How to link Library to OneDrive or Google Drive in Jostle

About this feature 

Orgs using Microsoft OneDrive or Google Drive have the option to integrate either with their Jostle platform's Library. Doing this switches the storage of your Library from Jostle to OneDrive or Google Drive, while still making it accessible from your Library.

After integrating, Volume Librarians will be able to create and edit Office 365 items (Word, Excel, PowerPoint) or Google items (Docs, Slides, Forms, Sheets) directly from their Library as well. 

Table of contents

1. OneDrive integration
2. Google Drive integration
3. Google Drive integration: FAQs
4. OneDrive/Google Drive: Integration differences

OneDrive integration

Getting ready to integrate OneDrive

The OneDrive integration can only be initiated if:

• You are a Jostle System Admin
• You are the Global Administrator for the OneDrive directory being authorized
• Your Library is empty (all content has been downloaded and removed)

Tip: Content needs to be downloaded Volume by Volume, so the view permissions are respected. Once your OneDrive integrated Library is live, the per-Volume .zip files can be used to reconstruct your prior Library.

Notes:

• You can leave your Categories and Category Librarians in place. You don't need to remove these before making the switch.
• You will also need to create a "jostle_librarian" user account in your Microsoft domain to complete your integration. See the details in Step 2 below if you wish to create this beforehand.
• If you have multiple Microsoft accounts, make sure you are signed in as the Global Administrator user, otherwise you will run into a Need Admin Approval permission screen that will not let you continue setting up the integration.

Setting up the Library OneDrive integration

System Admins can integrate OneDrive with Library by following these 4 steps:

Step 1

Go to Library Settings by:

1. Click on the Action Menu (three dots) top of the left column in Library
2. Select Library Settings
   
3. Go to the OneDrive section and click on Change Storage to OneDrive 
   Note: If your Library has not been emptied, an error message will appear.

Step 2

On the Create Azure user screen, follow the details provided and create a "jostle_librarian" user.

Note: This user must have an Office 365 license (which includes any of the "Microsoft 365 Business" plans) and must log in to the jostle_librarian account in OneDrive at least once (in order for Microsoft to properly finish setting up the account) prior to continuing with the setup in Jostle.

Once this has been done, return to this screen and enter the user's email address in the field provided and click Continue.

Next, on the Permissions screen, grant access to Microsoft data by clicking Accept.

Step 3

Refresh your Library and go back to Library Settings to confirm OneDrive is showing as Installed.

With the OneDrive integration in place, when Volume Librarians click on the + in the Action Bar it now provides the option to create new Office 365 documents, such as Word, PowerPoint, and Excel.

Tip: From the Add New menu you can also copy content from OneDrive into Library. When you do this, a duplicate is made with its permissions controlled by the Library Volume its in. The original still exists—depending on the circumstances, you may or may not want to delete it.

Note: You cannot drag and drop content from OneDrive into a Library Volume. However, if you have that OneDrive content synced to your local device (laptop), you can.

Step 4

You can now start rebuilding your content. Step one will be to get your Category Librarians to set up their go-forward Volumes and Volume Librarians, who will then need to set up their Volumes.

Notes:

• When you create a Volume, you become its first Volume Librarian.
• Volume permission delays: It can take OneDrive up to 30 minutes to update any new or edited permissions on Volumes in Library. During this time, files within such Volumes may be inaccessible. To bypass these delays, you can log out of your Microsoft account and then log back in again. Doing this will automatically update your account with the latest Volume permissions.

To change storage back from OneDrive to Jostle

1. Empty your Library
2. Go back to Library Settings. In the Jostle section, click Change Storage Back to Jostle.
3. Continue past the Warning screen.
4. Manually delete Jostle from your org’s Azure instance at Azure Portal > Enterprise Apps

Note: After disconnecting Jostle from Office 365, or changing your storage back to Jostle, the “Jostle Library” folder will remain on OneDrive. If you integrate Jostle with OneDrive again, you’ll have to change the name of the old Jostle Library folder to something like “Jostle Library Archive {{Timestamp when disconnected}}” so that the fresh integration can happen at “Jostle Library” again.

Google Drive integration

This option is for customers with a Google Domain who have not set up their Jostle platform through the Google Marketplace. If your integration was done via the Google Marketplace, your Jostle Library is already linked to Google Drive, which is the only available storage option via Marketplace.

You can tell if you went through the Google setup by going to your Library and opening the Action Menu above the left column. If you see "Open Library in Google Drive" on the menu, then the Google setup has been done.

For any questions or implications related to this process, please see the FAQ below.

Getting ready to integrate Google Drive

The Google Drive integration can only be initiated if:

• You are a Jostle System Admin
• You are an Administrator for your Google Domain
• Your Library is empty (all content has been downloaded and removed)

Tip: Content needs to be downloaded Volume by Volume, so the view permissions are respected. Once your Google Drive integrated Library is live, the per-Volume .zip files can be used to reconstruct your prior Library.

Notes: 

• You can leave your Categories and Category Librarians in place. You don't need to remove these before making the switch.
• You will need to create a jostle_librarian user in your Google Domain to complete the integration. See the details in Step 2 below if you wish to create this user beforehand.

Setting up the Library Google Drive integration

System Admins can integrate Google Drive with Library by following these 6 steps:

Step 1

Go to Library Settings by:

1. Click on the Action Menu (three dots) top of the left column in Library

2. Select Library Settings

   

3. Go to the Google Drive section and click on Change Storage to Google Drive
   Note: If your Library has not been emptied, an error message will appear.

Step 2

For this step, you will need to create a user in your Google Domain to be the Master Librarian. Name this user jostle_librarian and turn Google Drive on for this user.

