> ## Documentation Index > Fetch the complete documentation index at: https://help.stralos.app/llms.txt > Use this file to discover all available pages before exploring further. # Shared drives > Connect a Google shared drive or Microsoft SharePoint library to a project Shared drives let you connect a Google shared drive or Microsoft SharePoint document library to a Stralos project. Stralos checks the connected folder on a schedule and lists its files on the project's **Documents** page. Only admins can connect providers, add drives and link project folders. Other users can see the connection and drive status, and can request **Sync now** on a linked folder. ## Provider availability Connection cards explain when a provider is not configured or drive sync is switched off. Contact Stralos support if the card reports that a provider is unavailable. ## How it works Every shared drive follows the same flow: 1. **Connect**: connect your company's Google Drive or Microsoft 365 once. Stralos gets access that belongs to your company only. 2. **Add drive**: paste the shared drive or library URL. 3. **Confirm**: place an empty file with the name Stralos gives you in the drive or library root, then click **Check drive**. 4. **Link**: link the whole drive, or a folder within it, to a project. The first sync starts automatically. Stralos only reads from the provider. It does not write to, move or delete provider files. ## Before you start | Who | What they do | | - | - | | A Stralos admin in your company | Connects the provider, adds drives and links project folders | | **Google:** a manager of the shared drive | Adds the Stralos address to the shared drive as a **Viewer** | | **Google:** a Google Workspace super admin (only if needed) | Allows sharing with the Stralos address, see [Allow external sharing in Google Workspace](#allow-external-sharing-in-google-workspace) | | **Microsoft:** a Global Administrator or Privileged Role Administrator | Approves Stralos for your company's Microsoft 365 | | **Microsoft:** a SharePoint or Microsoft 365 admin | Runs the grant script that gives Stralos read access to one site | One person can do several of these jobs. ## Connect your company The **Connections** section at the top of **Settings → Shared drives** shows one card for each provider: **Google Drive** and **Microsoft 365**. You only connect each provider once. After that, you can add as many drives or libraries as you need. Each card shows its state: | State | What it means | What to do | | - | - | - | | **Not connected** | The provider isn't set up yet | Click **Connect Google Drive** or **Connect Microsoft 365** | | **Setting up** | Setup has started | Google: wait, the card updates when it's ready. Microsoft: click **Continue setup** | | **Connected** | Ready to add drives | Add a shared drive or library | | **Needs attention** | Setup didn't finish, or Stralos can't use the connection | Google: click **Resume setup**. Microsoft: check your Microsoft admin approved Stralos, then click **Finish connecting** | | **Disconnected** | An admin disconnected the provider | Click **Reconnect** within 30 days | ### Google Drive Stralos sets up an address (a Google service account) that belongs to your company only. You share each shared drive with that address, just like adding a colleague. 1. On the **Google Drive** card, click **Connect Google Drive**. 2. In the side panel, click **Set up our Stralos address**. 3. Wait for the card to show **Connected**. This usually takes a few minutes, and you can leave the page while it finishes. 4. Copy the **Stralos address** from the card. 5. In Google Drive, open each shared drive you want to sync, choose **Manage members**, and add the Stralos address as a **Viewer**. The address ends in `iam.gserviceaccount.com`. It must be a member of the shared drive itself: sharing one folder inside it, or a folder in **My Drive**, is not enough. To sync only one project's folder, add the shared drive and then link just that folder. If Google won't let you add the address, or the drive never becomes readable, your Google Workspace probably blocks external sharing. See [Allow external sharing in Google Workspace](#allow-external-sharing-in-google-workspace). Google connections support shared drives only. Personal **My Drive** folders are not supported. #### Allow external sharing in Google Workspace The Stralos address is outside your Google Workspace domain, so Google treats the share as external. If your Workspace restricts sharing outside your company, Google either refuses to add the address or the drive stays unreadable to Stralos. > [!WARNING] > > **You can't allowlist the Stralos address.