Docebo for Google Drive

Discover how to embed Google Drive Content as training material in Docebo

Last Updated

October 27th, 2020

Docebo Module

Integrations

Reading Time

7 min

User Level

Introduction

By integrating your Docebo learning platform with Google Drive, you can upload Google Docs, Spreadsheets, Slides, and Drawings as training material in your platform, making them available to learners both on the desktop and on the mobile version of the platform.

Those who have activated Docebo, Coach & Share, can take advantage of the Google Drive integration to upload assets with the Contribute functionality.  

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.

Type in the name of the web application (we suggest something similar to your Docebo platform name). Next, in the Authorized JavaScript Origins section, click Add URI, and paste the URL of your Docebo platform with the following format: https://[platform_name].docebosaas.com. If you are using the Custom Domain App, use your custom domain. Then, press Create

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 Training Material 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 Repository. If you upload it into a course, you can always push it to the Central Repository later. For the sake of this manual, we will upload training material from Google Drive directly into a course. 

In order to upload Google Drive content as training material 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 training material 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.

upload google drive learning object

 

On the main upload page for your Google Drive training material, 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 training material 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 training material 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 training material 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 training material (find out more about taggable content types). Please note that, for security reasons, the platform artificial intelligence does not access private content (that is, content requiring authentication to be accessed) and can thus automatically generate tags only for public content. When uploading private content, we suggest you add tags manually.

When you’re finished, press Save ChangesOnce 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 training material settings or push to the Central Repository by pressing the menu icon in the object’s row and selecting an option from the dropdown menu.

Uploading Training Material Without The Google Picker

To upload a Google Drive object into your platform as training material, follow the instructions outlined in the previous section regarding how to access the upload page for this type of training material. 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.

google drive no picker

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 training material 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 training material 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 training material (find out more about taggable content types). Please note that, for security reasons, the platform artificial intelligence does not access private content (that is, content requiring authentication to be accessed) and can thus automatically generate tags only for public content. When uploading private content, we suggest you add tags manually.

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 training material settings or push to the Central Repository 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 training material 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 training material in Docebo, do not delete the training material 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: lightbox, 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 training material in his or her Docebo platform, the Google Drive training material 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 training material in your Docebo platform before disabling the app.