Article Summary
Create a Google Drive service account to provide AutoRFP with access to only specific files you want to sync, rather than your entire Google Drive. This approach meets stringent security requirements by limiting integration access to a dedicated shared folder managed by the service account.
Estimated Time
10-15 minutes
Prerequisites
G-Suite Account Admin permissions
Access to Google Admin console
Understanding of which users need to add files to the integration
G-Suite Group email (optional, for sharing with multiple users)
Step-by-Step Instructions
Part 1: Creating the Service Account
Step 1: Access Google Admin Console
Navigate to https://admin.google.com/ac/users
You must be a G-Suite Account Admin to access this page.
Click Add a new user at the top of the page.
Step 2: Create Service Account User
Enter an appropriate name for the service account (e.g., "AutoRFP Integration").
Create an email address for the service account.
Complete the user creation process.
Save the credentials securely.
Part 2: Setting Up the Integration Folder
Step 1: Create Integration Folder
Navigate to https://drive.google.com
Log in with the service account credentials.
Click New > Folder.
Name the folder appropriately (e.g., "AutoRFP Integration Content").
Click Create.
Step 2: Share the Folder
Choose one of two sharing options:
Option A: Share with Individual Users
Right-click the folder and select Share.
Enter the email addresses of individuals who need to add files to the integration.
Set appropriate permissions.
Click Send.
Option B: Share with G-Suite Group
Right-click the folder and select Share.
Enter the G-Suite Group email address.
This shares the folder with all users within the group.
Set appropriate permissions.
Click Send.
Part 3: Adding Files to Integration Folder (For Users)
Step 1: Select Files to Sync
Navigate to your personal Google Drive.
Select all files you want to sync with AutoRFP.
Right-click and select Add Shortcut (or click the "Add shortcut to Drive" icon).
Step 2: Navigate to Shared Folder
In the "Add shortcut" dialog, tab over to All locations.
Select Shared with me.
Locate and select the shared integration folder (e.g., "AutoRFP Integration Content").
Click Add.
Step 3: Confirm Sharing
Google Drive will ask you to confirm adding the selected shortcuts to the shared folder.
2. You'll be asked to confirm whether you want to share the files with users who have access to the shared folder.
3. Click Add shortcuts to continue.
Important: For the integration to work, files must be shared with the integration service account.
Part 4: Connect to AutoRFP
Step 1: Use Service Account Credentials
When connecting Google Drive to AutoRFP, use the service account credentials instead of personal credentials.
Follow the standard Google Drive integration setup process.
Select the "AutoRFP Integration Content" folder for sync.
Step 2: Automatic Synchronization
Any files users add to the shared folder will automatically sync within 24 hours.
Select How to integrate with Google Drive for complete integration details.
💡 Tips & Best Practices
Use descriptive naming (e.g., "AutoRFP Integration") for easy identification
Document service account credentials securely
Ensure users understand files must be shared with service account for sync to work
✋🏼 Common Mistakes to Avoid
Giving service account broader access than necessary - defeats security purpose
Forgetting to add users or groups to shared folder - they can't contribute files
Need Help?
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📧 Email: [email protected] or contact your Success Manager directly for urgent support.
📚 Learning Centre: learn.autorfp.ai/en