level of data access (typically “Read All Data”) and define the synchronization direction (one-way or two-way)
• Configure field mappings to determine how data fields between Salesforce and Google Drive correspond

4. Enable the Integration for Specific Objects

• Choose the Salesforce objects (e.g., contacts, opportunities) where you want to enable Google Drive file attachments
• Define which Google Drive folders should be accessible for file attachments within those objects

5. Test and Activate

• Thoroughly test the connection by attaching a file from Google Drive to a Salesforce record and verifying synchronization
• Once satisfied, activate the Lightning Connect – Google Drive app to make the integration functional for all users.

Drive Connect for Advanced Integration

The free Lightning Connect – Google Drive solution provides a solid foundation for basic file management needs. However, for organizations seeking a more robust and feature-rich integration, Salesforce offers Drive Connect | Google Drive File Management & Document Generation as a paid option.

Drive Connect takes the Salesforce and Google Drive integration a step further by offering a comprehensive suite of functionalities, including:

• Gain granular control over file linking, permissions, and access within Salesforce directly from the familiar Google Drive interface.
• Leverage Salesforce workflows and triggers to automatically create folders within your Google Drive based on specific events in Salesforce (e.g., creating a new opportunity triggers a folder creation in Google Drive).
• Build dynamic templates within Salesforce and generate customized documents (e.g., proposals, contracts) by merging Salesforce data directly into Google Docs, Sheets, and Slides. This eliminates manual data entry errors and streamlines document creation.
• Automatically archive inactive Salesforce files into designated Google Drive folders, freeing up valuable Salesforce storage space while maintaining easy access to archived documents.
• Empower external users (e.g., partners, vendors) to securely upload and download files from designated Google Drive folders associated with specific Salesforce records, fostering improved collaboration beyond your internal team.

Also Read – Salesforce API Types and Integration

Pricing and Implementation

Drive Connect is a paid Salesforce product with pricing plans starting at $6 per month. Consult a Salesforce representative to determine the most suitable pricing option. Implementation typically involves configuring the Drive Connect app within Salesforce and establishing the desired connection with your Google Drive environment.

Open-Source Options

For developers seeking a more customizable approach, the open-source project JSForce on GitHub offers tools for interacting with the Salesforce API and potentially building custom Google Drive integration solutions. However, this path requires programming expertise and ongoing maintenance.

Conclusion

It’s clear that bringing together Salesforce and Google Drive can unlock efficiency and collaboration for your business. The ability to access, manage, and share documents directly within Salesforce ensures that your team has the most relevant information at their fingertips, enabling better decision-making and more personalized customer interactions.  

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Frequently Asked Questions (FAQs)

1. Does Salesforce integrate with Google Drive?

Yes, Salesforce offers integration with Google Drive through two main options:

• Free Lightning Connect – Google Drive: This free solution allows you to attach files stored in Google Drive to Salesforce records and maintain basic synchronization between Salesforce Files and designated Google Drive folders.
• Paid Drive Connect | Google Drive File Management & Document Generation: This paid option offers a more comprehensive set of features, including advanced file management, automated folder creation, document generation in Google Docs, Sheets, and Slides, and external user collaboration.

2. How do I upload a file from Salesforce to Google Drive?

The free Lightning Connect option doesn’t directly upload files from Salesforce to Google Drive. However, you can achieve a similar outcome by downloading the file from Salesforce and then uploading it to Google Drive. For a more seamless experience, consider the paid Drive Connect option, which allows automated archiving of inactive Salesforce files to designated Google Drive folders.

3. Can Google Docs be added to Salesforce CRM content?

While you can’t directly embed Google Docs within Salesforce record pages, you can link them. Both the free and paid integration options allow you to attach Google Docs stored in your Drive to relevant Salesforce records.

4. How do I link a Google Doc to Salesforce?

There are two main ways to link a Google Doc to Salesforce:

• Free Option: Locate the desired record in Salesforce and navigate to the attachment section. You can then browse and select the Google Doc from your Drive to attach it to the record.
• Paid Drive Connect: This option offers more flexibility. You can configure workflows or triggers to automatically link specific Google Docs to newly created Salesforce records based on predefined criteria.

5. How to integrate Salesforce and Google Drive using Files Connect?

“Files Connect” refers to the free Lightning Connect – Google Drive package offered by Salesforce. Follow the instructions in the blog post to set up this free integration method.

6. Does Google work on Salesforce?

Google products like Gmail and Google Drive can be integrated with Salesforce to enhance functionality. However, Google products themselves don’t natively run within the Salesforce platform.

7. What is Drive Connect Salesforce?

Drive Connect | Google Drive File Management & Document Generation is a paid Salesforce product offering advanced integration functionalities beyond the free Lightning Connect option. It provides features like automated folder creation, document generation in Google Workspace apps, and external user collaboration.