On the first Change Storage to Google Drive screen, enter the email for your jostle_librarian user and then click Continue.

Step 3

On the next screen you’ll need to authorize certain Google permissions for Jostle (for an explanation of why Jostle needs these permissions, go here).

Once you’ve reviewed the permissions, click Continue.

Step 4

Next, on the second Change Storage to Google Drive screen, make sure you’re signed into your Google Admin console first, and then enter your admin email address in the field at the top of this screen.

Then click on the link to open the Manage API Client Access page. If you’re not logged into your Google Admin console, then the link won’t work and you’ll have to get there manually (via Google Admin > Security > Advanced Settings > Manage API client access).

Once there, go to API Clients, click Add New to bring up the Add a New Client ID screen. 

Back on Jostle’s Change Storage to Google Drive screen, copy the text from the lower two fields and paste them in the corresponding fields on Google’s Manage API screen. The first one goes in the Client ID field and the second one goes in the OAuth Scopes field.

Once that's done, click Authorize and then go back to the Change Storage to Google Drive screen and click Complete Installation.

Step 5

Once the installation has completed, your Library Settings screen should reload and the Google Drive section should now have the Installed indication.

With the Google Drive integration in place, when Volume Librarians click on the + in the Action Bar it now provides the option to create new Office Workplace documents, such as Docs, Slides, and Sheets.

Tip: From the Add New menu you can also copy content from Google Drive into Library. When you do this, a duplicate is made with its permissions controlled by the Library Volume its in. The original still exists—depending on the circumstances, you may or may not want to delete it.

Step 6

You can now start rebuilding your content. Step one will be to get your Category Librarians to set up their go-forward Volumes and Volume Librarians, who will then need to set up their Volumes.

Notes:

• When you create a Volume, you become its first Volume Librarian.
• You cannot drag and drop files from Google Drive to Library (or to anywhere) using the browser. You will need to download the file to your local drive and then add it to Library.

To change storage back from Google Drive to Jostle

You will first need to empty all your Library Volumes. Once they're empty, the Google Drive Change Storage Back to Jostle button in Library Settings will be enabled. Clicking it will pull up a confirmation screen.

Note: If you choose to disconnect your Library from Google Drive, you will have to do the whole integration process over again if you decide to switch back.

Note: Changing storage does not destroy the remaining files in Google Drive. If you choose to disconnect Jostle and Google Drive, the Jostle Library folder will remain in Google Drive, while deleted Volumes will be in Trash as ‘<category name> - <volume name>’. The name of the Google Drive parent folder “Jostle Storage <global enterprise id>” to “Jostle Storage <global enterprise id> Archive <timestamp>”, so next time the fresh Library will get the default name again.

Google Drive integration: FAQs

Why can't I get to Library Settings?

Some accounts may not have access to Library Settings if they do not meet the configuration requirements for switching their Library storage. If you are a System Admin and don't see Library Settings when you click on the Action Menu at the top of the left column, please contact support@jostle.me and we'll help you resolve this.

When you make this switch, how do Usernames need to be set up to provide access to the Google viewer?  

Google-integrated Libraries provide access to the Google Drive viewer. For this to work, the Username in Jostle needs to be a Google email address.

When the Username does not provide access to the Google viewer, users will still be able to preview and download most documents. But they will not be able to create or use Google Workspace collaborative files, such as Google Docs or Slides.

In most cases, your Users will have email addresses that are in the Google Domain that you tie your Library to. This is best practice and will work seamlessly.

If you want to provide access to the Google viewer for Usernames that are outside of your Google Domain you need to set the permission in your Google Admin console to "allow access from outside your Google Domain".

When are you better off starting everything in the Google Workspace Marketplace?

You should opt for the Marketplace setup if you want to take advantage of the following Google-integrated platform features:

• Create a Google Group for a Jostle Org Unit (which the org can use on the Google side as they see fit)
• Use Google as an SSO option
• Automatically sync new users in Google to your Jostle platform
• Automatically disable Jostle users no longer in your Google domain
• Control the users that are synced using Google Org Units

For the complete list of automation features between Jostle and Google Workspace please check this guide.

What happens when I delete a Volume, Folder or file?

It will go to Trash in Google Drive and follow Google Drive’s trash policy.

OneDrive Integration behavior

Library has all its normal features and functions when using the OneDrive integration, but there are some minor differences:

1. Content from OneDrive cannot be uploaded to Library via drag and drop.
2. When you delete a Volume, Folder, or file it will go to the OneDrive Recycle Bin and follow its policy.
3. Editing will be supported for the newer versions of Office 365 items (.docx, .xlsx, .pptx). Older version items (.doc, .xls, .ppt) will be "read only" To make an older item editable, try saving it in the new version format before uploading it. For example, open an .xls file in Excel, save it as an .xlsx file, and then upload the .xlsx version.
4. The Library option to block downloading from a Volume is not supported with OneDrive.
5. Volume Librarians DO NOT need to have a OneDrive license in order to edit documents, but they DO need to have an Azure account.
6. Volume Librarians can delete files on the OneDrive side. (This is due how permissions work in OneDrive, which allows anyone who can edit a file to be able to delete it.)
7. Volume Librarians cannot rename a file on the OneDrive side, even though they can edit or delete the file. (This is also related to how OneDrive permissions work.)
8. Groups Jostle creates for access control are always stored in an org’s own Azure Active Directory.
9. Library content cannot be embedded in Jostle content (e.g. News Items). For security reasons (re: clickjacking), Microsoft blocks OneDrive content from being rendered in iFrames.