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Appogee HR: Google Drive File Picker

In this article: 

What is the Google Drive file picker? 

Setting up the file picker

Adding Google Drive files to Company Documents

Adding Google Drive files to Employee Records

Opening Documents or Records


What is the Google Drive file picker?


It's possible to add links to Company Documents and Employee Records from your Google Drive account. You don't need to be integrated with G Suite for this feature to be enabled. 

The file picker will allow you to add links to documents saved in Google Drive to Company Documents and Employee Records. The feature does not upload a copy of the document - it gives a link to users to access it - so you'll need to make sure the intended users have visibility of this document in Google Drive before you upload it. 


You can use both the Google Drive file picker and the Microsoft OneDrive file picker concurrently. The process is the same, however we've created an additional document for ease, please see here


Setting up the file picker


Admins have the ability to turn on the file picker. 


Go to System Config > General Settings. 



Scroll down to Company Documents and Employee Records and tick the Enable Google Drive file picker options and click Save. 



Adding Google Drive files to Company Documents


Go to Company Documents > Create Document. 

A dialog box will pop up, fill in the details and select Google Drive as the Document Format. It’s important to note here that the correct sharing permissions of the Google Drive Document will need to be set in both Google Drive and Appogee HR, so please check both are aligned to ensure all intended users have access.

Click the Google Drive icon and another dialog box will appear with your Google Drive homepage. Navigate to the file you want to add and click select. 

Fill out the rest of the dialogue box and click create document, the Document Name will be auto populated with the name of the Google Drive document, but you can manually change this if necessary. Click Create Document.  

Once your upload is complete, you’ll see confirmation dialog box where you can preview or open the document or add another.


Adding Google Drive files to Employee Records


The process for adding Google Drive files to Employee Records is the same as creating Company Documents.


Go to the Employee's profile and click Create New Record. 



A dialog box will pop up, fill in the details and select Google Drive as the Document Format. It’s important to note here that the correct sharing permissions of the Google Drive Document will need to be set in both Google Drive and Appogee HR, so please check both are aligned to ensure all intended users have access.


Click the Google Drive icon and another dialog box will appear with your Google Drive homepage. Navigate to the file you want to add and click select. 



Fill out the rest of the dialogue box and click create document, the Document Name will be auto populated with the name of the OneDrive document, but you can manually change this if necessary. Click Create Document.  



Once your upload is complete, you’ll see confirmation dialog box where you can preview or open the document or add another.




Opening Documents or Records


If you are not the document owner, you might not have access to view it. This is because the security settings are controlled in Google Drive as well as Appogee HR.

A link to the document is saved in Appogee HR, rather than a copy, so you may need to request access to view the document. The document owner will be shown in the dialog box when you click on the Company Document, so you may wish to contact them to give you access.

If you follow the link to the document, you may be prompted to log into your G Suite domain, as per the below.

If you do not have access to view the document, you will be presented with the following error message. 


The person who owns the document in Google Drive will be able to give you access if you click Request Access. 



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