Codebeamer X User Guide > Cloud Edit > Google Drive Integration > Using the Google Drive Integration
Using the Google Drive Integration
The following image shows the Codebeamer X Google Drive integration in a document tracker:
The functionalities that appear after integrating Google Drive in Codebeamer X.
1. Start adding documents
2. Open documents from your Google Drive
3. View available office document types
4. Select a document type
Adding Files from Google Drive
To add files from your Google Drive into Codebeamer X, follow these steps:
1. Go to a document tracker.
2. In the upper-left corner of the window, click + Add documents button.
3. In the window:
◦ Select the target folder.
◦ Under Select what should happen when there is already a document with the same name:, select an action in case of a name collision.
4. Click Add from GDrive button.
1. If you are authenticating for the first time or your Google authentication token has expired, a Google authentication window appears. Sign in using your Google credentials and grant the required permissions to the Google Drive app.
2. After the successful authentication, close the window and click again Add from GDrive button.
5. The window shows a list of your Google Drive files. Click a file, and then click Select to select it. You can select multiple files by using CTRL.
Limitations When Adding Files from Google Drive
Adding files from Google Drive does not support the following operations:
• The selection of one or multiple folders
• The extraction of archive file formats such as ZIP or TAR
• The upload of all the content of a folder in one action
• An upload operation that can be paused and resumed
Editing Files in the Google Cloud Editor
With the Google Drive integration, you can edit Codebeamer X document files directly in the Google Cloud editor by following these steps:
1. Upload an office type document into the document tracker.
2. Hover the pointer over the document name and click > Edit on GDrive > Edit on GDrive.
3. The document opens in the default Google Cloud editor.
4. At this point, if the user who started the edit in Google Cloud action hovers the pointer over the document name in Codebeamer X and clicks > Edit on GDrive > Edit on GDrive, three actions appear:
The three actions related to the Edit on GDrive button.
◦ Open document on GDrive—Continue editing the document in Google Cloud
◦ Finish GDrive editing—Save the changes done on the document in Google Cloud. This action saves a new document version.
◦ Cancel GDrive editing—Discard any changes done on the document after opening it on Google Cloud. This action does not create a new document version.
Note:
 
Clicking Open document on GDrive, Finish GDrive editing, or Cancel GDrive editing may reopen the Google authentication window if the Google access has expired.
When a user edits a document on Google Cloud, other project members without Item - Edit Any permission in that document tracker cannot edit the document but can perform operations not related to the binary file, such as changes to the document metadata and fields.
Project administrators can open the document on Google Cloud or force-cancel the editing. These options are available in the > Edit on GDrive menu. The force-cancel action removes the link between Codebeamer X and the cloud, but it does not delete the document on the cloud.
Supported File Types in Google Drive
• The following file types are supported:
◦ DOC, DOCX, DOT
◦ XLS, XLSX, XLSM, XLT
◦ PPT, PPTX, PPS, POT
Collaborating on Files in the Google Cloud
When you start editing a document on Google Drive, you can reopen the cloud editing page by clicking > Edit on GDrive > Open document on GDrive. This action is visible also to other project members who have permission to edit tracker items granted in the Permissions tab in tracker configuration.
When a project member clicks Open document on GDrive, the permission to edit the file in the cloud is verified according to the Google credentials provided in the Google authentication window. If the Google credentials are not sufficient to edit the file in the cloud, a Google window with the option to request the edit permission from the document owner opens. After receiving the edit permission, two or more project members can edit a cloud document simultaneously.
Note that even when the permission to edit a document in the cloud is granted to a project member, the Finish GDrive editing and Cancel GDrive editing actions are only available to the document owner in the Codebeamer X project.
Updating an Existing Document by Selecting a File from Google Drive
You can use your Google Drive file to replace an existing document. To do so:
1. In a document tracker, hover the pointer over the document link under the Document Name column.
2. In the Document field, click Upload Document.
3. Click Add from GDrive button.
4. In the window, select the document to upload and click Select. When replacing a document, you can select only one document in Google Drive.
Creating New Google Documents
Using Google Drive, you can create new documents in Codebeamer X. The supported document types are:
• Google Document (Docs)
• Google Spreadsheet (Sheets)
• Google Presentation (Slides)
To create a new empty Google document, follow these steps:
1. Go to a document tracker.
2. In the upper-left corner of the window, click + Add documents button.
3. In the window:
◦ Select the target folder.
◦ Under Select what should happen when there is already a document with the same name:, select an action in case of a name collision.
4. Click Chevron down arrow inside the Add from GDrive button.
5. The New Google Spreadsheet, New Google Document and New Google Presentation options appear. Select your desired document type.
6. Provide a name and click CREATE.
a. If you are authenticating for the first time or your Google authentication token has expired, a Google authentication window appears. Sign in using your Google credentials and grant the required permissions to the Google Drive app.
b. After the successful authentication, close the window and click Chevron down arrow again, select your desired document type, enter the name, and then click CREATE.
c. You can now use Google Cloud. If you want to save or discard your changes, refresh the Codebeamer X document tracker view, hover the pointer over the document created, click > Edit on GDrive, and then choose Open document on GDrive, Finish GDrive editing, or Cancel GDrive editing.
Parent topic 
Google Drive Integration
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