By integrating your Docebo learning platform with Google Drive, you can upload Google Docs, Spreadsheets, Slides, and Drawings as learning objects in your platform. This integration is available for Docebo Enterprise plan and Growth plan clients. Let’s take a look at how to set up and manage the integration.
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. Then, press the Add New Apps button in 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 Activate App button in the app’s row. Read the description in the pop up box, then press Install Now.
Configuring Google Drive Settings in Docebo
The first step in your Google Drive configuration is configuring. Please note that this is NOT a mandatory step for proper configuration of this app, but you want to configure the settings if you plan on using a Google Picker in your learning platform. If you do not plan on using a Google Picker in your platform, you can skip the configuration of this page.
Access the Admin Menu, then find the Google Drive section and press the Settings subitem. You will be redirected to the Google Drive Settings page. In the first section of the Settings page, you can flag the option to Enable Google Picker, if desired. A Google Picker is the pop up box that will appear when you’re selecting which Google objects you would like to add into in your LMS. The Google Picker will display thumbnail previews of the learning object that you can select.
If you’ve flagged the option to enable the Google Picker, you will then need to enter your API Key and Client ID into the corresponding text boxes. This is information that is generated by Google when you create a new Google project. If you haven’t created a Google Project for this integration yet, or you’re not sure where to pick up this information from inside your Google account, the next section will guide you through how to do so. Once you’ve inserted the information into the text boxes, press Save Changes to complete this part of the integration.
Create a Google Project for your Docebo Integration
To create a Google Project for your Docebo integration with Google Drive, 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, press the Project item, then select New Project from the dropdown menu.
Then, assign a name to your project, flag the mandatory objects according to your preferences, then press Create. Once you’ve created the project, you need to move to the Library tab on the left side of the page for this new project. Using the search bar in the library tab, find the Google Picker API. Once it appears in the list, select it, then press Enable next to the title. You need to repeat this process (searching, selecting, and enabling) for the GOOGLE DRIVE API as well.
Next, move to the Credentials tab on the left side of the page, then press the Create Credentials button in the pop up box that appears on this tab’s 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. Now, you need to flag the Application type as a Web Application in the corresponding section on this page. Please note that you may need to create a consent screen in Google before you can flag this option.
Once this is complete, you are able to use the Google Picker when uploading an object from Google Drive as a learning object in your LMS.
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.
Access the Admin Menu. Then, in the E-Learning section, select the Courses item. Select a previously created course from the list of courses on the Courses page. Press the menu icon in the course’s row, then select Training Material from the dropdown menu. Once you have reached the Training Materials page, select the Add Training Material button, then select Google Drive from the dropdown menu.
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 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 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 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.
Tips, Tricks, & Suggestions for your Integration
– Before you upload an object from Google Drive into your Docebo platform, make sure that the Share settings for the object 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 in 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 a learner opens the learning object in his or her Docebo platform, the Google Drive learning object will automatically be marked as completed once the learning object is opened, regardless of the amount of time spent watching the object.
– When you change the content of a Google Drive object that is also a learning object in your Docebo LMS, you should see the change in the learning object in your platform nearly immediately. The sync between Google Drive and your Docebo LMS occurs every five minutes, so five minutes should the longest you would wait to see a change occur in your LMS.
– If you delete an object in Google Drive after it has been published as a learning object in your LMS, you should hide the learning object in your Docebo platform as soon as possible. Do not delete the learning object in your platform, as then you will lose the data for that object. To hide the learning object, press the menu icon in the learning object’s row on the training materials page of a course. Then, press the Settings option from the dropdown menu. At the top of the pop up box that will appear, flag the option to hide the learning object, then press Save Changes.
– If try to de-activate the Google Drive app in your Docebo LMS after you’ve added Google Drive objects as learning objects within your courses, you will receive an error message directing you to first delete all of these learning objects in your Docebo platform before you disable the app.
– Links and videos that are embedded into objects in Google Drive are clickable and playable in your Docebo LMS.
– Google Drive learning objects are available for viewing on Docebo’s Mobile App.
– You can also insert Google Drive presentations, documents, or spreadsheets as assets in Docebo’s Coach & Share module.
– Google Drive learning objects can be played in any launch modality: light box, fullscreen, inline, or new window.