Google Drive
Link selected Google Drive files in Agent Studio, then train them before the agent can use them
Google Drive#
Google Drive links selected files from a connected account into Agent Studio → Data sources. Linking a file does not download it, and downloading it is not the same as training.
Use Drive for documents you already keep there. Use Files for an upload from your computer. Use Structured data when the agent must look up rows such as products, prices, or availability.
Connect and link#
- Open Agent Studio → Data sources.
- Choose Add source, then Google Drive.
- Choose Connect Google Drive and approve access if it is not connected.
- Choose Choose Files and link the documents you want.
- For a spreadsheet, choose Configure sheets and keep only the sheets and columns the agent should use.
- When the file says Ready to train, choose Train agent.
- Wait until it says Trained, then test a question that depends on that file.
Supported files are Google Docs, Word, PDF, Excel, and text files. A linked file is downloaded when you train it, not when you select it.
Connection#
| State | What to do |
|---|---|
| Not connected | Connect Google Drive and approve access. |
| Connected | Choose the files to link. |
| Needs reconnect | Access expired or was removed. Reconnect before linking or refreshing. |
File status#
Linked Drive files use the same training status as other sources in Data sources. The Drive list can show a newly linked file as New. That file is Ready to train in Data sources until you train it.
| Status | What to do |
|---|---|
| Ready to train | The file is linked and still needs training. |
| Processing | The file is being downloaded or prepared. Wait. |
| Training | It is being added to the agent's knowledge. |
| Trained | Test answers that should come from this file. |
| Needs attention | Read the error, confirm you can still open the file, and use the offered retry. |
| Removed | It is out of active knowledge. Restore it before training if you still need it. |
A separate sync note can appear on the file. It does not replace the training status.
| Sync note | Meaning |
|---|---|
| Linked | The file is waiting to download on the next train. |
| !Updated | The Drive copy changed. Refresh this file, or train again. |
| Missing | The file was deleted or is no longer available to the connected account. |
| Sync Error | The refresh failed. Check sharing, then retry. |
A change in Drive does not update customer answers by itself. Refresh the file or train again, then retest. Storage limits can also stop a file from being prepared. The file then needs attention rather than showing as trained.