Google Drive - Documents

Overview

TotalApp's Google Drive integration lets you pick any file from your Google Drive — documents, PDFs, images, Google Docs, Slides, or Sheets — and bring it directly into My Documents, TotalApp's document library. The import is one-way: data flows from Google Drive into TotalApp. Nothing you do inside TotalApp is ever written back to your Google Drive, keeping your source files safe and untouched.

Unlike the dedicated Google Sheets import (which loads data straight into the spreadsheet editor), Google Drive import works with any file type. Google-native files (Docs, Slides, Sheets, Drawings) are automatically converted to an open format on import — Docs become .docx, Slides become .pptx, Sheets become .xlsx, and Drawings become .png — so they open cleanly outside Google Workspace too. Every other file type (PDF, images, plain text, Office files, etc.) is downloaded exactly as-is.

One-Way Import — What This Means

When you import a file from Google Drive, TotalApp downloads a copy of it at that moment and stores it in My Documents. The original file in Google Drive is never modified, renamed, or deleted. If the source file changes later and you want the update in TotalApp, simply import it again — it will create a new document entry.

Capability	Details
Direction	One-way: Google Drive → TotalApp only. No write-back.
Authentication	Secure Google OAuth 2.0. TotalApp never stores your Google password.
File picker	Visual Google file picker lets you browse and select any file you have access to — any type, not just spreadsheets.
Google-native conversion	Docs → .docx, Slides → .pptx, Sheets → .xlsx, Drawings → .png. Non-native files are downloaded unchanged.
Storage	Imported files land in My Documents and count toward your plan's storage limit, same as a local upload.
AI Analysis	The Document Management AI Assistant can analyze imported files — summaries, insights, and answers to questions about their content.

How to Import a File from Google Drive

Follow these steps to bring a file from Google Drive into TotalApp:

1. Open Document Management

→

2. Select Google Drive

→

3. Pick a tool card

→

4. Sign in & Pick a File

→

5. File Lands in My Documents

Step-by-step

Navigate to Document Management — Find it in the Documents section of the sidebar.
Select the Google Drive service card — This opens the Google Drive tool grid.
Click one of the active tool cards — each opens a Google file picker scoped to that source (see the table below for exactly what each one shows).
Authorize with Google — A Google sign-in popup appears. Sign in with the Google account that owns (or has access to) the file. TotalApp requests read-only Drive access via a secure OAuth 2.0 consent screen (Upload additionally requests write access, needed to place the newly-uploaded file into your Drive). You only need to do this once per session; the access token is held in memory and is never written to disk.
Select your file — Google's file picker dialog opens, scoped to the source you chose. Browse or search for the one you want and click Select (or, for Upload, drag a file in or browse your computer).
File is imported — TotalApp downloads the file (converting Google-native formats automatically) and saves it to My Documents. You're taken straight to My Documents to see it.

Tip — Importing a Spreadsheet?

If the file you're importing is a Google Sheet and you want it in TotalApp's live spreadsheet editor (rather than as a static document), use the dedicated Google Sheets import instead — it loads the data directly into My Spreadsheets, fully editable with formulas.

What Each Tool Card Does

The six cards in the Google Drive tool grid are not all interchangeable — each opens a Google Picker configured for a genuinely different source or purpose. Two are not yet wired up and are marked "Soon".

Card	What it opens	Status
Browse Files	The standard Drive picker — your full file and folder tree.	Available
Upload	The Picker's own upload view — drag a file in or browse your computer; it's uploaded into your Drive, then TotalApp imports it into My Documents.	Available
Shared Drives	The picker with Shared Drives enabled, so team/organization drives appear alongside your personal Drive.	Available
Starred	The picker filtered to files you've starred in Google Drive.	Available
Recent	No dedicated "recently opened" Picker view exists in the Google Picker API — the standard Browse picker already lists your most recent files first.	Soon
Search	Every Google Picker view already has a built-in search box — a separate "Search" card would just open the same Browse picker.	Soon

Supported File Types

The Google Drive picker lets you select any file type. Google-native document types are converted automatically so they remain usable outside Google Workspace:

Google Drive Type	Imported As
Google Docs	`.docx` (Word)
Google Sheets	`.xlsx` (Excel)
Google Slides	`.pptx` (PowerPoint)
Google Drawings	`.png` (Image)
PDF, images, plain text, Office files, and everything else	Downloaded as-is, no conversion

Storage Limits Still Apply

Files imported from Google Drive count toward the same per-file and total storage limits as a local upload, based on your plan. If a file exceeds your plan's per-file limit, or importing it would exceed your total storage allowance, the import is rejected with a clear error message.

