Import knowledge from Google Drive

Updated 7 months ago by Andrew White

As you’re adding knowledge base resources to Spoke, you don’t have to duplicate the information (and work) that's captured on Google Drive. You can import directly into Spoke!

From the Knowledge Base

  1. Go to the Knowledge Base tab
  2. Click the "+ button" on the bottom right
  3. Select Google Drive

If it's your first time importing from Google, you will need to confirm that Spoke is allowed to access your drive.

Once your Google Drive is connected, select the specific resource you’d like to attach to your Spoke knowledge base. Spoke will import into the knowledge base as a link, or text document that can be found directly on Spoke when users ask questions.

If you choose to link to Google Drive resources, make sure the view permissions allow everyone to view the documents.

From an open request

Some important things to keep in mind as you’re importing items from Google Drive:

  • Large documents have a 20,000 character limit to be text articles in the Spoke Knowledge Base.
  • Currently Spoke handles all formatting other than tables. It is recommended that tables be inserted as photos, OR be linked to the knowledge base.
  • Any Google doc larger than 5mb or 20,000 characters will be a link in the Knowledge Base.
  • Your Google permissions don’t import over - anything you add to the Knowledge Base will be available to all members in Spoke.
  • The new resources won’t be automatically assigned to a team in Spoke. That will need to be done manually once you’ve added the resource, and as always with the Knowledge Base it’s good to add keywords as well.
  • You can add up to 5 Google Drive files with a single import.

Should I index the document?

When uploading a google doc, you will be given a series of options.

  • "Link to Google Doc instead of importing as text" - Toggle this on if you'd like Spoke to link to the Google Drive document. If this is turned off, Spoke will ingest the document and use the contents to create a KB in Spoke.
  • "Index the document's content for search" - If you've chosen to link the document, you can choose to let Spoke index the content. This means that Spoke will use the contents of the document to reply to requests, rather than just the title, description and keywords.

Using a Bookmark

Using bookmarks in Google Drive allows you to create link resources for a specific paragraph in a longer document

In Google Docs, you'll first need to create a bookmark on the paragraph you want to share.

Open the document and select the paragraph which you'd like to link. Select "Insert" from the top menu in Google Docs, then select "Bookmark."

You'll see a bookmark ribbon at the beginning of the paragraph, with links next to it for "Link" and "Remove."

Right-click "Link" to copy the link to your clipboard. Or click "Link" to open it, then copy it from your browser's address bar.

Once you have copied this link, you can navigate back to Spoke, and create a "Link" type knowledge base resource using this bookmark.

Create a knowledge base resource

Begin by selecting the "+" icon, then choose "Link"

Paste in the bookmark link you created above, then enter a title and a description.

The knowledge resource will link to the specific text you've bookmarked. So if you've bookmarked the equal opportunity employment section, you can now train Spoke to answer questions using that specific section of the document, rather than the beginning of the document.

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