GoogleDrive

Robility® provides seamless integration with Google Drive, allowing users to automate a variety of document management tasks. With this feature, bots can interact with Google Drive to handle tasks like file uploads, downloads, organizing folders. It allows the robots to store any data and access the files easily and securely.

Key Features of Google Drive

1. File Operations: The API allows automated file management tasks, including uploading, downloading, updating, and deleting files within Google Drive.
2. Access Control: Automates the sharing of files and folders with specific users or groups by setting permissions (e.g., view, edit, or comment).
3. Real-Time Synchronization: Automatically syncs data between Google Drive and other platforms or local storage, ensuring up-to-date access to files.
4. File Search and Metadata: Provides automated search functionality to locate files based on name, type, or metadata, helping users retrieve documents faster.
5. Version Management: Bots can track and manage document versions, ensuring the latest versions are accessible and older versions are archived.

Use cases

1. Automated File Upload and Organization: Automatically upload documents to specific folders based on predefined rules.
2. Scheduled Backups: Bots can regularly back up critical documents from local storage to Google Drive.
3. Folder Management: Automates the creation, organization, and deletion of folders, keeping the file structure organized. 
4. Bots can download the specific file from Google Drive to extract and process data from the file, updating systems (e.g., CRM, ERP) and generating reports.

Pre – requisites

Building an automation workflow with Google Drive requires a connection in the “App Integration” menu in Robility Manager. There are two types of authentication that brings Google Drive into Robility,

1. OAuth 2.0 Authorization code – Enables you to provide the Gmail account address and password that has been authenticated with defined scopes.
2. OAuth 2.0 Client credentials – Enables you to provide your own Client ID, Client Secret and Scopes manually.

Once the connection has been enabled, you are all set to build your automation workflow.

Scopes

Scopes define what kind of data it accesses, and level of access needs to be provided. For detailed information, please check out the Google documentation. Below are the scopes that are mandatory to automate with Google Drive API.

• https://www.googleapis.com/drive/v3/drives
• https://www.googleapis.com/drive/v3/files
• https://www.googleapis.com/drive/v3/files/root?fields=id,name
• https://www.googleapis.com/auth/drive.file
• https://www.googleapis.com/auth/drive
• https://www.googleapis.com/auth/drive.readonly

Refresh Token

Google has refresh token limitation for every individual Oauth 2.0 authorization that expires every one hour. If the token has been expired, Robility’s App Integration service will refresh the authentication without any warning or disruptions during your automation execution. Even though Robility refreshes the token, at some certain circumstances, it requires re-connection with Google Drive.

1. When you have revoked your access.
2. If the Google Drive connection has not been utilized for six months after configuration.
3. If you have changed your Google account password and if the scopes for user have been changed.
4. If the user account has exceeded a maximum number of granted (100 live) refresh tokens.

Note: The limit is currently set to 100 refresh tokens per Google account per OAuth 2.0 client ID. This number can be subject to change. For the latest information, always check the Google documentation