How the Google Workspace integration works

VOGSY is natively integrated with Google Workspace to create a seamless workflow using the tools your team already relies on. The integration focuses on three key areas:

1. Identity provisioning (for secure Single Sign-On)

2. Document Management (for file storage and reporting)

3. Email Integration (for communication)

VOGSY uses Google Workspace as an identity provider to offer a secure, Single Sign-On (SSO) experience for your users.

• How it works: When a user signs into VOGSY, Google authenticates their identity securely. This means your team can access VOGSY with their existing Google account, eliminating the need to remember a separate password and improving both security and user experience.

VOGSY leverages your existing Google Drive for all document storage and Google Sheets for advanced reporting.

Document Storage (Google Drive & Shared Drives)

When you grant consent, VOGSY automatically creates and maintains a logical folder structure within your Google Drive to keep your documents organized. This includes dedicated folders for each Organization, Opportunity, and Project.

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

IMPORTANT: Use a Google Workspace Admin Account for Setup

For the best results, a Google Workspace administrator should grant the initial consent.

• Admin Consent: Creates the folders in a central Shared Drive, ensuring company ownership and control of all documents. This is the recommended approach.

• Non-Admin Consent: Creates the folders in that specific user's personal "My Drive." This can cause ownership issues if that user leaves the company.

If you initially set up with a non-admin account, you can use the "Upgrade Installation" feature in the VOGSY back office later to migrate folders from a personal Drive to a Shared Drive.

Google Sheets Reporting

VOGSY uses a certified Google Workspace Add-on to connect your reports to live data.

• How it works: When you open a VOGSY report in Google Sheets, you can use the VOGSY add-on to refresh the data. The add-on uses SSO to securely connect to VOGSY and pull the latest information directly into your spreadsheet. Typically, only users with the "Support Staff" role need access to this add-on.

VOGSY integrates with Gmail to manage both outgoing and incoming emails, ensuring all critical communication is tracked against the correct records.

Sending Emails from VOGSY

When you send items like quotes or invoices from VOGSY, the platform uses your consent to create and send the email directly from your own Gmail account, so it appears as if you sent it yourself.

Storing Received Emails in VOGSY

To save important incoming emails to VOGSY, you can use the "VOGSY Google Workspace Add-on," available on the Google Workspace Marketplace. With this add-on, you can select an email in Gmail and directly:

• Log the email to a specific Contact, Organization, Opportunity, or Project in VOGSY.

• Automatically save attachments into the correct project folder.

• Create follow-up tasks for yourself or team members.

• Start chats with colleagues about the email.