** Google doesn't accept service accounts (addresses ending in `gserviceaccount.com`) as allowlisted (trusted) domains. See Google's [Allow external sharing with only trusted domains](https://knowledge.workspace.google.com/admin/domains/allow-external-sharing-with-only-trusted-domains). Limiting sharing to **Allowlisted domains** only lets your users share with the domains on that list, so use one of the options below instead. A Google Workspace super admin picks **one** of these options in the [Google Admin console](https://admin.google.com). Apply it to the organisational unit (or group) of the people who manage the shared drive. | Option | Use it when | What to change | | - | - | - | | **A. Allow sharing outside your company** | Your company doesn't use trust rules for Drive sharing. If it limits sharing to **Allowlisted domains**, turn sharing **On** just for the organisational unit (or group) that owns the shared drive | Go to **Menu → Apps → Google Workspace → Drive and Docs → Sharing settings → Sharing options** and turn sharing outside your company **On** | | **B. Add a trust rule** | Your company manages Drive sharing with trust rules | Go to **Menu → Rules → Create rule → Trust**, or edit an existing trust rule, so the people who manage the shared drive can share with the Stralos address. Google suggests putting external addresses in a group and naming the group in the rule | See Google's [Manage external sharing for your organisation](https://knowledge.workspace.google.com/admin/drive/manage-external-sharing-for-your-organization) for option A, and [Create and manage trust rules for Drive sharing](https://support.google.com/a/answer/10621317) for option B. Shared drives have two more settings that can block the Stralos address, whichever option you choose: 1. **External access to shared drives.** In **Sharing settings**, open **Shared drive creation** and tick **Allow users outside your organization to access files in shared drives**. When this is off, managers can't add anyone outside your company to a shared drive. See Google's [Manage shared drives as an admin](https://support.google.com/a/answer/7662202). 2. **The shared drive's own settings.** A manager right-clicks the shared drive in Google Drive and chooses **Shared drive settings**. Access for people outside your company, and for people who aren't members, must be allowed. If the manager can't change these, the admin can open the drive from **Drive and Docs → Manage shared drives** and change its **Settings** there. See Google's [Troubleshoot issues with shared drives](https://support.google.com/a/users/answer/12382709). Google says sharing changes can take up to 24 hours to apply. ### Microsoft 365 Stralos uses a Microsoft Entra application with site-scoped read access. It asks only for **Sites.Selected**, which gives it access to nothing until a site is granted to it. Personal OneDrive is not supported. 1. On the **Microsoft 365** card, click **Connect Microsoft 365**. 2. Enter your **Microsoft 365 domain** (the part after the @ in your work email) and click **Find our Microsoft 365**. 3. Stralos shows an **Approval link**. Copy it, or click **Email the link**, and send it to your Microsoft admin. They must be a **Global Administrator** or **Privileged Role Administrator**. > [!NOTE] > > **Other admin roles can't approve Stralos.** Stralos asks for a Microsoft Graph application permission (**Sites.Selected**). Ask a **Global Administrator** or **Privileged Role Administrator** to grant that, or an administrator with an appropriate custom consent role. A **Cloud Application Administrator** or **Application Administrator** can't, even though they manage other apps. 4. Your Microsoft admin opens the link and approves Stralos. They then see a Stralos page that tells them to come back to the setup. 5. Click **Finish connecting** and sign in with your own work account in your company's Microsoft 365. A guest account, or an account from another company, can't finish connecting. > [!NOTE] > > **Your Microsoft admin may see an "unverified" publisher warning.** Microsoft's approval screen marks apps whose publisher hasn't completed Microsoft's publisher verification. Check the application identity and requested permissions before approving. Stralos requests **Sites.Selected** plus basic sign-in. See Microsoft's [publisher verification overview](https://learn.microsoft.com/en-us/entra/identity-platform/publisher-verification-overview). When the card shows **Connected**, it also shows your Microsoft 365 tenant ID. Each SharePoint site still needs its own grant, which you set up when you add a library. Your setup progress is saved at each step, so you can close the panel and pick up later with **Continue setup**. ## Add a Google shared drive 1. Add your company's Stralos address to the shared drive as a **Viewer** member (see above). Sharing a folder inside it, or a **My Drive** folder, does not work: it must be the shared drive itself. 2. On the **Google Drive** card, click **Add a Google shared drive**. You can also click **Add drive** at the top of **Shared drives** and choose **Google Drive shared drive**. 3. In the **Add shared drive** panel, paste the **Shared drive URL**. Paste the URL of the shared drive itself, not a folder within it. 4. Click **Add drive**. 5. Copy the proof file name that Stralos shows. 6. Place an empty file with that exact name (like `stralos-connect-.txt`) in the shared drive root. 7. Click **Check drive**. ## Add a SharePoint library For SharePoint, you paste the library URL first. Stralos then builds a PowerShell grant script for that exact site, with nothing to fill in. 1. On the **Microsoft 365** card, click **Add a SharePoint library**. You can also click **Add drive** and choose **SharePoint document library**. 