Available in: both Salesforce Classic and Lightning Experience
Available in: Contact Manager, Group, Professional, Enterprise, Performance, Unlimited, and Developer Editions
User Permissions Needed
Activating the Add Google Docs to Salesforce service:
After you activate a Google Apps service in Salesforce, it’s visible to all your Salesforce users. To use these services, your users need Google Apps accounts on your domain. For more information, see Get Started with Salesforce and Google Apps.
Google Docs™ allows you to create on-demand documents, spreadsheets, and presentations, edit them in your browser, and work together in real time with other collaborators.
To activate or deactivate the Add Google Docs to Salesforce service:
From Setup, enter Google Apps Settings in the Quick Find box, then select Google Apps Settings.
Click Edit next to the Add Google Docs to Salesforce option in the Activate Google Apps Services list.
When the Add Google Docs to Salesforce service is enabled, the following changes allow users to create, edit, or view Google docs and associate them with Salesforce records:
The Notes & Attachments related list on accounts, assets, contacts, contracts, leads, opportunities, products, and custom objects is renamed to Google Docs, Notes, & Attachments.
The Attachments related list on cases, solutions, and campaigns is renamed to Google Docs & Attachments.
If Salesforce CRM Content is enabled, the Libraries tab has an Add Google Doc drop-down list.
Users can also install the Add Google Doc to Salesforce browser button, which allows them to associate a Google doc to several Salesforce records or a Salesforce CRM Content library without being logged into Salesforce.
By default, Google Docs users on your domain can share their Google docs with Google Apps accounts outside your domain. The control panel in your Google Apps account contains sharing settings that enable you to restrict document sharing to users within your organization's domain.
Customer Portal and partner portal users with access to the Contribute tab in Salesforce CRM Content can create new Google docs and associate existing Google docs to a Salesforce library. Portal users without access to Salesforce CRM Content can associate an existing Google doc to a record, but they cannot create new Google docs from within a record because they do not have access to the Google Docs, Notes, and Attachments related list in the portal. Portal users cannot use the Add Google Doc to Salesforce browser button.
When the Add Google Docs to Salesforce service is deactivated, Google docs cannot be accessed from Salesforce records, and any Google docs in users' Recycle Bins that were deleted from a record are permanently removed from Salesforce. If the Add Google Docs to Salesforce service is reactivated within 30 days, Google docs that were associated with Salesforce records before the deactivation are restored to their previous location. Deactivating the Add Google Docs to Salesforce service does not affect Google docs in Salesforce CRM Content libraries; deactivation does not remove Google docs associations in libraries and does not permanently delete Google docs in Recycle Bins.
The Add Google Docs to Salesforce service cannot be disabled for your organization if Google docs are referenced in Apex.
Google docs count against data storage. For each Google doc associated with a record or library in Salesforce, two Kb of storage is used.