Google Drive Integration Comparison
Choosing a Google Drive Integration
LegalServer offers two ways to connect cases to Google Drive. Both show Google Drive files on a case, but they work very differently:
- Search Integration: LegalServer searches a Shared Drive and lists files that mention the case number or client name. It is read-only.
- Folder Integration: LegalServer creates or links one Google Drive folder for each case. Staff can browse, upload, rename, move, and delete files in that folder from the case. LegalServer can also save case documents and emails directly into the folder.
For most organizations starting today, LegalServer recommends the Folder Integration.
At a Glance
|
|
Search Integration | Folder Integration |
|---|---|---|
| How files are connected to a case | Search on case number and client name | One linked folder per case |
| Reliability of the connection | Can miss files or include unrelated files | Exact. Every file in the folder belongs to the case |
| Creates case folders | No | Yes, automatically or by linking an existing folder |
| View files on the case | Yes, as a list | Yes, as a folder tree |
| Upload files from LegalServer | No | Yes |
| Rename, move, or delete files | No | Yes (files only) |
| Save LegalServer documents to Google Drive | No | Optional |
| Save case emails to Google Drive | No | Optional |
| Number of Shared Drives | One per list view | Many; each case uses a folder that can be anywhere |
| Where credentials are entered | On each list view | Once, on an Admin settings page |
| Works with files organized any way | Yes | No, files must be in the case folder |
| Cost | $2,200.00 one-time setup fee | TBD |
| Status | Generally available | Beta |
How Each One Finds a Case's Files
Search Integration
Every time the case profile loads, LegalServer asks Google for files in one Shared Drive whose name or text contains the case number or the client's name. You can limit matching to the case number only.
This works without changing how staff organize Google Drive, but the results are only as good as the search:
- A file about the client that doesn't mention their name or case number won't appear.
- A file about a different person with the same name may appear.
- New files may not appear until Google finishes indexing them.
Folder Integration
LegalServer links each case to one specific Google Drive folder by its unique Google ID. Everything in that folder, including subfolders, belongs to the case. Renaming or moving the folder in Google Drive does not break the link.
This is precise, but it means files must be stored in the case folder to show up on the case. Files saved elsewhere in Google Drive are not shown.
Choose the Search Integration If
- Your organization already stores case files throughout a Shared Drive in its own way, and you can't or don't want to reorganize them by case.
- Staff consistently put the case number or client name in file names or documents.
- You only need staff to see related files from the case, not upload or manage them from LegalServer.
- All of your case files are in a single Shared Drive.
- You already use the Search Integration and it meets your needs.
Choose the Folder Integration If
- You want every case to have its own Google Drive folder, created automatically during intake or from an existing case.
- You want a reliable connection between a case and its files, without false matches.
- Staff should be able to upload, rename, move, and delete files from the case.
- You want documents, note attachments, generated templates, or case emails saved in Google Drive instead of LegalServer.
- You want Google Drive to show which staff member uploaded a file.
- You expect to outgrow a single Shared Drive. Google limits each Shared Drive to 400,000 items, and the Folder Integration can spread cases across several Shared Drives.
- You want to create case folders or look up a case's folder through the LegalServer Core API.
Using Both
The two integrations cannot be used together. When the Folder Integration is turned on, the Search Integration's Google Team Drive Documents list view stops returning results.
If you are moving from the Search Integration to the Folder Integration:
- Set up the Folder Integration and decide where case folders will live.
- Decide how to handle existing cases. You can create new folders for them, or, if Allow manual folder selection is turned on, link each case to a folder that already exists.
- Replace the Google Team Drive Documents list view on your profiles with the Google Drive - Tree View block.
- Let staff know that files must be in the case folder to appear on the case.
Things Both Integrations Have in Common
- Google Workspace setup. Both require a Google Cloud project with the Google Drive API turned on and a service account that has access to your Shared Drives.
- Service account access. LegalServer works with Google Drive using the service account. Staff who can see the Google Drive information on a case in LegalServer can see file details, even if they don't have access to those files in Google.
- Opening files uses Google access. When staff click a file to open it in Google Drive, Google checks their own account. Staff need access to the Shared Drive in Google to open files.
- Files stay in Google Drive. Files shown by either integration are stored in Google Drive and are governed by your Google Workspace retention and backup policies.
- Cases only. Both integrations are available on cases.
Security and Privacy Considerations
When choosing an integration, think about who should see what:
- Search Integration: Anyone who can see the list view can see the names, folder locations, and dates of files that match the case. With name matching turned on, this can include files about other people with the same name. Turning on exact case number matching reduces this risk.
- Folder Integration: Anyone who can see the Tree View on a case can see and change the files in that case's folder. Use LegalServer permissions and profile design to control who sees the Tree View. Give the service account only the Shared Drives or folders it needs.
- Storing documents in Google Drive: Documents saved to Google Drive are not stored in LegalServer. Review your backup, retention, and audit requirements before turning this on.