Connect your company's Dropbox or Google Drive once, then copy SOPs, PDFs and Google Docs straight into a knowledge base folder. Each import is a one-time copy.
Only admins can connect and import. It's part of the knowledge base, so it's in the Basic and Pro plans (and the free trial).
Connect your account
- Go to Integrations. Under Cloud storage, click Connect Dropbox or Connect Google Drive.
- Your browser goes to Dropbox or Google. Sign in and allow Mays access.
- Google Drive asks to see and download your files (read-only). Mays never changes or deletes anything in your Drive.
- You come back to the Knowledge Base with Dropbox connected. or Google Drive connected.
You can also start from the Dropbox or Drive button at the top of the Knowledge Base (the tooltip says Connect Dropbox or Connect Google Drive).
The connection belongs to your company, not to you: every admin imports from the same Dropbox or Google account. Connecting again with another account replaces it.
Import files
- Go to Knowledge Base and open the folder the files should go into. Imports always go into a folder, so the import buttons only appear inside one.
- Click Dropbox or Drive at the top.
- In Import from Dropbox or Import from Google Drive, click folders to open them and the back arrow to go up. Google Drive starts at My Drive.
- Tick the files you want, or click Select all files.
- Click Import (it shows how many files, for example Import 3 files).
When it's done, a green line says Imported 3 of 3 files successfully and the files appear in the folder. Close the window. Mays then reads each file in the background, just like an upload, so it can be searched and used by the AI Assistant.
The imported files follow the folder's sharing. See Who can see what in the knowledge base.
What can be imported
From | File types |
|---|---|
Dropbox | PDF, Word (DOCX and DOC), TXT, CSV, Markdown, and JPG, PNG and WebP pictures |
Google Drive | The same types, plus Google Docs and Google Slides (copied as PDF) and Google Sheets (copied as CSV) |
You pick files one folder at a time: a whole folder can't be ticked, and moving to another folder clears what you've ticked.
It's a copy, not a sync
- Mays copies each file once. If you change the file in Dropbox or Drive later, the copy in Mays doesn't change. Import it again to get the new version, and delete the old one.
- Importing the same file twice gives you two copies.
- Deleting or moving the original doesn't remove the copy in Mays.
- Disconnecting keeps everything you've already imported.
Disconnect
Go to Integrations, find the Dropbox or Google Drive card and click the bin (Disconnect). Confirm, and Mays removes its access to the account. Importing again means connecting again.
Good to know
- Google Drive only shows My Drive. Files in Shared with me and shared drives aren't listed. Add them to My Drive in Google first, or download and use Upload.
- Something went wrong? The import window doesn't always say so. If a folder you know has files shows This folder is empty, the connection has probably expired: disconnect and connect again. If Imported 0 of 3 files appears, try those files with Upload.
- Scanned PDFs (a picture of a page, with no text in it) can't be read and disappear from the folder after the import. Import a photo of the page instead, or the original Word file.
- Managers see the Dropbox and Drive buttons too, but only admins can use them. For a manager, clicking does nothing.
- Google Docs with a dot in the name lose the part after the last dot: Menu v1.2 is imported as Menu v1.pdf.
- Imports don't use AI credits.