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Search Google Drive and Gmailan AI knowledge base for Google Workspace.

The plan is for documents from Google Drive and your shared drives — quotes, plans, site photos, correspondence — to be added to your knowledge base, and customer emails from Gmail too if you wish. Only read access is planned; nothing in Google Workspace is changed.

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Google Workspace

One click · included in the setup

Example question

“Which version of the quote for Huber applies, the one from March or the one from May?”

1 Answer with source

Connection

How the connection is designed

The first option is an approval via Google itself: you approve the folders, shared drives or mailboxes to be read — nothing more. Whether your account is allowed to do this depends on your licence and your administrator’s policies. A second option is a mirrored folder: a computer on your premises keeps a folder in sync with Drive, and this folder is mirrored to your instance in encrypted form and over outbound connections only. We check with you before we start which option suits you.

Once set up, synchronisation runs automatically: new and changed documents from Google Workspace are added by themselves, without anyone having to upload anything.

Set-upWe estimate the effort after the preliminary check and discuss it with you before anything is set up — preferably together with the person who manages your Google Workspace account. The connection is made with a click via your Google account and is included in the setup.

Documents

Which documents may be stored in Google Workspace

  • The shared drives — the project folders that belong to the company and not to a single account
  • Google Docs and Sheets: quotes, measurement lists, timesheets that exist in Google format rather than as Word or Excel files
  • The photos that found their way from phones into “My Drive” — the wall before installation, the rating plate, the meter reading, the damage on the day of delivery
  • Scanned PDFs: delivery notes, inspection reports, signed order confirmations
  • Customer emails in Gmail with their attachments, organised by labels instead of folders — one email can sit under several labels
  • Google Forms and the sheets behind them — handover records, defect lists, holiday requests

Example questions

Examples of questions to your documents

  • “Which version of the quote for Huber applies, the one from March or the one from May?”

    1 Answer with source

  • “What did the supplier write by email about the complaint on order 2024-118?”

    2 Answer with source

  • “Which photos did we file from the Bahnhofstraße 12 site after installation?”

    3 Answer with source

Start

Before a connection is set up

The connection is made in one click via the account and is included in the setup. Every source comes with its own logins, permissions and folder logic — we check the prerequisites at your company together beforehand.

Until then, and independently of it, you can upload files, whole folders, emails, photos and voice memos. Before we start, we go through real questions with you to see how the answers look.

Preliminary check

What we check in advance

In advance, we look at the format your documents are in: Google Docs are not ordinary files, and with a mirrored folder the computer often only holds a shortcut — in that case an export to PDF or Office format is needed, which we plan for. We clarify what is stored only in the “My Drive” of individual accounts, because that belongs to the account and not to the company. The plan covers the text in the document; comments, suggestions and revision history are not included. Whether photos are in Google Photos rather than in Drive is something we look at separately.

FAQ

Frequently asked questions about this connection

Our project folders go back to 2015. Will the old stuff be included?

That is the plan for the folders you choose — old drawings in particular are often found nowhere else. The date is attached to the document as an attribute, so the answer shows which year and which drive the source comes from. Beforehand, it is worth checking what is stored only in the “My Drive” of individual accounts; it is best to move that to a shared drive. Whether older Google Docs need an export is something we clarify in the preliminary check.

Everyone here has their own way of organising Drive. Is that a problem?

Usually not, because the search runs on the content: the text of the quote, the scanned invoice, the caption on the photo. Where a folder name tells us something — customer name, order number, year — we carry it over as an attribute; in Gmail, your labels do this. More important than re-sorting is that project folders are in a shared drive and not in a single account. Before we start, we go through the answers with you on real questions from your own documents.

If we switch to a different plan or an account is deleted — will that break the connection?

That depends on the Admin console, not on an update: nothing is installed in Google Workspace itself. Under API controls, you use app access control to decide which app may access Drive and Gmail — if access is revoked or third-party apps are blocked, the sync stops, and the knowledge base shows the state of the last sync. The same applies to a deleted account that still owns folders. The approval is then set up again; shared drives make such cases less frequent.

The apprentice should see the site documents, but not the costings. Is that possible?

The plan is to do this via document types and roles: drawings, installation instructions and inspection reports for everyone in the workshop, costings and payroll only for the roles that deal with them. The system is designed to read the customer, order and date itself; whether a PDF counts as an inspection report or a costing is confirmed by a person on the first run. This does not change your sharing settings in Drive. We decide together before we start which roles you need.

Industries

Typical for these industries

Integrations

Other integrations

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In thirty minutes by video we show what answers with sources look like, and clarify whether and how Google Workspace can be connected at your company.

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