Admin Guide / Integrations / Google Drive
Sync and use Google Drive files
Choose files to sync, use company documents in chat, and save Rox-generated files to Drive.
Use Google Drive documents in Rox search and chat without downloading and attaching them manually. You can also choose content to sync from drives you manage, your My Drive, and Shared with me.
Your organization must first connect Google Drive. See Connect and manage Google Drive.
Do I need to connect my own account?
You do not need to connect your Google account to search content that has already been synced. Rox shows the files you have qualifying access to in Google Drive.
Connect your account if you want to:
Sync a shared drive you manage.
Sync My Drive or Shared with me, if your admin allows it.
Save files Rox creates to your Google Drive.
Connect your Google account
Go to Settings → Integrations → Google Drive.
Select Connect your account.
Sign in with your work Google account.
If you want to save Rox-generated files to Drive, enable the optional saving permission.
If you are reconnecting, use the same Google account you connected originally.
Sync a shared drive
Only a shared drive’s Managers and Content managers can turn on syncing or change its sync settings.
Open the Drives tab.
Find and open a shared drive you manage.
Choose the Folders to include. Expand folders to select their subfolders.
Choose the File types to sync.
Set Only files changed on or after if you want to limit the import by date.
Select Start syncing.
The drive panel also shows who can find its files in Rox. Organization-wide exclusion rules apply even if you manage the drive.
Shared drive statuses
Status | Meaning |
|---|---|
Not synced | Syncing has not been enabled for this drive. |
Syncing | Rox is importing the drive’s files for the first time. |
Live | The drive is synced and kept up to date. |
Paused | Rox has lost access. A Manager needs to connect their Google account. |
Off | Syncing has been turned off. |
Skipped | An admin rule excludes the drive. |
Sync My Drive
My Drive syncing is available if your organization allows personal files.
On the Drives tab, find Your files and select My Drive.
Turn on Sync my My Drive.
Complete the Google sign-in prompt.
Choose the folders to sync. Deselect folders you want to exclude.
Choose file types and a start date.
Save your settings.
Syncing My Drive does not make every file private to you in Rox. Colleagues who already have qualifying access to a synced file in Google Drive may also find it in Rox.
Sync Shared with me
Shared with me is available once My Drive syncing is enabled.
Under Your files, select Shared with me.
Turn on Sync files shared with me.
Choose a start date.
Skip any people, files, or folders you want to exclude.
Save your settings.
Skipping a person excludes everything they have shared with you. You can undo a skip later.
Files stored in shared drives are excluded from this section. They sync through the shared drive’s own settings.
Use synced files in chat
Ask Rox to find information in your Google Drive documents or use them to complete a task.
For example:
Use our Google Drive documents to answer the attached security questionnaire. Include source links and flag conflicting information. Leave answers blank where you cannot find supporting information.
Rox uses synced content you have access to. Review its answers and linked sources before sharing the result.
Save a file to Google Drive
Connect your Google account and enable the optional saving permission first.
After Rox creates a document, ask in the same chat:
Save this document to my Google Drive.
Rox saves the file to your My Drive and provides a link to open it.
When changes appear
Rox checks for changes every 30 minutes. Initial syncs and large drives can take longer to finish.
If a file is missing, check whether:
Its folder and file type are included in the sync settings.
It meets the selected start-date filter.
It exceeds the supported size limit.
It is a shortcut or inside a limited-access folder.
Its owner has disabled downloading.
Your only access is through an Anyone with the link link.
The source drive is paused, off, or excluded by an admin rule.
For supported file types and size limits, see Connect and manage Google Drive.
Disconnect your account
Disconnecting your Google account removes your personal synced files from Rox.
Shared drives connected through your account keep syncing if another Manager has a connected account. Otherwise, those drives pause.
Files in Google Drive are unchanged.
If you connected the organization’s Google Drive integration as its admin, disconnecting that account also disconnects the integration for everyone. See Connect and manage Google Drive before proceeding.
Troubleshooting
Problem | What to do |
|---|---|
You cannot change a shared drive’s settings | Ask a Manager or Content manager of the drive to configure syncing. |
Personal file controls are unavailable | Ask your Rox admin whether My Drive and Shared with me are enabled for your account. |
Your account does not match | Reconnect using the Google account you originally connected. |
A drive shows Paused | Have a Manager connect their Google account. |
A drive shows Skipped | Ask your admin to review the organization’s exclusion rules. |
You want to keep a personal file out of Rox | Exclude its folder from My Drive syncing, or skip the file under Shared with me. |