Google Drive Integration Proposal

Proposal Summary 

Our proposal centres around seamlessly integrating NetSuite, a prominent cloud-based ERP system, with Google Drive, a leading cloud storage and collaboration platform. This integration aims to optimize document management processes, foster enhanced collaboration, and ultimately boost operational efficiency for businesses concurrently utilizing both platforms. 

Requirement 

The requirement is to establish a robust integration between Google Drive and NetSuite’s File Manager, streamlining the transfer and replication of files while ensuring data accuracy and security. 

The primary objective of the discussed integration is to establish a seamless connection between Google Drive and NetSuite’s File Manager, with the aim of automating and streamlining the process of transferring and synchronizing files. The client would like to eliminate manual intervention in uploading files to NetSuite’s File Cabinet.  

The desired outcome is an automated mechanism that ensures the consistent replication of CSV and HD files from a designated Google Drive folder to NetSuite, minimizing the risk of human error and guaranteeing the timely synchronization of crucial data.  

The key requirement is the establishment of a bidirectional automated file synchronization process between Google Drive and NetSuite’s File Cabinet. The primary focus initially is on replicating files from Google Drive to NetSuite. However, the solution should also have the flexibility to facilitate synchronization in the reverse direction, from NetSuite to Google Drive, when necessary. 

Our Solution 

Prerequisites 

Access to Google Developer Console: Create or have access to a Google Cloud Platform project within the Google Developer Console. This will allow you to manage API access and credentials. 

Valid Google Account Credentials: Ensure that the users who will be using the integrated system have valid Google accounts. These accounts will be used for authentication and authorization. 

Deliverables 

We can integrate NetSuite with Google Drive with Google Drive API. 

Authentication and Access: 

Google Cloud Project and App Configuration: In the development phase, we will meticulously set up the app within the Google Cloud console. This involves defining specific authorization scopes and access credentials. Depending on your requirements, we can choose from various authentication methods, such as API keys, end-user credentials, or service account credentials. 

User Authentication and Consent: When the application runs, the provided access credentials will be evaluated. For end-user authentication, a user-friendly sign-in prompt might appear, enhancing the overall user experience. 

Data Access and Manipulation: 

Resource Requests: The application, when in need of Google Drive resources, will initiate requests based on the previously registered access scopes. 

User Consent and Token Generation: If app operates as an end user, the OAuth consent screen will be displayed to the user. Here, the user can decide whether to grant your application access to their requested data. Upon approval, your app will combine the credentials and approved access scopes to formulate a request. This request will then be sent to the Google authorization server to acquire an access token. 

Resource Utilization: Armed with the obtained access token, your application can invoke relevant Google APIs, effectively accessing and managing the required resources. 

Optional Refresh Token: In scenarios where prolonged access to Google APIs is necessary, your app can obtain a refresh token, ensuring seamless functionality even beyond the duration of a single access token. 

API References: 

Google Drive API Reference: Google Drive API /Google Developer 

Google Drive API Functionality: 

The Google Drive API offers a spectrum of functionalities to enrich the integration: 

• Download files from Drive and upload files to NetSuite. 
• Search for files and folders stored in Drive. Create complex search queries that return any of the file metadata fields in the Files resource. 
• Let users share files, folders, and drives to collaborate on content. 

• Combine with the Google Picker API to search all files in Drive, then return the file name, URL, last modified date, and user. 
• Create a dedicated Drive folder to store application-specific data so the app cannot access all the user’s content stored in Drive. 
• Integrate your Drive-enabled app with the Drive UI using the Google Drive UI. It’s Google’s standard web UI that you can use to create, organize, discover, and share Drive files. 
• Apply labels to Drive files, set label field values, read label field values on files, and search for files using label metadata terms defined by the custom label taxonomy. 

Integration Workflow: 

Step 1: Set Up Authentication 

       Google Drive Authentication: 

• We will create an application in the Google Developer Console to obtain API credentials. 
• Implement OAuth2 authentication to obtain an access token with the necessary permissions for reading files from Google Drive. 

       NetSuite Authentication: 

• Generate API credentials in NetSuite to authenticate your application. 
• Obtain an API token or use OAuth2 to authenticate API requests to NetSuite. 

Step 2: Retrieve File Details from Google Drive 

       Fetch File Metadata: 

• Use the obtained Google Drive access token to make API requests and retrieve file metadata (name, description, URL, etc.) from Google Drive. 

• We will obtain the data in the single user account Not in Domain wide specification 

Step 3: Upload File to NetSuite File Cabinet 

        Upload File to NetSuite File Cabinet: 

• Use the NetSuite API to upload the file from Google Drive to the NetSuite File Cabinet. Specify the target folder and file metadata. 

Step 4: Error Handling and Monitoring 

Error Handling and Monitoring: 

• Implement robust error handling to address any issues that arise during the integration. Set up logging and monitoring mechanisms to track the integration’s performance and detect anomalies. 

Assumptions: 

• Assuming the user has valid Google accounts for authentication and authorization purposes within the Google Drive integration. 
• Assuming will provide the client credentials for generating access tokens. 
• In this integration scenario, the focus is on transferring files from Google Drive to NetSuite. We will not consider any update and creation of file from netsuite to Google Drive 
• The integration will specifically involve creating new files or updating existing ones. 
• Deletion of files from either Google Drive or NetSuite is not part of the integration’s scope. 
• Files will be uploaded and stored in a designated folder within NetSuite. Also, We pinpoint a specific folder within the user’s Google Drive account from which we intend to retrieve files 

• We will retrieve the files from a specific user account in Google Drive, as well as from shared files in the same account. 

Risks 

• The maximum file size is often around 10 MB and can upload to the NetSuite file cabinet. Very large files might not transfer seamlessly between the two systems. 
• The NetSuite and Google Drive connection will not work if the proper credentials are not provided.  
• Both Google Drive and NetSuite have specific supported file formats. Some file formats may not be compatible, which could impact the successful transfer of certain documents.