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How to connect Google Drive for cloud backup?

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3 mins read

In BoldSign, an account administrator can connect and set up Google Drive for automatic backup of completed documents. By linking your Google Drive account, all finalized documents will be seamlessly uploaded to a designated folder. This ensures secure and organized storage of your eSignature documents in the cloud. This feature is available only for paid plan users.

Follow the steps below to connect Google Drive for cloud backup:

  • Click on the Settings menu and select the Integration option.
  • Find Google Drive among the integration applications and click Connect on the Google Drive card.

Connect

  • You will be redirected to a Google sign-in page. Sign in with the Google account you want to use for cloud backups.
  • Now, Google will ask you to authorize BoldSign to access your Google Drive. Initially when you connect BoldSign with GoogleDrive, you will need to enable the checkbox as shown in the image. If this checkbox is not enabled initially, an error will occur when attempting to connect with BoldSign. After enabling the checkbox, click the Continue button.

Google sign-in

  • You will be directed to the Google Drive configuration dialog.

Configuration dialog

  • On the configuration dialog, a BoldSign folder will be added to your Google Drive account, where all copies of sent and received documents will be conveniently stored. You can rename it as desired.
  • To save the Audit Trail and attachments of completed documents to your Google Drive, simply select the Include audit trail and Include attachments checkboxes, then click the Save button.
  • The completed documents will now be successfully stored in your Google Drive account.
  • To disconnect the integration, simply click the Disconnect button on the Google Drive integration card.

Disconnect button

Types of folders created

By default, Google Drive will create a root folder named BoldSign. Other folders created include:

  • Document type folder: Under the root folder, separate folders will be created for different document types, such as regular documents, bulk links, and bulk send.
  • Team-specific folder: Within each document type folder, a subfolder with the specific team’s name is created.
  • Sent folder: Stores completed documents you sent for signature and self-signed documents.
  • Received folder: Stores signature requests sent to you that you have signed, as well as completed documents where you are CCed.
  • Recipient attachments: Inside the sent/received folder, a Recipient Attachments folder will be created. Within this folder, a subfolder named after each recipient will be generated to store any attachments related to that recipient.
  • When documents with identical names are completed, they will be stored in Google Drive using the date and time format selected on the business profile page. If the selected date and time format includes characters such as / or:, these characters will be automatically replaced with- to ensure compatibility with Google Drive, which does not support these characters in folder names.

  • When signers share the same name but have different email addresses, folders are created with numbered suffixes e.g., _1, _2 to differentiate and avoid conflicts.

Admin permissions

  • Only one organization admin can set up the integration with their Google Drive account.
  • Organization admin will have the ability to retroactively sync all documents and folders for the entire team.
  • Admin can provide view permissions to team admins who need access to specific team documents. You can add new admins to the Google Drive shared folders or any other colleagues who require access.
  • Organization admins can disconnect and change the admin account used for syncing.
  • Folder renaming: When you rename a team, a new folder with the new team will be created on your Google Drive account. You can copy all documents from the old folder into the new folder where all future documents will be synced into.

Enabling automatic cloud backup only backs up the documents completed after the option has been enabled. It does not retroactively back up any previously completed documents and their Audit trails. If you wish to back up all your existing BoldSign documents and their corresponding Audit trails, please write to support@boldsign.com for one-time immediate bulk backup assistance.

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