1. Overview and Benefits

2. Setting Up Simpro Google Drive Integration

1. Visit https://integrations.syncezy.com/pages/register and create an account.
2. Select the Simpro to Google Drive integration in the Integration library.
   The account you set up will be used to host your integration.
   Please see further details about our integration portal using this article 
3. Click on Connect under Simpro and authenticate.
   
   
4. Enter your Simpro URL, Company ID and click Submit
   
   
   
5. Enter your SimPRO credentials when asked and then click Yes to allow app to access SimPRO
   
   
6. Once the Simpro user is Authenticated, integration will ask you to connect to Google Drive. Click on Connect and then enter your Google Drive credentials. Please confirm if you have the right Google drive permissions to connect with the integration.
    
   
   
7. Once connected you integration app will look like this.
   
   
   

Use of Advanced Authentication for connecting SimPRO. 

1. Click Connect on SimPRO on the integration portal in your app.
   
2. Click on Advanced configuration.
   
3. Add Simpro URL in the next window.
   
4. For the Simpro Auth token, open Simpro, go to Set up, click on API settings at the bottom and select Applications.
   
   
5. Click on Create application 
   
6. Enter details and under the Authentication method, choose the API key from the dropdown. 
   
7. Copy generated token and click Create. You can also download that token afterwards.
   
8. Paste that token in the Integration portal under Simpro Auth token textbox.
   
9. Add company ID. (For single company it is 0, for multiple companies, Go to Set up in Simpro , click on Company to view company id. )  
   
10. Click Submit and then enter your Simpro login credentials when asked.
    

Use a Service Account:

3. Authorization and Permissions

Ensure that your SimPRO user has access to the company that you wish to sync and it has been provided with a User licence.
Please enter the correct company ID if you have a multi company set up. Please refer to image below on how to see company ID

Set up a service account in Google Drive with appropriate permissions.

1. Full read/write access to Google Drive is needed.
2. For shared drives, at least a Content Manager or Manager access is required.

4. Adding Users and Permission Levels in the app

1. App Admin: Full control over the integration in all apps. Less access to sync options than the owner. Cannot manage team and Billing. Can reset credentials of any app.
   
2. Accounts: Only manage billing
   
3. User: Can only access apps in account.  Less access than App Admin. 
   
4. App User : Used for providing access to selected app to a user.
   

5. How to add Jobs/Quotes/Sites to sync:

a) Auto Sync :

Auto Sync is available exclusively with our paid plans.

This feature allows you to configure a destination folder for Jobs, Quotes, or Sites in Google Drive, and automatically sync all relevant data from Simpro into the designated folder.

As new Jobs, Quotes, or Sites are created in Simpro, they will be automatically synced to Google Drive using the default folder structure provided by Simpro.

Note: During the initial sync, all jobs, quotes (as configured in the settings) that have been modified or saved within the last 30 days will be synced.  Sites modified within last 24 hours will be synced. After this, the integration will automatically sync and update any new jobs, quotes, or sites as they are created and update tools that are already synced.

b) Manual Sync : 

Manual Sync is available with both our free and paid plans.

This feature enables you to manually select individual Jobs, Quotes, or Sites from Simpro and sync them to specific folders in Google Drive.
(Limitation with free plan: The free plan allows you to connect and sync up to 100 Simpro entries (Jobs, Quotes, or Sites) with a data limit of up to 0.5 GB.)

6. Sync Text files to Google Drive : 

7. Use of the “File Manager” tab.

The "File Manager" tab provides a unified view of files from both Simpro and Google Drive, allowing for easy navigation and management. The tab also indicates which files are synced between the two systems.
If new job/quote/site  is added, use the File Manager to verify the synchronisation status of projects as well.

File Sync Status: Green tick marks indicate synced files. Unsynced or unmatched files will show a red cross, with grey text on the side where the mismatch occurs.

File Comparison Between Systems: The left side lists files from the simPRO tool, and the right side displays files and folders in Google Drive, allowing for an at-a-glance comparison of file counts and contents across both platforms.

Immediate synchronisation with the “Sync” button.

Use the “Sync” button to manually initiate the synchronisation process. This forces an instant sync at the current level in the file manager  for all files and folders displayed . This does not sync any sub folder  and files contained inside folders.

8. Folder Format Configuration

Using this feature, you can customize the naming convention of Google Drive folders for jobs, quotes, or sites by including attributes such as customer name, job name, etc. The chosen data will be suffixed with the Job, Quote, or Site ID to act as the folder name. This will help users improve organization and locate folders easily. 

Choose from a predefined list of metadata fields to include in the folder name, options include:

Job	Quote	Site
Job name	Quote Name	Site Name
Customer Name	Customer Name	Customer Name
Site Name	Site Name	Site Contact
Site contact	Site Contact	Site Address
Order No.	Order No.
Request No.	Request No.
Date issued	Date issued
Due Date	Due Date
Tags name	Tags name
Salesperson	Salesperson
Project Manager	Project Manager
Technicians	Technicians
Stage	Stage
Status	Status
Color	Color	​

9. Sync Reports

10. Understanding Errors 

11. Understanding data transfer in this integration

12. Understanding Data View tab

Explore the “Data view” tab to view essential database reports (e.g., sync_queue, folder_and_files).

13. Configuration, Details and Dashboard tab

14. Managing Deletes

1. How deletion works: Integration offers two way synchronization for deletions. Any data deleted in Google Drive side will reflect on Simpro and visa versa. 
   
2. Sync delete is commonly used by most users to ensure that if a file is deleted, it is because they no longer need it. This option ensures that both platforms reflect the same data and eliminates the need for manual deletion in two places. By default this option is disabled , you need to enable it if you wish to sync deletions on both platforms.
   Most users find it convenient, especially when combined with a Delete Limit.
3. What's a Delete Limit? 
   This is a safety net you can set to prevent accidental mass deletions. It limits the number of files/folders that can be deleted in a 24-hour period through Syncezy. This helps avoid unintended consequences!
4. Restore items and force syncing. : Only Google Drive have Recycle bin, you can restore your deleted data from there. 
   
   

15. Best Practices and Limitations

1. File Size Limit: 80MB maximum file size due to Simpro size limitation
   
2. Special Characters: Avoid using special characters in file names if possible.
   
3. Avoid renaming or moving top level folders. 
   Our system automatically generates job folders in Google Drive,  using the Job/ Quote/ Site ID along with other metadata to ensure seamless synchronization with Simpro. Each job folder is specifically created to store all related data, ensuring that any files placed within it are correctly linked to the corresponding job in Simpro.
   To maintain data integrity and prevent synchronization issues, do not rename, move, or delete the job folder or any folders above it in the directory structure. While you are free to organize and move data within the numbered job folder, moving files outside of this folder (instead of deleting them) will prevent them from being properly reflected in Simpro. This can result in missing or inaccessible files when retrieving job-related data through the system.
   By following this best practice, you ensure that all job-related files remain correctly linked and accessible within Simpro, reducing the risk of data loss or discrepancies.

16. Notifications

1. Enabling this option will send you an email to the SyncEzy-Email about the sync status or any update for sync . We can add up to 5 email addresses separated by commas (,)
   
2. The users will get automated notifications for any updates, errors, initial sync completion, daily/weekly /monthly statistics of app etc. 
   
3. Users can disable or enable this option as per their requirement.

Comprehensive User Access Guide: Support, User Management, and Security Settings