Embed Google Drive documents in your courses

The Google Drive integration allows course editors to embed files from their Google Drive into 360Learning courses, without leaving the course creation interface. It eliminates the burden of manually embedding files and reduces the risk of duplicating content.

Once an admin activates this integration for the group that owns a course or one of its parent groups, course editors in that course will see a new Google Drive option when adding content. To use it, editors must sign in to their Google account via Single Sign-On (SSO). After authentication, they can browse their Drive and select files to embed.

The sharing settings set in Google Drive determine who can view the embedded document in the course.

On platforms using the Globalization feature, translators can also add Google Drive documents to the courses they are translating, provided they have access to those documents on their Google account.

Set up the Google Drive integration

Step 1: Choose the integration group

First, identify the group where the integration will be activated. Keep these points in mind when making your choice:

• Activating the integration on a group automatically grants access to all its subgroups (both private and public).
• To provide access to the Google Drive integration to everyone in your organization, enable the integration in the platform group.
• The owner group specified in the course settings determines whether authors will see the Google Drive option when adding a document to the course. The course owner group must either be the integration group or one of its subgroups.

Once you've chosen your integration group, note down its ID (here is how to find it).

Step 2: Contact 360Learning

Email either your 360Learning Client Success Partner (CSP) or Solution Architect (SA) with the following information:

• Integration Name: Google Drive.
• 360Learning Group ID: The ID of the group chosen during step 1.

Step 3: Activate the integration in 360Learning

When you receive confirmation from your CSP or SA that the backend setup is done, activate the integration in 360Learning:

1. In the left sidebar, click the integration group.
2. At the top right of the main section, click  Settings.
3. In the left sidebar, click  Integrations → Google Drive.
4. Click Activate.
5. In the dialog box, click Continue.

The Google Drive integration is now active for the integration group and its subgroups. To deactivate the integration, click Deactivate.

You can only activate and deactivate the Google Drive integration within the Integrations settings of the specific group selected in step 1. This integration won't be manageable in the Integrations settings of its subgroups. 

Embed a Google Drive document in a course

Course editors can now embed documents from Google Drive directly within the 360Learning course creation interface.

Google Drive file sharing settings are managed entirely within Google Drive. Before embedding the document in your 360Learning courses, ensure the desired sharing settings are configured in Google Drive. You can either set the file to "Anyone with the link" or explicitly share it with the Google accounts of your learners. To ensure seamless access for all learners, we recommend setting your Google Drive file sharing settings to "Anyone with the link."

To embed a Google Drive document in a course:

1. In the course editor's left sidebar, select Add activity → Add a document.
2. At the top, click Google Drive.
   • You'll only see the Google Drive option if the group that owns this course (or one of its parent groups) has the Google Drive integration enabled by an admin.
   • If you don't see this option, refer to the manual embedding process.
3. Click Open Google Drive.
4. You will be redirected for authentication via Single Sign-On (SSO). Log in with your Google account credentials.
5. You may be asked to grant permissions for 360Learning to access your Google Drive files. Ensure the necessary permissions are selected to proceed.
6. Select a file. You'll see all the files your Google account has permission to access, regardless of who owns them or their original sharing settings. This includes files you own, files shared with you, and files located in a Shared Drive.
7. Click Select.

The embedded file will now appear within the course. Learners can view the embedded file if:

• The file is shared with "Anyone with the link" in Google Drive.
• OR, they are logged into a Google account that has been granted access to the file.

Learners cannot directly view the embedded file and may encounter issues if:

• The file is not shared with "Anyone with the link," and they are not logged into a Google account with access. This may result in a "403 error" from Google.
• The file is not shared with "Anyone with the link," and they are logged into a Google account that does not have permission to view the file. In this case, they may see an option to request access.

If a user who has embedded a Google Drive file leaves the organization, the accessibility of the file in the course will depend on the fate of their Google Drive account and the file's sharing permissions.