Documents (SharePoint and Google Drive)

Documents shows each company’s SharePoint folder on its page in Gabriel, with a subfolder for each of its opportunities. Files stay in SharePoint: Gabriel keeps only a link to the folder, and everyone opens it with their own Microsoft account, so your SharePoint permissions still decide who can see what. Google Drive works the same way, with Google accounts and shared drives, and the labels below say Google Drive and Google instead of SharePoint and Microsoft.

An admin turns documents on under Settings > Integrations > Documents. After that, anyone who can edit a company and has the Manage permission on the Documents row in Roles and permissions can create or link its folder and upload files. Every built-in role except Viewer and Billing Contact has it.

Set up documents (admins)

Before you start, connect your own Microsoft or Google account with file access. Gabriel browses folders as you, so you only see what you can already open.

1. Open Settings > Integrations and click Documents.
2. Turn on Documents.
3. Under Where your documents live, choose SharePoint or Google Drive.
4. Under Document roots, set the Customers root and the Prospects root: the folders that company folders are created in.
   • Click Choose folder, then pick the site, the document library and the folder, and click Use this folder. Or:
   • Click Paste a link, paste the folder’s link from SharePoint’s Copy link, and click Save root.
5. Under Which company types go in the Customers root, tick each company type whose folders belong with customers. Every other type, including types you add later, goes in the Prospects root.
6. Under Folder naming, check the Folder name template and click Save template if you change it.
7. Under Behavior, choose the options you want (see below).

If your account isn’t connected for files yet, Gabriel shows Connect Microsoft account or Grant file access instead of the folder buttons.

Folder naming

The template decides the name of folders Gabriel creates. The default is the company name followed by its short ID in brackets. You can use {company.name}, {company.shortId}, {company.domain} and {date.year}. The template must include {company.name} and either {company.shortId} or {company.domain}, so two companies with the same name never share a folder. Current preview shows the result.

Linking a folder that already exists keeps that folder’s own name.

Behavior options

Option	Default	What it does
Create a folder automatically for new companies	Off	Creates a folder when a company is added in Gabriel. Companies from imports and automatic capture are skipped, so results can be patchy.
Move the folder when a prospect converts to customer	Off	Moves the folder from the Prospects root to the Customers root when the company becomes a customer. The person converting it needs write access to both.
Show the folder path to users who lack access	On	Users who can’t open the folder still see its name and path. Off, they only see that a folder is linked.

User connections lists who has connected their account and who has granted file access. Each person connects their own account; you can’t do it for them.

Connect your account (everyone)

The first time you open a company’s Documents tab, Gabriel asks you to Connect Microsoft account. If you already connected it for email and calendar, click Grant file access instead. You stay signed in; this only adds file access to your existing connection.

Create or link a company’s folder

1. Open the company and go to the Documents tab.
2. Choose:
   • Create folder: Gabriel creates a folder in the Customers or Prospects root, depending on the company’s type, named from your template. You can change the Folder name before you create it.
   • Link existing folder: pick the folder that already holds the company’s files, or paste its SharePoint folder URL. Nothing in SharePoint is moved or changed.
3. Click Create folder or Link folder.

For an opportunity, open its Documents tab and click Create folder. The deal’s folder is created inside its company’s folder, so the company needs a folder first.

Work with files

On the Documents tab:

• Click a folder to open it inside Gabriel. Click a file to open it in SharePoint in a new tab.
• Click Open in SharePoint to open the folder you’re looking at.
• Click Upload to add a file to the folder on screen. Files can be up to 100 MB; for bigger files, add them in SharePoint directly. If a file with the same name exists, the new one is saved alongside it.
• Click Unlink folder to stop showing the folder on the record. Nothing in SharePoint is deleted, and you can link it again.
• Click the refresh button at the top right of the tab to reload it from SharePoint, for example after someone adds a file there or you’re given access to the folder. You don’t need to leave the record.

When you write an email in Gabriel about a company whose folder is linked, click Attach from SharePoint to Insert link to a file or Attach copy of it.

How it works

• Your permissions, not Gabriel’s. Every view, upload and new folder is done as you. If SharePoint doesn’t let you open a folder, you see You don’t have access to this folder and can Request access in SharePoint.
• Links survive moves. Gabriel tracks the folder itself, not its path, so renaming or moving it in SharePoint doesn’t break the link. If it’s deleted, the tab says The linked folder no longer exists and offers to create or link another.
• Company type picks the root. A company whose type is ticked under Which company types go in the Customers root uses the Customers root; every other company uses the Prospects root.
• Switching provider clears both roots. Records linked to the old provider’s folders stop showing them, and get them back if you switch back.
• Contacts and leads don’t have a Documents tab; their files belong in the company’s folder.

Best practices

• Admins: point the roots at libraries your sales team can already open. Gabriel can’t grant access, so a root only your admins can see means every rep gets You don’t have access to this folder.
• Keep the short ID or domain in the folder name. It’s required for a reason: two companies called “Acme” would otherwise collide.
• Link existing folders before you create new ones. If your team already has a folder per customer, linking keeps the history in one place instead of starting an empty second folder.
• Leave automatic folder creation off unless every company is added by hand. Imported and captured companies are skipped, so turning it on gives you some folders and not others.
• Map only true customer types to the Customers root. Anything unticked goes to Prospects, so a new type can never put a prospect’s files among customers’.
• Put proposals in the deal’s folder. Each opportunity’s folder sits inside its company’s, so the account keeps every deal’s paperwork together.
• Ask everyone to grant file access in their first week. The User connections table shows who hasn’t yet.

Troubleshooting

“Documents aren’t turned on yet.” An admin needs to turn on documents and set the roots under Settings > Integrations > Documents.

“The Customers library hasn’t been set up yet” (or Prospects). That root isn’t chosen yet. An admin sets it under Document roots, or changes which company types use it.

“The company needs a folder first.” Create or link the company’s folder, then come back to the opportunity.

“That file is larger than the 100 MB upload limit.” Upload it in SharePoint directly.

“You can view this folder but not add files to it.” Ask the folder’s owner in SharePoint for edit access.

Related

• Companies
• Opportunities and your pipeline
• Email & Calendar