Google Drive Document Editing

   Take Control

   Estimated Read Time: 7 minutes

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Sections in this article:

• Using Google Docs in Gatekeeper
• Using Google Docs from the Repository
• Using Google Docs within a Contract Review Workflow
• AutoSync
• Configuration
  • Enable the Google Drive Connection
  • Enable AutoSync
• Enable Workflow Google Docs Editing
  • ⚡️ Expert Insight: Streamlining Draft Negotiations with Google Docs
• FAQ

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Using Google Docs in Gatekeeper

With Google Drive connected to your Gatekeeper account, you can edit documents stored in Gatekeeper directly using Google Docs.

This allows you to use all the familiar editing, reviewing, and collaboration features of Google Docs, while still benefiting from Gatekeeper’s visibility and control over your documents and processes.

When a Gatekeeper file is edited in Google Docs, a version is also saved to your Root Folder in Google Drive. Gatekeeper will automatically create a subfolder named after the contract or vendor record where the document is stored.

See the demonstration below to learn more:

 

Using Google Docs from the Repository

For files stored in the Files tab of a vendor or contract record, expand the 3 dots and select Google Docs.

 

Using Google Docs within a Contract Review Workflow

This integration can be used during a contract review process in Gatekeeper. Google Docs provides real-time editing and collaboration on documents, while Gatekeeper ensures structure, workflow automation, and a full audit trail throughout the contract review process.

On a Workflow Card

Users with access to a workflow card in a phase where Submit Draft and Google Docs actions are enabled can use the Edit in Google Docs option.

This opens the current draft version for editing in Google Docs:

Via Email

For users who interact with eNegotiate without logging into Gatekeeper, they can be emailed a link to collaborate on the draft:

Within this email, recipients have four options for engaging in the process:

1. View & Edit Draft - used for opening the draft in Google Docs for reviewing and editing purposes
2. Submit Draft - used to submit the draft to the next phase in the workflow
3. Accept Draft - used to confirm that you accept the current version
4. Reject Draft - used to reject the current version which will notify the other party

Once the review is complete in Google Docs, the two options below can be used to record the outcome:

• Submit Draft: Use this if changes were made and the draft needs to be sent to the other party for further review.

• Accept Draft: Use this if no further changes are needed and the document is ready to proceed to signature.

 

AutoSync

When using Google Docs, a Gatekeeper plugin is available for users to manually update the file version in Gatekeeper with changes made in Google Drive.

However, the AutoSync feature ensures that changes are not lost, even if the user forgets to use the sync plugin.

If a workflow card containing a Google Docs draft moves to a phase where Google Docs editing is not enabled, or the phase uses either Submit Draft (with Google Docs disabled), Auto-Publish, or Publish Contract Draft & Convert to PDF - Gatekeeper automatically captures any unsaved changes and stores them as a new file version.

See the demonstration below to learn how Gatekeeper AutoSync creates a new version automatically when a draft is sent the vendor for manual review:

 

 

Configuration 

Enable the Google Drive Connection

To enable the Google Drive connection, follow the below steps:

1. From the navigation menu, expand Settings then click Configuration.
2. Click Document Management.
3. Within the Google Drive tile, click Connect. 
4. Grant access to your Google Drive.
5. Select your root folder. This is where Gatekeeper will store document backups. It's best to name the folder clearly so others with Google Drive access can recognise it easily. This helps prevent access issues caused by unclear file links.
   

Enable AutoSync

To use the Gatekeeper Google Docs plugin, the Gatekeeper app must be authorised to view and edit the file version stored in your Google Drive.  This setting allows Gatekeeper to:

• Update the Google Drive document with the new version from negotiations
  
• Update the current workflow draft version with edits made in Google Docs

To authorise access:

1. Navigate to the root folder in Google Drive.
2. Right click the folder and click Share.
3. Enter the below email address: gatekeeper-google-drive@concrete-potion-405114.iam.gserviceaccount.com
4. Select Editor as the granted permission and deselect the Notify checkbox.
5. Click Share.

Enable Workflow Google Docs Editing

To allow users to access Google Docs from cards on a specific workflow phase:

1. Click to edit the workflow phase where users will edit drafts using Google Docs.
2. From Actions, select the Google Docs checkbox under the Submit Contract Draft action.

 

Enable Workflow Google Docs Editing via Email

As vendors do not have access to contract workflows in Gatekeeper, enabling Google Docs editing via email provides them with a way to collaborate on drafts without needing direct platform access.

1. Follow the same steps as above to enable the Submit Contract Draft action with Google Drive.
2. From Form Access, ensure there is a vendor owner assigned. This user will receive the draft and be responsible for reviewing and editing it.

If you're sending to a vendor, ensure the authorisation type is set to Vendor eNegotiate. Then,

1. From Notifications, enable the toggle for the card owner.
2. Click the pencil icon to edit the email template and select eNegotiate as the Button Type.

⚡️ Expert Insight: Streamlining Draft Negotiations with Google Docs

Collaborative tools like Google Docs provide an alternative to the traditional, sequential method of contract negotiation. Instead of submitting drafts in turns, parties can edit and comment within the same document in real time.

Gatekeeper’s standard negotiation workflow is structured to reflect a clear review process:

• A workflow card reaches the phase owned by one party.
• That party is notified and makes their edits.
• They submit the revised draft.
• The card transitions to the next phase for the other party to review.

This method provides clear version tracking and ownership at each step.

However, for teams that prefer a more collaborative approach, enabling Google Docs can reduce the need for formal back-and-forth submissions. All feedback, edits, and revisions can take place in a shared environment, streamlining the negotiation process.

See the demonstration below to learn more:

 

FAQ 💬

Q: What happens if draft is submitted or approved without saving a version to the workflow card?

A: Gatekeeper handles this scenario based on whether Google Docs editing is enabled in the phase the card moves to:

• If the phase also allows Google Docs editing: Gatekeeper will flag any unsaved changes but won’t require an immediate version save. Since editing can continue in the next phase, no action is needed.
• If the phase does not allow Google Docs editing: Gatekeeper will automatically save a new version of the file using the latest changes from Google Docs. (See AutoSync above for more details.)

Q: Gatekeeper says it can't find any changes to sync, even though I’ve made edits. Why?

A: Check whether the AutoSync user has been granted access to the Google document. This account is responsible for comparing the Gatekeeper file version with the Google Drive version and saving a new copy when changes are detected. Without access, AutoSync cannot function correctly.

Q: Are all files automatically synced from Gatekeeper to Google Drive?

A: No - only those which have been opened in Google Docs from within Gatekeeper

Q: Can we use this alongside the existing Office for the Web in-browser editing feature?

A: No, these features cannot be used simultaneously.

Q: Will the Gatekeeper file always match the Google Drive file version?

A: Not always. Google Docs creates a new version after every edit, which can result in dozens, or even hundreds, of versions. Gatekeeper takes a more deliberate approach to versioning, aligning file updates with key contract lifecycle events. Gatekeeper will only save a new version from Google Docs when:

• You manually click Sync using the Gatekeeper plugin
• A workflow card moves to another phase (via Submit, Accept, or Reject), triggering Gatekeeper to automatically save the latest draft as a new version
  

See AutoSync for more information.