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Visma Severa - Google Drive integration

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Description

Google Drive add-on is a file integration that allows you to store and share digital files in relation to projects managed in Visma Severa.

Files must be added, edited and deleted in Visma Severa and  there is no connection from Google to Visma Severa so that files added into Google would be displayed in Visma Severa. The files are stored in Google and therefore will not take up any disk space in Visma Severa. The files will be visible in Google for the user account specified in the transfer settings. In Google you can share files to be visible for other users in your company, so that other employees can also view the files in Google.

Files added for a case in Visma Severa are displayed in Google so that there is a folder named as "case number case name" including all files of the case.

Follow the purchase process to activate this add-on.

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Notes before start

  • A paid Google G Suite account is required to use the Google Drive add-on.
  • The Google Drive add-on must be activated in order to view and use the features described below.
  • Files are added, viewed, edited and deleted in Severa, stored and viewed in Google.
  • Travel reimbursement attachments are always stored in Visma Severa.

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How to configure Google Drive

Step 1: Create a folder in Google where files will be stored

It is recommended to create one new user account dedicated to store the files in Google since all documents from Visma Severa will be stored under this user account.

Log in to Google Drive with the user that will store the files and create a new folder. The folder can be called for example "Files from Severa". See image below:

add_new_folder.png

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Step 2: Create service account in Google developers console

  1. Log into Google Developers console https://console.developers.google.com/ with Google admin user account
  2. Select "Create a project"

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  3. Give the project a descriptive name, such as "Severa" so that you'll know later on for what purpose the service account is made for. You can keep the project id that Google suggests. Note: It takes a little while for Google to set up the project after you hit "Create". 2.jpg
  4. After project is created, you'll be redirected to project Dashboard page
  5. Select "Enable API"

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  6. Navigate to "Google Apps APIs"

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  7. Select "Drive API" and click "Enable"

  8. You'll see a warning "To use this API, you may need credentials. Click "Create credentials" to get started" > select "Create Credentials"6.jpg

  9. In the "Add credentials to your project" view click "Service account" link (1)
  10. Select "Create Service account"
  11. In the Create service account view
    • Enter a name for the service account (1)
    • Select "Furnish a new private key" and choose "P12" (2)
    • Select "Enable G Suite Domain-wide Delegation" (3)
    • Enter a product name for the consent screen, i.e. Severa
  12. Click "Create"

  13. A pop-up will show a password, that you will need to enter into Severa, so write down the password10.jpg
  14. A file named "your project.p12" will also be downloaded to your computer. You will need to upload this file into Severa so remember the location of the file.

  15. Close the confirmation window
  16. In the Service accounts view, click "View Client ID" (1)11.jpg
  17. Click the name and "Credentials" view opens with Client ID and Service account. NOTE: You will need the Client ID and email address later so keep the developer portal open or copy this information for later use. 12.jpg

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Step 3: Authorize integration in Google admin console

    1. Log into Google Admin console https://admin.google.com/AdminHome?fral=1 with Google admin user account
    2. Select "Security"security.jpg
    3. In the security view, click "Show more" and then choose "Advanced settings"

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    4. Click "Manage API client access"
    5. Copy your service account's Client ID from Developer console into "Client name" field (1)
    6. Enter link https://www.googleapis.com/auth/drive into "One or More API Scopes" field (2)
    7. Click "Authorize"

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How to configure Visma Severa

      • Log in to Visma Severa with admin credentials and go to Tools > Settings > Google Drive.
      • Fill in the details as follows:
        • Email: Enter the email address of the Google account that stores the files. (Instructed in Step 1)
        • Service Account Email: Enter the email address of the Service account. (Instructed in Step 2)
        • Private key: Enter the password that was shown in the pop up when generating the .p12 file. (Instructed in Step 2)
        • Click "Choose a file", locate the "yourproject.p12" file from your downloaded files and upload the file into Visma Severa.
      • Click "Connect"severa.jpg
      • If there are errors, verify that you have completed all the settings in Google and that the emails and passwords are correctly written.
      • After successful connection, the page will ask you to choose the folder where files are stored in Google (Instructed in Step 1)
        • All the files linked to cases will be stored under Root folder. Each case will be a sub folder under the root and is automatically named as "case number case name".
        • Employee pictures will be stored in Photos folder and logos will be stored in Organization logo and Invoice logo folders.
        • Please notice that PDF attachments added to invoices will be stored under the root folder. This is because in Visma Severa one invoice can be connected to multiple cases and therefore the case might not be known and file cannot be placed under a certain case folder.
      • To move existing files from Severa to Google, click "Transfer files" button. This is not a mandatory action, but if files aren't moved to Google, they will continue using Visma Severa's file storage. This applies only to existing files, all new files added to Visma Severa, will automatically be stored in Google.
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Using Google Drive

Once configured, Google Drive works the same as Visma Severa's own file storage except for the fact that all new files are stored in Google.

Files are added and edited in Visma Severa. To delete a file, it must be done in both systems.

Links in the Files & Links section of Cases, sidebar logos and company root certificates are always stored in Visma Severa’s File storage due to size and accessibility.

Travel reimbursement attachments are also always stored in Visma Severa. This is because mostly the attachments on travel reimbursements are personal files and if moved to Google, they would be open to anyone who is using the Google drive account.

If the subscription to Google Drive is disabled, but the credentials to your Google account are still valid, files stored in Google are still accessible but new files will be stored with Visma Severa’s File storage. If access to the Google account is disabled, and the credentials to your Google account are invalid, files stored there will no longer be accessible through Visma Severa.

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