AI Assistant Analysis

After importing files from Google Drive, open the Document Management AI Assistant panel (the sparkle tab on the right edge of the screen) to ask questions about your document library. The assistant reads your document titles, types, and metadata as context.

Summarize a File

Ask the AI to summarize what a specific imported file contains, based on its title and content.

Organize Suggestions

Ask for suggestions on how to organize your imported Drive files into categories or projects.

Find Content

Ask "Which of my documents mentions X?" and the AI will point you to the relevant imported files.

Workflow Suggestions

Ask the AI for best-practice suggestions on naming, structuring, and maintaining your document library.

How to Open the AI Assistant

On the Document Management screen, click the AI Assistant tab on the right edge of the screen (sparkle icon). The panel slides in and lists your documents as context. Type your question in the chat input at the bottom and press Enter or click Send.

Privacy & Security

TotalApp's Google Drive integration is designed with security as the top priority:

OAuth 2.0 only — TotalApp never asks for your Google password. Access is granted via a secure OAuth token that can be revoked at any time from your Google Account settings.
Read-only scope — TotalApp requests the drive.readonly scope. It can read and download files you explicitly select in the picker; it cannot create, modify, share, or delete anything in your Google Drive.
Token not persisted — The Google access token is held in memory only for the duration of your session. It is never written to disk or stored on TotalApp's servers.
Tenant-scoped storage — Imported files are stored in your private tenant workspace and are not accessible to other users or tenants.
Revoke access anytime — Go to myaccount.google.com/permissions and remove TotalApp to instantly revoke any previously granted access.

Frequently Asked Questions

Will importing a file change anything in my Google Drive?

No. The import is strictly one-way and read-only. TotalApp downloads a copy of the file; your Google Drive is never modified, and the file is never moved, renamed, or deleted from Drive.

What's the difference between Google Drive import and Google Sheets import?

Google Sheets import is specialized: it loads spreadsheet data directly into My Spreadsheets, fully editable with formulas. Google Drive import is general-purpose: it lets you pick any file type (PDF, Docs, images, Sheets, Slides, etc.) and saves it as a static document in My Documents. If you specifically want a live, editable spreadsheet, use Google Sheets import instead.

Why did my Google Doc import as a .docx file instead of staying a Google Doc?

Google Docs, Sheets, Slides, and Drawings are Google-native formats that only exist inside Google Workspace. To make them usable and viewable inside TotalApp, they are automatically exported to an open, portable format (.docx, .xlsx, .pptx, or .png) at import time.

Does TotalApp store my Google login credentials?

No. TotalApp uses Google OAuth 2.0, which means you log in directly on Google's servers. TotalApp only receives a temporary access token — never your password. The token is held in memory for your session and discarded when you close the browser or log out.

Can I import a file that someone else shared with me?

Yes. As long as your Google account has at least "Viewer" access to the file, you can select it in the file picker and import it into TotalApp.

What happens if the file is too large for my plan?

If the file exceeds your plan's per-file size limit, or importing it would exceed your total storage allowance, the import is rejected and an error message tells you the limit. Upgrading your plan raises both limits.

What happens if I see a "Google hasn't verified this app" warning?

This warning appears because TotalApp requests access to Google Drive data, which Google marks as a sensitive scope. It does not mean TotalApp is unsafe. Click "Advanced" at the bottom of the warning screen, then click "Go to TotalApp (unsafe)" to proceed. The label "unsafe" is Google's standard wording for any app that requests Drive access before completing Google's formal verification process — it is not an indication of any actual security risk.