2. Paste the SharePoint site or document library URL into **Library URL**. Paste it straight from the browser address bar. 3. Copy the **Grant script (PowerShell)** and give it to your Microsoft admin. The person running it needs **Sites.FullControl.All** in their admin tool. The script grants Stralos **read** access to that one site. 4. After your admin runs the script, click **Check access**. Stralos asks Microsoft whether it can read the site and tells you if you're ready to add it, or what to fix. 5. Click **Add drive**. 6. Place an empty file with the proof file name Stralos shows in the library root. 7. Click **Check drive**. The **Copy** button for the script stays disabled until Stralos recognises the URL as a SharePoint site. Stralos refuses personal OneDrive addresses, SharePoint admin centre addresses, and URLs with embedded credentials or unusual path steps. When your admin runs the script, they will see: * PowerShell loading Microsoft's Graph module for that window only. Their usual security setting comes back when they close it. * A Microsoft prompt to approve **Microsoft Graph Command Line Tools** the first time. That's Microsoft's own PowerShell sign-in, not Stralos. * A warning about the token cache at the end, which they can ignore. The script is safe to run again. If Stralos already has access to the site, it says so and makes no change. Always copy the script from Stralos rather than writing your own. It already holds the right Stralos app and the site you pasted. If Microsoft Graph PowerShell 1.x is already installed, your admin updates it first with `Update-Module Microsoft.Graph.Authentication`. Items shared into the library from elsewhere, and package items such as OneNote notebooks, are not synced. ## Confirm a drive After you click **Add drive**, the drive appears in the list as **Awaiting proof**. The row shows the proof file name so you can place the file without reopening the panel. If you close the panel with **Finish later**, click **Check drive** on the drive's row once the proof file is in place. Unconfirmed drives expire after seven days. Add the same URL again to get a new proof file name. ## Map a drive to a project 1. On an active drive, open **Mappings**. 2. Click **Add mapping**. The button stays disabled until the drive is active. 3. Choose the **Project**. 4. Under **Folder scope**, choose **Whole drive** or **A specific folder**, then browse to the folder. 5. Click **Add mapping**. You can also map a project from its own project settings. ## Manage shared drives * Click **Disable** to pause every linked folder on a drive. Click **Enable** to resume it. * Under **Linked folders**, use **Sync now**, **Pause**, **Resume** or **Remove** on a linked folder. Anyone can request **Sync now**; the other actions are for admins. * Click **Remove** to remove a drive. Remove its linked project folders first. * Users can also request **Sync now** from the **Drive sync** strip on the project's **Documents** page. Removing a linked folder or drive does not delete documents already in Stralos. ## Disconnect and reconnect Click **Disconnect** on a connection card to stop syncing from every drive for that provider. Documents already synced stay in Stralos. * **Google Drive**: your company's Stralos address stops working within 15 minutes. Click **Reconnect** within 30 days to restore the same address, so you don't need to share your drives again. * **Microsoft 365**: click **Reconnect** within 30 days and sign in again with an account from your company's Microsoft 365. To remove Stralos from Microsoft 365 completely, your Microsoft admin opens the [Microsoft Entra admin centre](https://entra.microsoft.com), goes to **Entra ID → Enterprise apps**, opens **Stralos Drive Sync**, and chooses **Delete** under **Properties**. See Microsoft's [Delete an enterprise application](https://learn.microsoft.com/en-us/entra/identity/enterprise-apps/delete-application-portal). After you reconnect, each drive shows **Access revoked**. Click **Check again** on each drive to resume syncing. After 30 days, a disconnected connection is deleted. You can connect again at any time, but for Google Drive you'll get a new address and need to share your drives with it again. ## Recover a drive | Status | Cause | What to do | | - | - | - | | **Awaiting proof** | The proof file has not been confirmed | Place the file in the drive root and click **Check drive** | | **Access revoked** | Provider access was removed, or the connection was reconnected | Restore the Google membership or SharePoint grant, then click **Check again** | | **Error** | A problem on the Stralos side | Contact Stralos support, then click **Check again** once it's fixed | | **Disabled** | An admin disabled the drive, or disconnected the provider | Click **Enable**. If the provider was disconnected, reconnect it instead; the drive then shows **Access revoked** and needs **Check again** | ## Troubleshooting | What you see | What it means | What to do | | - | - | - | | The Google Drive or Microsoft 365 card says the provider isn't available, or **Add shared drive** says sync isn't available yet | Stralos hasn't switched that provider on for your company or region yet | Contact Stralos support. There's nothing to change in your Google or Microsoft settings | | The connection card says **Drive