If you are no stranger to Google Drive, then you don't need us to tell you that switching to Google Drive from the default Pipedrive file storing system has many benefits.
If you're still in the practice of downloading, editing, and re-uploading files or documents whenever an update is required, then say hello to the wonderful world of cloud document management.
Note: Email attachments are not stored in Google Drive; these are hosted on Pipedrive's own storage system.
Here are several of many reasons to switch to Google Drive integration.
- Accessibility: If Google Drive sync is enabled, all the files will be stored in Google Drive so they're accessible in many other ways compared to just through the Pipedrive interface
- Note: Email attachments are not stored in Google Drive; these are hosted on Pipedrive's own storage system.
- Efficiency: The same exact file can be linked to many Pipedrive items at once. This reduces duplication. This also ensures that the latest version of a doc is always linked to every item it's attached to; ergo, you can rest assured that your team is on the same page.
- Easy Inline Editing: Uploaded files can be converted to Google Docs and can therefore be viewed and edited inline without having the download the file and open it in a separate software
- Easy Inline Creation: New Google Docs can be generated inline
Note - Before setting up Google Drive, your Google account needs to be synced to Pipedrive. If this hasn't been done yet, just head on over here: How To Sync Your Google Account.
To sync your files with Google Drive:
- Navigate to Settings > Personal > Google Drive to access the sync options.
- Select Yes in the Use Google Drive option to enable the sync feature.
- (Optional) Select whether to store Pipedrive files in a separate folder on Google Drive. This is useful if you want to keep your Pipedrive files stored separately from your personal files.
NB: If you create a new folder in Google Drive, or if you use an existing one, make sure that the visibility settings are set so that is visible to the whole company (unless, of course, you don't want it set up that way!). See the green box below for instructions on how to set up the visibility options in Google Drive.
There you have it! Google Drive is ready to use!
Note - When uploading files, you'll notice you have the option to "Share" option. This will allow any Pipedrive member of your company to have read and write access to all files attached to Pipedrive by default. You can use the following privacy settings in Google Drive itself:
- View Only: If you want all Pipedrive users to be able to view but not edit your files, set your file to"can view" or "can comment". Can comment will allow other users to be able to leave notes/comments on your files.
- Private: If you'd like to keep specific files that are attached to deals private, or read only, you'll have to edit the sharing permissions within Google itself. In this case, files will still show in your file queue on Pipedrive, but others will not be able to open them.
Once you have synced your Pipedrive account with Google Drive, you're ready to add files. Let's add a spreadsheet to a pending deal as an example.
Navigate to Files tab in your deal details. Here you'll see that, instead of only the Upload option that you had before Google Drive sync, you now have several options:
- Upload: Upload a file directly from your computer to Pipedrive. This will keep your file stored on Pipedrive, as well as migrate it over to Google Drive, so long as your Google account is synced.
- Add File From Google Drive: Add a file that's already living in Google Drive. Simply begin typing the name of your file in, and once found, click it!
- Create: Lastly, you can create a file from scratch through the Create option. This will automatically create a new file in your Google Drive as well.
If you have created or added a file through Google Drive, you can simply click on your file, and you can easily view or edit your file directly from Pipedrive, as well as allow other Pipedrive users to view or edit your file directly from Pipedrive.
See the example below: