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Library integration (with OneDrive/Google Drive)

 

About this feature 

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

After integrating, users will be able to create and edit OneDrive/O365 items* (Word, Excel, PowerPoint) or Google items (Docs, Slides, Forms, Sheets) directly from their Library as well. 

*Editing will be supported for the newer versions of OneDrive/O365 items (.docx, .xlsx, .pptx). Older version items (.doc, .xls, .ppt) will be "read only" (TIP: 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).

Integration information

  • A OneDrive-integrated Library works very similar to a Google Drive-integrated Library, which is detailed here.
  • For the differences between the OneDrive and Google Drive integrations, jump here.
  • For information regarding OneDrive delays when updating Volume permissions, jump here.

 

Table of contents

  1. OneDrive integration
  2. Google Drive integration
  3. Google Drive integration FAQ

 

OneDrive integration

OneDrive integration can only be initiated if:

  • In your Jostle intranet, you are a System Administrator
  • In Active Directory, you are the Global Administrator for the directory being authorized.
  • Your Library is empty (all content has been downloaded and removed)

NOTES

You will also need to create a "jostle_librarian" Azure user to complete your integration. See the details in Step 2 below if you wish to create this beforehand.

If you have multiple Azure 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.

Admin-approval.png

 

To change storage to OneDrive 

Step 1

Go to Library settings (Library > Gear icon on the left side of the Action Bar)

In the OneDrive section, click on Change storage to OneDrive (if your Library has not been emptied, an error message will appear).

od1.PNG

Step 2

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

NOTE—this user must have an O365 license (for example, Office 365 Business, Office 365 Business Essentials, etc) and must be logged in at least once through your UI before continuing with the setup. (If you receive an error trying to log in, it is most likely due to a missing permission. To resolve this, follow the "Solution" steps here).

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

od2b.png

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

od3.PNG

Step 3

Refresh your Library and click on the Gear icon to confirm that Library settings is showing OneDrive as Installed.

od5.PNG

You can now click on the "+" in the action bar to open the Add New menu and upload your content (NOTEcontent cannot be dragged and dropped from OneDrive into Library at this time).

From the +/Add New menu you can also access a OneDrive sub-menu to create new Word, Excel, and PowerPoint items.

ODlib.png

 

NOTE—Volume permission delays. Currently, it takes 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 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. od4.PNG
  4. Manually delete Jostle from your org’s Azure instance at Azure Portal > Enterprise Apps

 

NOTE—after disconnecting Jostle from O365, or changing your storage back to Jostle, the “Jostle Library” folder will remain on OneDrive. If you integrate Jostle with OneDrive again, we’ll have to change the name of the old Jostle Library folder to “Jostle Library Archive {{Timestamp when disconnected}}” so that the fresh integration can happen at “Jostle Library” again.

 

Google Drive integration

This option is intended for customers with a Google Domain who have not gone through the Google Marketplace setup with their Jostle intranet. You can tell if you went through the Google setup if you go to your Library and can see a Google Drive link in the upper right corner:

GL00.png

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

 

Google Drive integration can only be initiated if:

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

NOTE—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.

 

To change storage to Google Drive

Step 1 

Go to Library settings (Library > Gear icon on the left side of the action bar)

Scroll down to the Google Drive section and click on Change storage to Google Drive (if your Library has not been emptied, an error message will appear).

GL01b.png

 

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 Change storage to Google Drive (1 of 2) screen, enter the email for your jostle_librarian user and then click Continue.

 

GL02.png

 

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).

 

GL03.png

Once you’ve reviewed the permissions, click Continue.

 

Step 4

Next, on the Change storage to Google Drive (2 of 2) 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 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).

 

GL05a.png

 

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

 

GL04.png

 

Back on Jostle’s Change storage 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.

 

GL05c.png

 

GL06b.png

 

Once that's done, click Authorize and then go back to the Change storage 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.

GL07.png

You can now start rebuilding your Categories and Volumes and use the "+" in the action bar to open the Add New menu and upload your content (NOTE—items can also be added via drag-and-drop).

Once you have created at least one Category and Volume, then from the +/Add New menu, you will also be able to access a Google items sub-menu to create new Docs, Sheets, Slides, and Forms.

 

GL08.png

 

To change storage back 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.

 

GL10.png

 

Notes

  • When you delete a Volume, it will go to Trash and follow Google Drive’s trash policy.
  • Changing storage does not affect Library Categories because Categories are not tied to the permissions on the repository side.
  • 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 (my action bar doesn't have a gear icon)?

Some accounts may not have access to Library Settings if they do not meet the configuration requirements for switching their Library storage. If you're not seeing a gear icon in your Library please contact support@jostle.me and they'll be able to look into your issue further.

 

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 intranet features:

  • Create a Google Group for a Jostle Org Unit (which the org can use on the Google side to set permissions)
  • Use Google as an SSO option
  • Automatically sync new users in Google to your Jostle intranet
  • 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.

 

OneDrive/Google Drive: Integration differences

OneDrive integration works very similar to our Google Drive integration (detailed here), however there are some minor differences:

Content from OneDrive cannot be uploaded to Library via drag and drop.

Library option "Block downloading from Volume" not supported with OneDrive.

Volume Librarians DO NOT need to have a OneDrive license in order to edit documents, but they DO need to have an Azure account.

Volume Librarians can delete files on the OneDrive side.

  • This is due to difference in permissions: OneDrive allows anyone who can edit a file to be able to delete it, Google Drive only lets users delete a file if they have Write access to the folder it’s in.

Volume Librarians cannot rename a file on the OneDrive side (even though they can edit or delete the file).

  • This is also a OneDrive permission-based difference. 

Groups Jostle creates for access control are always stored in an org’s own Azure Active Directory.

  • Google orgs have the choice of keeping their groups in Jostle’s domain or their own.

Library content cannot be embedded in Jostle content (e.g. News articles)

  • For security reasons (re: clickjacking), Microsoft blocks OneDrive content from being rendered in iFrames. (Jostle developers are currently exploring possible workarounds)

 

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