Next Generation Egnyte for Google Workspace Integration with Improved Collaboration (original) (raw)
Egnyte for Google Workspace enables customers to collaborate on files stored in Egnyte using Workspace applications. The existing version offers a wide range of capabilities and features, such as creating and editing Google Docs, Sheets, and Slides, and saving them directly on Egnyte. Google Workspace supports real-time collaboration, enabling multiple users to work together simultaneously. It also allows editing and co-authoring of Microsoft Office files.
Egnyte is now proactively adapting to Google's strategic shifts, prioritizing uninterrupted functionality and an enriched user experience for our customers. In response to Google's plans to sunset the Decoupled Docs API in 2026, we're upgrading our existing Workspace integration.
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Why Are We Upgrading?
Who is Impacted?
Onboarding and Migration Plan
Admin Guidelines and Action Items
Prerequisite
Steps for Editing Existing Configuration
File Sync
Requirement for Authorization Account
Limitations for Users with Lifetime (Personal) Accounts
Shared Drive Creation Permissions
Administrative Control of Shared Drive Settings
User-Centric Benefits and Key Impacts
Why Are We Upgrading?
- Egnyte is required to adopt the new APIs for integrating with Google Workspace, aligning with the latest changes in Google's infrastructure
- Upgrading the current Workspace integration ensures a seamless and consistent user experience
- The new version comes with an additional set of capabilities above what we currently offer. Some of these include:
- Suite of capabilities under smart canvas, making task assignments, progress tracking, and collaboration more intuitive
- The integration of Gemini, including the side panel in Workspace and other AI tools which operates behind the scenes in refining existing work or starting new projects, with specific features tailored for various Google Workspace applications.
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Who is Impacted?
All Egnyte customers utilizing the Workspace integration are impacted by this transition.
Onboarding and Migration Plan
New Customers
- New customers will be onboarded onto the upgraded integration by default.
Existing Customers
- Existing customers will be migrated to the new version in a phased manner. Contact support to migrate to the latest version now.
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Admin Guidelines and Action Items
Prerequisite
- The upgrade should be scheduled at non-business hours. This is to avoid data inconsistency issues.
- The admin should create and use a separate Google Workspace account, solely created to authenticate this integration rather than relying on personal accounts. It is equally crucial to ensure these credentials are kept secure to prevent any unauthorized access.
It is required to create a new Workspace account with a generic name and use that email to authorize the Google integration of the domain. Additionally, please make sure that this email address is not affiliated with a corresponding Egnyte user.
- To allow organizational users to create shared drives, administrators must uncheck the Prevent users in selected organizational units from creating new shared drives option. Administrators can also choose to restrict shared drive creation for specific organizational units or groups by checking this option.
- Supported plans:
- Google Workspace Editions: Business Standard, Business Plus, Enterprise, Enterprise for Education, and Nonprofits Legacy
- G Suite Editions: Business, Education, and Enterprise
Steps for Editing Existing Configuration
- Log in to the Egnyte domain and navigate to Apps & Integrations.
- Click Google Workspace -> Settings.
- Click Edit Configuration.
- Provide consent and click Authorize.
Click here for more details regarding Google shared drives. - Click Allow Access.
- Sign in with the email address associated with a service account. Click Next in the Google Authorization pop-up.
- Enter the password and click Next.
- Click Continue.
- Click Allow.
- An Authorization Successful message will be displayed on setup completion.
File Sync
- The existing files from Egnyte are synced to the Shared Drive when opened.
- After switching to the new version, all existing user sessions will expire due to token expiration. Since Google Workspace may take up to 5 minutes to invoke the API calls, users could lose any unsaved changes made during this period. To minimize disruption, it is recommended to perform the migration during a time of low or no user activity. Users will receive a warning message prompting them to reload the page, which will then open in the upgraded version.
Requirement for Authorization Account
The admin should create and use a separate Workspace account, solely created to authenticate this integration. This approach helps safeguard access to stored content in case the owner of a personal account leaves the company or if credentials are lost, reducing the risk of permanent data loss.
Limitations for Users with Lifetime (Personal) Accounts
Users with personal, independent, or free Workspace accounts (not associated with Google Workspace) cannot use the latest version of Google integration. This is expected due to limitations associated with individual accounts. Personal accounts do not have access to the shared drive creation feature, which is exclusive to certain Google Workspace editions.
Shared drive creation is supported only in specific Google Workspace editions as follows:
- Google Workspace Editions: Business Standard, Business Plus, Enterprise, Enterprise for Education, and Nonprofits
- Legacy G Suite Editions: Business, Education, and Enterprise
Shared Drive Creation Permissions
Not all users within the eligible editions can create shared drives. This ability depends on permissions managed by the Workspace administrator within the organization. By default, organizational users have shared drive creation rights, though administrators can restrict this to certain organizational units or groups as needed.
For individual users with personal Workspace accounts (for example, @gmail.com) or those on Google Workspace Basic, Business Starter, or Free editions, the shared drives cannot be created, but these users can be invited to collaborate on files created by supported users.
Administrative Control of Shared Drive Settings
The management of shared drive settings and permissions is exclusively available to Google Workspace administrators. Administrators have the authority to set policies governing shared drive access and creation within the organization. For further details, refer to the Workspace support article here.
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User-Centric Benefits and Key Impacts
Create a New File with Workspace in Egnyte
In the current version, users can create new files in Workspace through the Create menu, with files stored directly in Egnyte. The functionality remains intact in the upgraded version, but with an enhancement - these files are now stored in Egnyte, accompanied by a copy in Google Drive for Google files. All users apart from authorized users, will see all the files in Shared with me with an Egnyte label.
Collaborate in Real-Time on Files in Google Workspace
The collaborative experience for Google files remains supported in both versions. However, in the upgraded version, Google files are opened directly in Google's editor. Users can also leverage Google’s Smart Canvas feature now.
Collaborate in Real-Time on Microsoft Files
The collaboration and co-editing support for Microsoft files remain consistent across both versions.
File Management: Rename, Move, Copy, Delete
File management capabilities such as renaming, moving, copying, and deleting are supported in both versions.
In the upgraded version,
- The renaming process works bidirectionally between Google Drive and Egnyte.
- Copying a file creates a duplicate in Google Drive to retain advanced Google smart canvas features.
- Deleting a file sends it to the Trash in Egnyte and revokes user permission in Drive. Deleting it from the Trash removes the file from Google Drive as well, ensuring data integrity.
File Preview
Previewing the file is available in the upgraded version as currently offered.
File Sharing
Sharing file capabilities as offered currently undergo positive changes in the upgraded version. Users can share files directly from the Workspace editor using the Egnyte add-on, making the process faster and more convenient.
'New File' Or 'Make a Copy' Via Google Editor
The options to create a New File or Make a Copy via the Google Editor are consistent between the two versions.
Additional Features
The upgraded version includes smart canvas for intuitive task management and collaboration, along with Workspace advanced AI features for enhanced workflow efficiency.
We recommend staying with the upgraded version for optimal performance. However, if you wish to roll back, please Contact Support for assistance.