Google Workspace

Guide on using Google Docs for release document management in Ketryx

New in 2.12

1. Introduction

Ketryx provides seamless integration with Google Docs for managing release documents for validated software. This integration enables:

• Integrate automated release documents with your existing document management

• Version control and audit trail of document changes as well as review and approvals

• Secure sharing and access control through Google Workspace

• Collaborative editing and review of release documents in Google Docs and Google Sheets

This guide explains how to set up and use the Google Docs integration for release document management.

2. Setting up the integration

Please note, that the following setup does not give Ketryx access to any of your (confidential) documents. The integration can only read folders and files explicitly shared with Ketryx or those it created.

Setting up the Google Drive integration

To enable the Google Drive integration, you need to have administrative privileges in your Ketryx organization and Google Workspace. Follow these steps:

1. Log into Ketryx.

2. Navigate to Connections in the organization settings menu.

3. Find the Google Workspace section and take note of the Client ID and Client Email.

4. Follow the instructions to set up domain-wide delegation for our Service Account.

   1. Use the Client ID found on the Ketryx Connections page.

   2. Grant the scope https://www.googleapis.com/auth/drive.file. Please note, this is a non-sensitive scope and, by itself, does not grant Ketryx access to any of your documents.

5. Prepare Google Drive

   1. Either create a new designated Shared Drive or select an existing one.

   2. Create or select a designated folder in the Shared Drive for Ketryx to store release documents.

   3. Share the folder with the Ketryx Service Account using the Client Email found on the Ketryx Connections page and grant at least Contributor access (to allow for creating and updating release documents in this folder). Do not check the Notify people checkbox.

   4. Open the folder and copy its ID from the URL, e.g., given the URL https://drive.google.com/drive/folders/1a2b3c4d5e6f7g8h9i0j, the ID is 1a2b3c4d5e6f7g8h9i0j

6. In Ketryx, navigate to the Advanced settings of your organization or a project for which you want to enable the integration.

7. Find the Edit release documents externally setting and enable Google using the folder ID copied earlier:

{
  "googleDocs": {
    "folderId": "1a2b3c4d5e6f7g8h9i0j"
  }
}

3. Using release documents with Google Docs

Once connected, Ketryx will show additional options for generated release- and milestone documents. Using these, you can create, edit, and manage your release documents directly in Google Drive.

3.1. Document Actions

Each release document in Ketryx provides three actions in its context menu:

• Send to Google Docs: Sends the latest revision of the document to Google Drive for further sharing and editing. Only available if the document has been generated.

• Go to current document: Opens the current version of the document in Google Drive. Only available if the document has been generated and sent to Google Drive.

• Upload revision from Google Docs: Imports the latest version of the document from Google Drive back into Ketryx Only available if the document has been generated and sent to Google Drive.

Use with care: Ketryx does not merge changes made in Ketryx and Google Drive. Sending the latest Ketryx revision to Google Drive will overwrite any changes made in Google Drive and vice versa. However, as both systems have versioning, no data will be lost.

Options for generated release documents to interact with Google Drive

3.2. Send document to Google Drive

When you select "Send to Google Drive", Ketryx will:

1. For each Ketryx version, create/reuse a new folder in Google Drive located in the specified root folder. The folder name is the project name followed by the version number (i.e. Insulin Delivery 1.0).

2. For milestones, create/reuse a folder in Google Drive located in the version folder. The folder name is the version number followed by the name of the milestone (i.e. 1.0 Design Review).

3. Retrieve the latest revision of the generated release or milestone document and upload it to the corresponding version or milestone folder. The file name is the document name, comma, version number (i.e. System Design Specification for Design Review, 1.0).

3.3. Collaborative Editing

After sending a document to Google Drive, your team can:

• Edit the document collaboratively in real-time

• Share the document with specific team members or groups

When edits have been completed, you can choose to upload the revised document back to Ketryx for final review and approval.

When a release- or milestone document requires updates because of changes to its underlying configuration items you should re-generate and re-send the document to Google Drive before manually finalizing the document.

4. Frequently Asked Questions

4.1. Q: What types of release documents can be generated?

Ketryx supports generation of various release documents including requirement specifications, test plans, and validation reports in accordance with relevant regulatory requirements and industry standards.

These documents have different formats including DOCX, XLSX and PDF. For these formats Ketryx allows users to send them to Google Drive for further sharing, for DOCX and XLSX files also for collaborative editing.

4.2. Q: How does version control work between Ketryx and Google Drive?

When you use Send to Google Docs option, Ketryx creates a new version of the document in Google Drive. Both systems maintain a version history, but they are independent of each other.

If you want to restore a release document to a previous version from Google Docs or Sheets, first restore the version in Google, then use the Upload revision from Google Drive action to import the latest version back into Ketryx.

4.3. Q: What happens if I make changes in Google Drive?

Changes made in Google Drive are not automatically synced back to Ketryx. To update Ketryx with your Google Drive changes, use the Upload revision from Google Docs action to import the latest version back into Ketryx.

Vice versa, when the document is re-generated in Ketryx, by default no changes will be made to Google Drive unless you choose to do so using the Send to Google Docs option.