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Usage Overview

Once the Google Workspace module is installed and authorized, you can manage all your Google productivity files directly from Concord CRM. This guide covers the core operations available for each supported Google service.

Access the module from the Google Workspace menu in the CRM sidebar. The interface is organized into sections for each Google service:

  • Documents -- Google Docs
  • Spreadsheets -- Google Sheets
  • Presentations -- Google Slides
  • Forms -- Google Forms
  • Drive -- Google Drive file browser

Each section provides a consistent set of operations: list, create, open, update, and delete.

Google Documentsโ€‹

Manage Google Docs directly within the CRM.

Creating a Documentโ€‹

  1. Navigate to Google Workspace โ†’ Documents.
  2. Click Create New Document.
  3. Enter a title for the document.
  4. Click Create. The document is created in your connected Google account.

Managing Documentsโ€‹

ActionHow To
ListView all synced documents in the Documents section
OpenClick on a document title to open it in Google Docs in a new tab
UpdateEdit the title or metadata from the document's detail view
DeleteRemove the document from the list; the file is deleted from Google
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Documents are synced with your Google account. Any changes you make in Google Docs will be reflected when you refresh the CRM view.

Google Spreadsheetsโ€‹

Create and manage Google Sheets for data tracking, reporting, and collaboration.

Creating a Spreadsheetโ€‹

  1. Navigate to Google Workspace โ†’ Spreadsheets.
  2. Click Create New Spreadsheet.
  3. Enter a title for the spreadsheet.
  4. Click Create.

Managing Spreadsheetsโ€‹

  • List -- Browse all synced spreadsheets with titles, creation dates, and sharing status.
  • Open -- Click to open the spreadsheet in Google Sheets.
  • Update -- Modify title or metadata from within the CRM.
  • Delete -- Remove the spreadsheet from both the CRM and Google.
tip

Google Sheets is ideal for creating reports, tracking data exports, and building dashboards that your team can collaborate on in real time.

Google Slidesโ€‹

Create and manage presentations for client pitches, internal reviews, and team meetings.

Creating a Presentationโ€‹

  1. Navigate to Google Workspace โ†’ Presentations.
  2. Click Create New Presentation.
  3. Enter a title.
  4. Click Create.

Managing Presentationsโ€‹

All standard operations (list, open, update, delete) are available from the Presentations section, following the same workflow as Documents and Spreadsheets.

Google Formsโ€‹

Build and manage forms for surveys, feedback collection, and data gathering.

Creating a Formโ€‹

  1. Navigate to Google Workspace โ†’ Forms.
  2. Click Create New Form.
  3. Enter a title for the form.
  4. Click Create. The form is created and synced with your Google account.

Managing Formsโ€‹

  • List -- View all forms with their titles and creation dates.
  • Open -- Open the form in Google Forms for editing or to view responses.
  • Update -- Modify the form title or metadata from the CRM.
  • Delete -- Remove the form from the CRM and Google.
info

Form responses are managed through Google Forms directly. The CRM provides quick access to open and manage your forms but does not display individual responses within the CRM interface.

Google Driveโ€‹

The Google Drive section provides a file browser for all files stored in your connected Google Drive account.

Browsing Filesโ€‹

  1. Navigate to Google Workspace โ†’ Drive.
  2. Browse the file listing, which displays:
    • File Name -- The name of the file or folder.
    • Type -- Document, spreadsheet, presentation, form, or other file type.
    • Sharing Status -- Whether the file is private, shared with specific people, or publicly accessible.
    • Last Modified -- When the file was last updated.

Searching and Filteringโ€‹

  • Use the search bar to find files by name or keyword.
  • Apply filters to narrow results by file type (Docs, Sheets, Slides, Forms, or other).
  • Use the Shared with Me quick access to view files others have shared with you.

Drive Operationsโ€‹

ActionDescription
OpenOpen any file in its native Google editor
View SharingSee who has access to a file and their permission level
SearchFind files by name, type, or content
FilterNarrow the file list by type or sharing status
tip

The Google Drive view is particularly useful for quickly locating files shared by clients or team members without switching between applications.

Permissions and Access Controlโ€‹

Access to Google Workspace features within the CRM is governed by Concord CRM's role-based permission system.

Configuring Permissionsโ€‹

  1. Navigate to Settings โ†’ Roles & Permissions.
  2. Select the role you want to configure.
  3. Under the Google Workspace section, enable or disable access to:
    • View Google Workspace files
    • Create new files
    • Update existing files
    • Delete files
  4. Click Save.
warning

Only users whose roles have Google Workspace permissions enabled will see the module in their CRM navigation. Administrators always have full access by default.

Best Practicesโ€‹

  • Authorize with a shared organizational account if you want all team members to access the same set of files.
  • Use descriptive file names to make searching and filtering efficient.
  • Review sharing permissions regularly to ensure sensitive documents are not inadvertently exposed.
  • Leverage Google Drive as a central file hub and use the CRM module for quick access rather than duplicating files.
  • Set appropriate CRM permissions so that only authorized team members can create or delete Google Workspace files.