How the Google Workspace integration works

VOGSY is natively integrated with Google Workspace so that you can have a seamless workflow.

VOGSY integrates with Google Workspaces for:

1. Identity provisions / single sign-on

2. Managing documents

3. Integrating emails

Google Workspace acts as an identity provider (IdP) by offering user authentication and authorization services to applications. It leverages OAuth 2.0, a modern authorization framework, to ensure secure and delegated access to resources. Here's how it works:

1. Registration and Configuration:

Application Registration: VOGSY is registered with Google Workspace, providing details like the application name, redirect URIs (where Google should redirect users after authentication), and the scopes of access required (e.g., read emails, access calendars). This process generates a Client ID and Client Secret, unique identifiers for VOGSY.  

2. User Authentication and Consent:

Initiating Authentication: When a user tries to access a protected resource in VOGSY, VOGSY redirects them to Google Workspace's authentication server.

Google Workspace Login: The user signs in with their Google Workspace credentials (email and password).

3. Accessing Resources:

VOGSY uses the access token to make API calls to Google Workspace or other Google services, accessing the permitted resources (e.g., Gmail, Drive, Calendar) on behalf of the user.  

Benefits of using Google Workspace as IdP for VOGSY with OAuth 2.0:

Enhanced Security: Centralized identity management and strong authentication protocols improve security.  

Improved User Experience: Single sign-on (SSO) eliminates the need for users to remember multiple passwords, leading to a smoother experience.  

Increased Developer Productivity: OAuth 2.0 simplifies application development by providing a standardized authorization framework.  

Centralized Control: Administrators have centralized control over user access and permissions.  

VOGSY integrates with Google Workspace in two ways for document management:

Drive / Shared Drive

After you give consent, VOGSY automatically creates three folders:

• VOGSY (for all operational documents')

• VOGSY Templates (document templates for invoices, quotes, etc.)

• VOGSY Backoffice (Excel Reports)

VOGSY's data handling policy describes our policies for access to documents and folders.

Once consent is given, VOGSY automatically creates a dedicated folder for each organization, opportunity, and project to store documents.

NOTE: If a non-admin user consents, these folders are made within the user's Drive. When an admin consents, Shared Drives are created to host these folders. Storing documents on a user's Drive can cause issues around ownership. Therefore, the advice is to store all documents in Shared Drives instead.

While using Shared Drives for document storage is recommended, it is not mandatory, as this can be upgraded later. VOGSY provides the "Upgrade Installation" feature in the back office, allowing a Google domain admin to transition from individual user consent to domain-wide consent, which triggers the migration of VOGSY folders from Drive to Shared Drives.

Google Sheets reports

VOGSY has a certified registration for a Google Sheets extension.

In the VOGSY folder structure, some reports can be refreshed using this add-on.

When you click 'Refresh report' on the add-on in one of these Sheets reports, it will connect to VOGSY using single sign-on.

The add-on may show a selection screen and trigger VOGSY to update (pull) the data into the sheet.

In most cases, only support staff users have access to the reports. Only these users need access to the add-in, which can be installed either by the user or centrally by an admin.

VOGSY integrates with Gmail to sync outgoing and incoming emails.

Sent emails

When sending quotes or invoices from VOGSY, VOGSY uses Gmail consent to create and send an email from the user's mailbox. For instance, when a project manager is asked to ‘Approve’ a draft invoice, the ‘Approve’ action will prepare an invoice from the invoice template, store it as a PDF under the organization folder, and send it as an attachment in an email to this organization.

Store received emails

VOGSY can store received emails through the ‘VOGSY Google Workspace Add-on.’ This add-on can be found on the Google Workspace Marketplace.

With the VOGSY Workspace Add-on, you can :

• Log emails

• Set follow-up tasks for yourself and team members

• Automatically organize attachments into the correct folder

• Start chats with colleagues directly

The VOGSY Google Workspace Add-on allows you to save emails to these VOGSY entities:

• Contacts

• Organizations

• Opportunities

• Projects