If your company primarily stores content in Google Drive, it can be helpful to create a guide clearly defines what should be kept in its original Google Drive form and what should be made into Cards.
Reasons to replace a Google Drive asset with a Guru Card:
- Content/knowledge is not long-form (i.e. it doesn't need to be in a long excel sheet, slide deck, or long document)
- Easier to keep knowledge up to date via Guru's verification process.
- Keep files organized and reduce the number of lost files.
- Drives better adoption rates: if a team member goes into Guru and can't find the knowledge they're looking for, they could lose trust in it and be even more frustrated when they can't find it in Drive.
- Searchability: bite-size knowledge in Guru Cards is easier to quickly search for than long-standing docs across file folders.
Best practices for structuring content with Google Drive assets:
If you want to keep some of your assets in Google Drive based on the advice above, make sure you follow these guidelines:
- Give the card a title and tag(s) that reflects the Google Drive asset that’s inside. This will make these cards searchable by your team.
- Provide context on what the Drive asset is about, what it should be used for, and what audience it is targeting.
- You can also embed iFrames or link out to the doc/spreadsheet/slides so that your team can scroll through the asset without leaving the Guru Card.
If you want the Google Drive links to be public (to share with an external source for example) make the file public to the web OR visible to anyone with the link. Learn more about Google link sharing.
- Since Google Drive assets are NOT Guru-hosted files, permissions to the files are granted in Google Drive.
- Google Drive files that are embedded in Guru appear in Guru search results. Learn more here.