Microsoft & Google Workspace Integrations

Overview

BlueDocs integrations allow you to connect your Microsoft 365 and Google Workspace accounts to create a unified search experience across all your organization's documentation. Instead of switching between different platforms to find files, you can search and access everything from one place within BlueDocs.

What You Can Do With Integrations

• Unified Search: Search across BlueDocs content, Google Drive files, and Microsoft SharePoint/OneDrive files simultaneously
• Direct Access: Open files directly in their native applications (Google Docs, Word Online, etc.)
• Consolidated View: See all your organization's documentation in one interface
• Quick Navigation: Browse folder structures and search results without leaving BlueDocs

Supported Platforms

• Google Workspace: Access files from Google Drive, including Google Docs, Sheets, Slides, and uploaded files
• Microsoft 365: Access files from SharePoint and OneDrive, including Word, Excel, PowerPoint, and other documents

Prerequisites

Before setting up integrations, ensure you have:

For Google Workspace Integration:

• A Google Workspace account (personal Gmail accounts are not supported)
• Access to Google Drive
• Organization administrator should have enabled BlueDocs in Google Workspace settings
• Your BlueDocs account email must match your Google Workspace email

For Microsoft 365 Integration:

• A Microsoft 365 business account
• Access to SharePoint or OneDrive for Business
• Organization administrator should have approved BlueDocs app permissions
• Your BlueDocs account email must match your Microsoft 365 email

Setting Up Google Workspace Integration

Step 1: Navigate to Integration Settings

1. Log into BlueDocs
2. Click on Settings in the navigation menu
3. Select the Integrations tab
4. Find the Google Workspace card

Step 2: Enable the Integration

1. Click Enable on the Google Workspace card
2. You'll be redirected to Google's authorization page
3. Sign in with your Google Workspace account
4. Review the permissions requested:

• View and download your Google Drive files
• View file metadata and folder structure

5. Click Allow to grant permissions

Step 3: Configure Search Settings

1. Return to the Integration settings in BlueDocs
2. Click Modify on the Google Workspace integration
3. Toggle Enable Search to allow BlueDocs to search your Google Drive files
4. Click Save to confirm

What Gets Connected

• Google Drive: All files and folders you have access to
• Shared Drives: Team drives and shared folders within your organization
• File Types: Google Docs, Sheets, Slides, PDFs, Word documents, Excel files, and more

Setting Up Microsoft 365 Integration

Step 1: Navigate to Integration Settings

1. Go to Settings → Integrations
2. Find the Microsoft 365 card

Step 2: Enable the Integration

1. Click Enable on the Microsoft 365 card
2. You'll be redirected to Microsoft's authorization page
3. Sign in with your Microsoft 365 account
4. Review the permissions requested:

• Read your files in OneDrive and SharePoint
• Access file metadata and folder structure

5. Click Accept to grant permissions

Step 3: Configure Search Settings

1. Return to BlueDocs Integration settings
2. Click Modify on the Microsoft 365 integration
3. Toggle Enable Search to include Microsoft files in search results
4. Click Save

What Gets Connected

• OneDrive for Business: Your personal business files
• SharePoint: Team sites and document libraries you have access to
• File Types: Word, Excel, PowerPoint, PDFs, and other business documents

Using the Integrated Search

Quick Search from Navigation

1. Click on the Search button in the top navigation
2. Type your search term in the search box
3. Results will appear in tabs:

• BlueDocs: Internal documents and pages
• Google Drive: Files from your Google Workspace (if connected)
• Microsoft: Files from Microsoft 365 (if connected)

Advanced Search Page

1. Navigate to the dedicated Search page
2. Enter your search terms
3. Use the provider buttons to filter results by source:

• BlueDocs
• Google Drive
• Microsoft 365

4. Click on any file to open it in its native application

Understanding Search Results

BlueDocs Results: Show internal documents with document type icons (SOPs, Policies, Knowledge Base, etc.)

Google Drive Results: Display with Google file type icons and show:

• File name and last modified date
• File type (Google Docs, Sheets, PDF, etc.)
• Direct link to open in Google applications

Microsoft Results: Display with Microsoft file type icons and show:

• File name and last modified date
• File type (Word, Excel, PowerPoint, etc.)
• Direct link to open in Microsoft applications

Managing Your Integrations

Accessing Integration Management

Go to Settings → Integrations to manage all your connected services.

Enabling/Disabling Search

1. Click Modify on any connected integration
2. Toggle the Enable Search option
3. When disabled, the integration remains connected but files won't appear in search results
4. Click Save to apply changes

Reconnecting Your Account

If your connection expires or you need to update permissions:

1. Look for the Authorize button on the integration card
2. Click Authorize Google Drive or Authorize Microsoft
3. Complete the authentication process again
4. Your connection will be refreshed with current permissions

Removing an Integration

1. Click Modify on the integration you want to remove
2. Click the Remove Integration button
3. Confirm the removal in the dialog
4. The integration will be disconnected and removed from search results

Managing User Connections

Organization administrators can:

• View which team members have connected their accounts
• Enable/disable integrations for the entire organization
• Manage search permissions and access controls

Security & Privacy

Data Access

BlueDocs integrations use read-only permissions and only access:

• File names and metadata
• File content for search indexing (not stored permanently)
• Folder structures you have permission to view
• No ability to modify, delete, or create files

Permission Scopes

Google Workspace:

• drive.readonly: View and download Google Drive files
• drive.metadata.readonly: View file and folder metadata

Microsoft 365:

• Files.Read: Read files in OneDrive and SharePoint
• Files.Read.All: Read files across your organization (with proper permissions)

Data Security

• All connections use OAuth 2.0 authentication
• No passwords are stored in BlueDocs
• Tokens are encrypted and stored securely
• You can revoke access at any time

Troubleshooting

Common Issues and Solutions

"Integration not found" error:

• Ensure your BlueDocs email matches your Google Workspace or Microsoft 365 email
• Check that your organization administrator has approved the BlueDocs application

Files not appearing in search:

• Verify that Enable Search is toggled on in integration settings
• Check that you have permission to access the files in your Google/Microsoft account
• Try reconnecting your account to refresh permissions

"Expired token" message:

• Click the Authorize button to reconnect your account
• Complete the authentication process to refresh your connection

Can't connect Google Workspace:

• Ensure you're using a Google Workspace account, not a personal Gmail account
• Verify your organization allows third-party app connections
• Contact your IT administrator if access is restricted

Microsoft 365 connection fails:

• Confirm you have a business Microsoft 365 account
• Check that your organization permits external app integrations
• Ensure you have access to OneDrive for Business or SharePoint

Getting Help

If you continue to experience issues:

1. Check your organization's IT policies regarding third-party integrations
2. Verify your account permissions with your system administrator
3. Contact BlueDocs support with specific error messages
4. Include details about your organization setup and which integration is failing

Best Practices

For Organizations

• Set up integrations during onboarding to maximize adoption
• Train team members on unified search capabilities
• Regularly review and update integration permissions
• Monitor which team members have connected their accounts

For Users

• Keep your Google Workspace and Microsoft 365 accounts active
• Reconnect integrations if you change passwords or security settings
• Use descriptive file names to improve search results
• Organize files in folders for better navigation within BlueDocs

Search Optimization

• Use specific keywords that appear in file names or content
• Try different search terms if results aren't what you expected
• Use the provider filters to narrow down results to specific platforms
• Remember that recently modified files may take a few minutes to appear in search results

This integration feature helps create a truly unified documentation experience for your organization. With BlueDocs serving as your central hub, you can access and search all your important documents regardless of where they're stored.

Updated on: 02/09/2025