Information and instructions to sync your K-Ops Project Library and Google Drive repository; and how to stop the sync if needed.

If your organization has a Google Drive repository for a project, you can sync it with your K-Ops Project Library so when documents are added, edited, or deleted in one, the changes automatically occur in the other.

This can help:
• Minimize double entry of documents.
• Ensure that users in the office and the field have access to the most current information.
• Provide a safeguard to backup information – if one platform is inaccessible, files can still be accessed through the other.

NOTE: You must be a Project Admin in K-Ops to connect to Google Drive and sync projects.

See below for more information and instructions:
What to Know
Sync a K-Ops Project Library with Google Drive
Stop Syncing a K-Ops Project Library with Google Drive
Completely Disconnect K-Ops and Google Drive (ALL Projects)

What to Know
• The entire K-Ops project library – docs and folders – syncs to one Google Drive folder.
• Each folder in Google Drive can only sync to one K-Ops project.
• Documents in Google Drive must include the file extension to properly sync in K-Ops. (Make sure to keep the file extension when renaming files.)
• Synced docs do not track who made changes in the other platform.
     o Files created in K-Ops from Google Drive will list “GoogleAgent” with the time and date in the details.
     o Files created in Google Drive from K-Ops will list the user that created the sync with the time and date in the details.
• Comments on docs in Google Drive and comments/notes and annotations on docs in K-Ops are not transferred. (Documents can be flattened or edited with a third-party app to transfer those markups.)
• Uploads of new documents in a single directory from K-Ops or Google Drive populate the equivalent directory in the other.
• Uploads of existing documents in a single directory from K-Ops will create duplicate files with the same name in K-Ops and Google Drive, NOT new ‘versions.’ (Versioning is not supported in K-Ops.)
• Uploads of existing documents in a single directory from Google Drive will give you the choice to create a new version or create a duplicate in both K-Ops and Google Drive.
     o When creating a ‘new version,’ the new document overwrites the existing document in K-Ops. The ‘old version’ will no longer be available in K-Ops but will still be available in Google Drive.
• Synced documents deleted in Google Drive will be moved to Google Drive Trash (standard Google Trash management applies) and deleted/removed from K-Ops.
• Synced documents deleted in K-ops will be soft deleted in K-Ops and deleted/removed Google Drive (they will NOT be available in the Google Drive Trash).

Sync a K-Ops Project Library with Google Drive

Follow the steps below for each K-Ops project you want to sync with your Google Drive repository.

*We recommend creating an administrative Google account that isn’t connected to an individual person for use when connecting K-Ops to your Google Drive account. This is a best practice to separate user history from automated sync history.

For faster syncing, we also recommended creating a Google administrative user for each project.

NOTE: You must be a Project Admin in K-Ops to connect to Google Drive and sync projects.

1. Log in to K-Ops.
2. Launch the project you want to sync.
3. Click on the Project Admin module.
4. Click on INTEGRATIONS.
5. Click the Sign in with Google button.

6. Select the Google account you’re using and sign in if prompted.
NOTE: The first time you connect to Google Drive from K-Ops, you will be asked to select what K-Ops can access. Make sure the options associated with Google Drive files are selected.

7. Click Continue.
8. Select the folder where you want to sync.
NOTE: Be aware when selecting the folder that the sync process does not check for duplicates. For example, if you have folders with the same name in the K-Ops Project Library and the selected Google Drive folder prior to syncing, you will end up with two folders of that name in Google Drive but only one will be synced with K-Ops.
9. Click Select to complete the sync.

Once you sync a K-Ops Project and Google Drive, you will not need to repeat this process for that project. When a document is added or updated, the sync will automatically happen in the background; you will not receive a notification. However, there will be a cloud icon in the Library you can hover over to see sync details, i.e., date/time of the last sync.

* The time it takes to complete a sync will depend on the number and size of the files.

If you ever have an issue where the sync is not automatic, you can click on Project Admin, then INTEGRATIONS, and click the Force Sync button.

Stop Syncing a K-Ops Project Library with Google Drive

Follow the steps below to stop the sync of a specific K-Ops project with your Google Drive repository.

NOTE: You must be a Project Admin in K-Ops to stop syncing a project.

1. Log in to K-Ops.
2. Launch the project you want to stop syncing.
3. Click on the Project Admin module.
4. Click on INTEGRATIONS.
5. Click the Deactivate button.

Once you stop syncing the selected K-Ops Project Library with Google Drive, there will be no further syncs. However, any previously synced documents will still be available in both K-Ops and Google Drive.

NOTE: If you stop syncing a Project Library then reconnect, a full sync is performed so duplicates will be generated. To help manage this, you can create an “OLD” Google Drive folder before resyncing.

Completely Disconnect K-Ops and Google Drive (ALL Projects)

Follow the steps below to fully disconnect your K-Ops account from your Google Drive repository and stop the sync of ALL projects.

NOTE: You must be a Project Admin in K-Ops to deactivate the connection to Google Drive.

1. Click on the Settings icon in Google Drive.
2. Click on Settings in the dropdown.
3. Click Manage Apps on the left side of the screen.
4. Locate K-Ops on the list of apps.
5. Click on Options to the right of K-Ops.
6. Click Disconnect from Drive.
7. Click the DISCONNECT button to confirm.

Once you disconnect, there will be no further syncing between Google Drive and any of the projects in your K-Ops account. However, any previously synced documents will still be available in both K-Ops and Google Drive.

NOTE: If you disconnect then reconnect, a full sync is performed so duplicates will be generated. To help manage this, you can create an “OLD” Google Drive folder before resyncing.