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Your Connections: Google, Microsoft 365 and Fathom

Connections let SOPHIE read things that live outside SOPHIE: documents in your Google Drive or OneDrive, the meetings on your calendar, and the transcripts your note taker saved. Connect once and the connection is available everywhere in SOPHIE: in the Ask SOPHIE chat, in the Standard editor, and in Power Meets.

A connection belongs to you, not the practice. Two people in the same practice each connect their own account and see their own files.

What you can connect​

ConnectionWhat SOPHIE can do with itWhat SOPHIE can't do
GoogleBring in Docs, Sheets and PDFs, see when your meetings are, and read what Google Meet recorded.Edit, move or delete anything in your Drive. See files you haven't given it.
Microsoft 365Bring in Word, Excel and PDFs from OneDrive and the sites your team shares, and see when your meetings are. It can also read Teams transcripts.Edit, move or delete anything. Read your Outlook mail or Teams chats.
FathomSend SOPHIE the transcripts of your meetings, so she can suggest procedures from what you already decided.Join, record or start a meeting. Reach a colleague's recordings: the key is yours.

Only the services your practice has available are listed. Microsoft 365 needs a work or school account; personal Microsoft accounts aren't accepted.

Open your connections​

There are two ways in:

  • Open Settings and choose Connections under My account.
  • In the Ask SOPHIE chat or the Standard editor, open the attach menu and choose Manage connectors.

The Connectors panel lists what you've connected under Yours and everything else under Available.

Connect Google or Microsoft 365​

  1. In Connectors, choose Google or Microsoft 365.
  2. Under What should SOPHIE be able to do?, tick what you want to allow: reading the documents you choose, seeing your calendar, reading meeting transcripts. Everything starts ticked; untick anything you don't want. Each is a separate permission, but you approve them together in one sign-in and can change them later.
  3. Click Connect. You're sent to Google or Microsoft to sign in. SOPHIE never sees your password.
  4. Approve the request. You come back to Connections, now connected.
note

For Teams transcripts, your Microsoft administrator also has to allow apps to read transcripts, in the Teams admin center under Meetings ▸ Meeting settings ▸ Transcript API access. If your organization requires an administrator to approve new apps, use the option to copy an approval link and send it to whoever manages your Microsoft accounts. One approval covers everybody in the practice.

Connect Fathom​

Fathom connects with an API key instead of a sign-in.

  1. In Connectors, choose Fathom.
  2. In Fathom, find your API key under your own settings, and copy it.
  3. Paste it into Fathom API key in SOPHIE and click Connect. SOPHIE sets up the rest; there's nothing to copy back into Fathom.

Once connected, the New meetings switch decides whether SOPHIE reads each new meeting as it finishes. See Meeting recordings and transcripts.

Use a connection​

  • Bring a document into a Standard. In the Ask SOPHIE chat or the editor, open the attach menu and pick Google or OneDrive under Connected sources. Google's or Microsoft's own picker opens; choose one or more files. Pickers accept files, not folders. To bring in a whole folder, use Import on the Standards page, described in Importing Standards.
  • Add a meeting to a conversation. With Fathom connected, open the attach menu in the Ask SOPHIE chat and pick Fathom under Connected sources. Add a meeting opens with your last 30 days of recordings; choose one and click Add to the conversation. SOPHIE drafts from what was said; nothing is published until you decide.
  • Follow a Power Meet on your calendar. With Google or Microsoft 365 calendar access, a Power Meet can follow a meeting series on your calendar. See Power Meets.

Manage a connection​

Open the connection in Connectors to see:

  • Account: when you connected, and whether it's a personal account or your practice's account. Use Switch account (or Replace key for Fathom) to change it.
  • What SOPHIE can do with this account: each permission shows On, Not turned on, Turned off or Needs reconnect. Click Turn on to add one you skipped.
  • Permissions: two lists, SOPHIE can and SOPHIE can't.

If access expires, the connection says so and offers Reconnect. Everything you've already added to a Standard stays in SOPHIE; only the pickers wait until you sign in again.

Disconnect​

Open the connection and click Disconnect. SOPHIE tells you which permissions turn off together. Files already added to a Standard stay, because SOPHIE keeps its own copies.

For managers: what your team can connect​

Practice owners and admins can set rules for everybody's connections in the classic Integrations settings page (open your profile menu, choose Profile, then Integrations in the list on the left). The What your team can connect card offers:

  • A switch per service. Turning one off stops new connections; anyone already connected stays connected. Their connection then shows Turned off and "Your practice has turned this off."
  • Allow personal accounts (gmail.com, outlook.com and similar). With this off, people can only connect an account on your practice's own email domain. Content in a personal account can't be reached once that person leaves.
  • Let a personal account's file be kept as a link. A personal account's file is normally copied. This lets whoever added it keep it live instead (useful for a Google Doc, which is otherwise copied as a PDF), with the risk that nobody can open it once that account is closed.
  • Default to links. Files from your practice's own accounts are added as links so they stay current. Whoever adds a file can still choose to copy it.

Good to know​

  • SOPHIE only reads what you choose. She doesn't browse your Drive, and she never changes, moves or deletes your files.
  • If a service isn't in the list, it isn't available for your practice yet.