sync is switched off right now** | Drive sync is disabled for this environment | Contact Stralos support; already-synced documents remain available | | Google says it can't share outside your company, or won't add the Stralos address | Your Workspace blocks sharing outside your company, or limits it to allowlisted domains | Ask your Google Workspace super admin to choose an option in [Allow external sharing in Google Workspace](#allow-external-sharing-in-google-workspace) | | Google won't add the address to a shared drive, but sharing outside your company is allowed | **Allow users outside your organization to access files in shared drives** is off, or that shared drive blocks people outside your company | Turn on external access to shared drives, and check that shared drive's settings, see [Allow external sharing in Google Workspace](#allow-external-sharing-in-google-workspace) | | "Add drive" says the link is to a folder, not a shared drive | The URL you pasted is for a folder inside a shared drive, not the shared drive itself | Open the shared drive in Google Drive (not a folder within it), copy the URL from the address bar, add the Stralos address as a **Viewer** member of that drive, then paste the shared drive URL | | You shared with the address, but **Add drive** or **Check drive** fails | You shared a folder, or a **My Drive** folder, instead of adding the address as a member of the shared drive | In Google Drive, open the shared drive, choose **Manage members**, and add the address as a **Viewer**. To sync one folder, link just that folder afterwards | | "Add drive" says the Stralos address isn't a member of this shared drive | The address was added to a folder inside the drive, not to the shared drive itself | In Google Drive, open the shared drive, choose **Manage members**, and add the address as a **Viewer** directly on the shared drive | | The address is a member, but Stralos still can't read the drive | The shared drive blocks access for people outside your company or for non-members, or a sharing change hasn't applied yet | Check the shared drive's settings in [Allow external sharing in Google Workspace](#allow-external-sharing-in-google-workspace). Google says changes can take up to 24 hours | | "Microsoft hasn't approved Stralos for your company yet" | The approval link hasn't been accepted, or an admin whose role can't approve it opened it | Send the approval link to a Global Administrator or Privileged Role Administrator (not a Cloud Application Administrator or Application Administrator), then click **Finish connecting** again | | "Sign in with your own work account in…" | The sign-in used a guest account or an account from another company | Click **Finish connecting** and sign in with your own work account | | "That sign-in expired or was already used" | The Finish connecting sign-in took too long | Click **Finish connecting** again | | "Stralos can't read this site yet" after **Check access** | The grant script hasn't been run for that site | Run the script Stralos shows for that URL, then click **Check access** again | | "That's a personal OneDrive, which isn't supported" | The URL is a OneDrive address | Paste a SharePoint site or library URL instead | | The script stops with `CouldNotAutoloadMatchingModule`, or PowerShell asks about an untrusted publisher | PowerShell refused to load Microsoft's module | Close PowerShell, open a new window, and paste the whole script copied from Stralos again | ## Sync behaviour * Scheduled runs keep linked folders current. * **Sync now** requests a run on the next scheduled check. Stralos refuses it if a run is already in progress, the drive isn't active, or the project is lost or archived. * Synced files appear on the project's **Documents** page straight away as links. Stralos copies a file in from the drive the first time someone opens it or asks to process it. See [Documents](https://help.stralos.app/guides/estimators/documents.md#drive-files) for what estimators see. * A copy that nobody has opened for 30 days is removed and fetched again when needed. A copy used in an estimate is kept. * Synced documents are not attached to an estimate. An estimator chooses when to add a document to the estimate and start AI processing. * Files larger than 2 GB, and Google file types that can't be downloaded, stay in the drive. Stralos shows a link to open them in the drive instead. * Google Docs and Slides come in as PDF, and Google Sheets as XLSX. Drive shortcuts are not followed. * Office lock files, `.tmp` files and system files such as `Thumbs.db` and `.DS_Store` are ignored. * Documents are organised into folders that mirror the source folder structure. Moving a file to a different folder in the drive updates its folder in Stralos on the next sync. * If you move a document into a different folder in Stralos, sync keeps your choice, even if the source file moves. ### Lost and archived projects Stralos pauses sync for a project while it is **lost** or **archived**. No new runs start, and **Sync now** is refused. The linked folder stays as it is. When the project is restored, sync resumes automatically on the next scheduled check, with no need to reconnect or link the folder again. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.