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Google Drive

Corporate Memory can automatically sync selected Google Drive locations (typically shared drives or specific folders) into your organization's Copilot knowledge base. It works alongside or instead of the SharePoint integration: the review pipeline and knowledge base are the same regardless of source.

What It Does

  • Automatic sync. Corporate Memory periodically reads the designated shared drives or folders and picks up new and updated files.
  • Read-only. The integration never creates, modifies, or deletes anything in your Drive.
  • Adds and removals are mirrored. New files appear in the knowledge base after review; files removed from the designated location are removed from the knowledge base on the next sync, so the knowledge base tracks what your team actually keeps in the folder.
  • Review before publish. Every synced document passes AI content review, with flagged files held in a human approval queue in the portal before they become searchable.

All ingested content is stored in your organization's isolated tenant. See SSO & Identity.

Prerequisites

  • A Google Workspace domain.
  • A Workspace administrator able to provision access for the integration. Two models are supported:
    • Service account (recommended). A dedicated Google service account is granted Viewer access to the designated shared drives or folders, exactly like sharing with a read-only user. Nothing outside what you explicitly share is visible to it.
    • Delegated access. Where your policies require it, domain-wide delegation can be configured instead, restricted to read-only Drive scope. WorkDone recommends the service-account model because its reach is limited by ordinary Drive sharing rather than by scope configuration.
  • An agreed list of shared drives and/or folders to sync.

Your WorkDone implementation contact will guide your administrator through whichever model you choose.

Scoping Guidance

Share only what should be in the knowledge base

With the service-account model, scope is enforced by Drive itself: the integration can only see drives and folders that have been explicitly shared with the service account. Un-sharing a folder immediately removes it from reach.

  • Prefer a curated shared drive (for example, "Company Knowledge Base") over sharing broad departmental drives.
  • Avoid sharing locations that mix shareable reference material with personal or restricted content; the approval queue is a safety net, not the primary control.
  • Start small and expand once your reviewers are comfortable with the flow.

How Documents Flow Into Copilot

The pipeline is identical to SharePoint ingestion:

  1. Sync reads new and changed files from the designated Drive locations.
  2. AI content review screens each document.
  3. Flagged documents wait in the approval queue for a reviewer in your organization; rejected documents are never indexed.
  4. Approved documents are indexed into your organization's private knowledge store, hosted on Microsoft Azure.
  5. Copilot answers questions with citations back to the source documents.

Changing or Revoking Access

  • Narrow or expand scope. Share or un-share drives and folders with the service account (or adjust the delegated scope), and tell your WorkDone implementation contact so the sync list matches. Content from removed locations is dropped from the knowledge base.
  • Remove individual documents. Move or delete the file in Drive; the next sync removes it from the knowledge base. Admins can also remove documents from the portal.
  • Full revocation. Remove the service account from all shared locations or, for delegated access, delete the delegation grant in the Workspace Admin console. Either action takes effect immediately and requires nothing from WorkDone. Contact support afterward to have already-ingested content purged from your tenant's knowledge base.