DISCLAIMER: Some content in this article outlines how to use functionalities with the new Course Management. Check out this article for further info.
By integrating your Docebo learning platform with Google Drive, you can upload Google Docs, Spreadsheets, Slides, and Drawings as learning objects in your platform, making them available to learners both on the desktop and on the mobile version of the platform.
The integration between Docebo and Google Drive can include Google Picker, a File Open dialog where users can upload the files stored in their Google Drive in Docebo. This article describes how to use the integration both with and without Google Picker.
Activating Google Drive in Docebo
Login to your platform as the Superadmin, then access the Admin Menu from the gear icon in the top right corner of your platform. Press the Add New Apps button at the top of your Admin Menu. Once you’re in the Apps & Features section, select the Third Party Integrations tab from the tabs menu. Then, in the list of apps in this tab, find Google Drive, and press the Try It for Free button in the app’s row.
Create a Google Project for your Docebo Integration
The first step to configure the integration between Docebo and Google Drive is to create a Google Project with Google Drive. To do so, log into your Google Account and access the Google Developer Console (https://console.developers.google.com/). In the action bar at the top of the page, click on Select a Project, then click on New Project in the pop-up box. Define a name for your project, and set your organization, then press Create to confirm the creation of your project.
Move now to the Library tab on the left side of the page to access the GDrive API Library. Using the search bar in the library tab, find the Google Drive API. Once it appears in the list, select it, then press Enable in the dedicated page. If you are using Google Picker, repeat this process (searching, selecting, and enabling) for the Google Picker API.
Next, move to the Credentials tab on the left side of the page, and press the Create Credentials in the action bar at the top of the page. From the dropdown menu, select API Key to create an API Key. Once it’s created, press the Create Credentials button again, then select OAuth Client ID. Set the Application Type as Web Application. Please note that you may need to create a consent screen in Google before you can flag this option.
Now, you will see both the API Key and the Client ID for this project. These values are needed for the configuration of Google Drive in Docebo. You can retrieve your API Key and your Client ID at any time from the Credentials tab of your Google Project. Learn more about how to configure the integration in Docebo in the next chapter.
Configuring Google Drive in Docebo
In order to configure Google Drive in Docebo, access the Admin Menu, then find the Google Drive section and press the Manage subitem. You will be redirected to the Google Drive Settings page. On top of the page, activate the Enable Google Drive option, and enter your API Key and Client ID into the corresponding text boxes.
Press Save Changes to complete the configuration.
Uploading a Learning Object Using The Google Picker
You can upload your Google Docs, Spreadsheets, Slides Presentations, or Google Drawings (in native format) directly into a course or in the Central Learning Object Repository (CLOR). If you upload it into a course, you can always push it to the CLOR later. For the sake of this manual, we will upload a learning object from Google Drive directly into a course.
In order to upload Google Drive content as a learning object for your course, log in to the platform as a Superadmin and access the Admin Menu from the gear icon in the top right corner of the platform. In the E-Learning section, select the Course Management item. Look for the course for which you would like to upload the Google Drive learning object and click on its description, then move to the Training Material tab. From here, select the Add Training Material button, then select Google Drive from the dropdown menu.
Please Note: Google Drive content can be uploaded as training material only into e-learning courses.
On the main upload page for your Google Drive Learning Object, flag the Import File option in the Google File Source row at the top of the page. Then, press the Load From Google Drive button. Your Google Picker will then appear. You can use the tabs at the top of the page to view Docs, Presentations, Spreadsheets, or Drawings. Once you’ve found which object you want to import, simply press the object’s thumbnail to select it, then press the Select button.
The title of the learning object in your platform will automatically appear based on the title of the object in Google Drive, but you can change it as necessary. Then, add a description to the learning object in the corresponding text box, and move to the Additional Info tab to add a short description and select a thumbnail. You can also add tags to your learning object to improve its searchability in your platform’s global search. Some tags may be automatically generated based on the content of your asset, as understood by your platform using artificial intelligence (note that this only works for English, Spanish, French, German, Italian and Portuguese content). You can edit or remove tags at any time, with a limit of 15 tags per learning object.
When you’re finished, press Save Changes. Once you’ve uploaded the file, you can find it in the list of training materials for the course on the Training Materials page. From here, you can manage the learning object settings or push to the CLOR by pressing the menu icon in the object’s row and selecting an option from the dropdown menu.
Uploading a Learning Object Without The Google Picker
To upload a Google Drive object into your platform as a learning object, follow the instructions outlined in the previous section regarding how to access the upload page for this type of learning object. Once you’ve selected the option to upload a Google Drive object into a course and you’ve been redirected to the main upload page for the object, flag the Embed URL option in the Google File Source section at the top of the page.
A text box will appear below, and you can copy and paste the Google Drive link to the object into this textbox. To get this link, open the object in your Google Drive. Once you’re on the object’s page, press the File option, then select Publish to Web from the dropdown menu.
Then, in the pop-up box, you need to UNFLAG the option to require viewers to sign in before viewing the document (if you can’t see this option, press the Published Content & Settings item first). Then, press Publish and copy the link that will appear in the text box. You can then paste this link into the corresponding text box on the upload page in your Docebo platform.
Once you’ve pasted the link into your LMS, a green checkmark will appear on the right side of the page if your Docebo platform recognizes the link as a valid Google Drive link. Otherwise, a red X will appear, and you’ll need to retry copying and pasting the link.
Then, add a title and a description to the learning object in the corresponding text boxes, and move to the Additional Info tab to add a short description and select a thumbnail. You can also add tags to your learning object to improve its searchability in your platform’s global search. Some tags may be automatically generated based on the content of your asset, as understood by your platform using artificial intelligence (note that this only works for English, Spanish, French, German, Italian and Portuguese content). You can edit or remove tags at any time, with a limit of 15 tags per learning object. When you’re finished, press Save Changes.
Once you’ve uploaded the file, you can find it in the list of training materials for the course on the Training Materials page. From here, you can manage the learning object settings or push to the CLOR by pressing the menu icon in the object’s row and selecting an option from the dropdown menu.
Preparing and Managing Your Files in Google Drive
Before uploading a file from Google Drive into your Docebo platform, make sure that the Share settings are set to Anyone with a link can view. To set this option, press the File button in Google Drive, then press Share from the dropdown menu. In the pop-up box, select the Get Sharable Link option. Open the dropdown menu at the top of the box, then press More. Then, flag the option that Anyone with a link can view the object. When finished, press Done.
When you change the content of a Google Drive object that is also a learning object in Docebo, changes are applied in the platform almost in real-time; the synchronization between Google Drive and Docebo occurs every five minutes.
If you delete an object in Google Drive after it has been published as a learning object in Docebo, do not delete the learning object in your platform, as then you will lose the data for that object.
Managing Google Drive Files in Docebo
Once a file is uploaded in Docebo from Google Drive, it can be played in any launch modality: light box, fullscreen, inline, or new window. Remember that the links and the videos that are embedded in your files are clickable and playable in Docebo.
When a learner opens the learning object in his or her Docebo platform, the Google Drive learning object is automatically marked as completed upon opening, regardless of the amount of time spent watching the object.
Tips & Tricks
– If you wish to de-activate the Google Drive app in Docebo after you have added Google Drive objects as training materials within your courses, you have to delete all of the learning objects in your Docebo platform before disabling the app.
– Make sure that your content is a supported file type for Docebo’s auto-tagging functionality by reviewing the list of supported content types here.