Google Doc Memory

Google Doc Memory keeps living documents from Google Drive available to Hana so teammates can ask questions without opening the original file. Use this guide to understand the Google doc memory ingestion flow, know what happens behind the scenes, and keep every doc in sync.

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Accessing Google Doc Memory

1. Navigate to the Memory section from the left sidebar.
2. Click on the Google Doc Memory tab to view all Google Doc memories.

Before you add a doc

• Role and access: You must be an admin in your team and be able to open the Google Doc with the Google account connected to Hana. You can check your role here

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Add a new Google Doc

1. Open Memory → Google Doc Memory.
2. Select Add Google Doc.

3. Paste the Google Doc link. Hana validates the URL, confirms that it is a native Google Doc (not an upload), and blocks duplicates already connected to your organization.

4. (Optional) Enter usage instructions so Hana knows how to apply the content when answering questions.

5. Submit.

• The dashboard immediately shows the batch in the table with status In Progress and a progress bar so teams know ingestion has begun.

tip

Automatic resync is available only on the PRO plan. Upgrade to the PRO plan and skip the hassle of syncing every document manually — let auto-sync handle it for you so you can focus on growing your business, not managing data. It is capped at 60 active memories per team. You can contact us if you need to increase the limit.

Troubleshooting when you add a new Google Doc

• If you ingesting for the first time, you need to grant the permission for Google doc. You need to allow all scopes especially Google doc in the Google OAuth consent screen.

• When ingesting Google Docs, it's essential to ensure that the account you signed up with Hana (e.g., xyz@hanabitech.com or xyz@gmail.com) has the necessary permissions (View access) to view the document that you are trying to ingest. If the ingestion memory status of google doc memory shows as in progress and then moved to error, it might be due to permission issues. If privacy is not a concern, consider setting the document to "Anyone with the link" can view.

What happens next

• An asynchronous job retrieves the doc, slices the text into searchable chunks, and associates metadata (such as the source link and headings) so answers point back to the right section.
• The first run records the current Google Doc revision. Later manual or auto resyncs compare revisions and skip reprocessing if nothing changed, while still refreshing the "Last synced" timestamp and next auto-resync schedule.

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Understand the table

Each row lists the Google Doc memories you or your teammates have added:

• Status: Shows whether Hana is still ingesting, finished, hit an error, was aborted, or completed with partial data. Errors surface helpful guidance (for example, missing access).
• Progress: Appears during ingestion so you can monitor without leaving the page.
• Last synced: Displays the last successful manual or automatic sync.
• Memory status: Indicates freshness—Fresh (recently synced), Active (used regularly), or Stale (needs a new sync).
• Memory level: Choose whether the batch is for JUST_MYSELF or ORG. ORG is only supported right now.
• Created by / Updated by: Identify who connected the doc and who changed settings most recently.
• Next Resync At: Shows the current schedule (daily, weekly, monthly, or every three months) and the next planned run.

• Global: Highlights whether the doc is available to Hana users. This is managed by Hana team.

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Search the google doc memories

• Use the search and status filters above the table to quickly find specific docs or narrow the list to a particular ingestion state.

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Available actions

Open the actions menu for a row to:

• View chunks: Inspect the segments Hana created from the doc.

• See a structured summary of what Hana extracted.

• Search in the structured summary of what Hana extracted.

• Sync: Trigger an immediate resync. Hana only reprocesses changed sections as we are tracking revision.

• Enable auto resync: Schedule automatic refreshes. You can select auto-resync slots.

• Disable auto resync: Pause automatic refreshes.

• Edit instructions: Update how Hana should use the doc when responding to users.

• Delete: Remove the doc from Hana memory when it is no longer needed.

• Abort : Stop an in-progress run.

• Retry ingestion: Restart one that failed.

• Copy: Copy the ingested Google doc url.

Options are automatically disabled when your role or the memory status does not permit them.

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Keep docs healthy

• Manual syncs: Use Sync after editing the Google Doc to refresh Hana immediately.
• Auto resync: Choose a schedule so Hana keeps up with evolving docs. The dashboard shows how many schedules are active versus your plan limit.
• Troubleshoot access: If Hana reports missing access, confirm that your connected Google account can open the doc, then use Grant Access and retry.
• Avoid duplicates: The dashboard prevents duplicate Google doc memory by default.

With these practices, Hana keeps your organization’s key documents close at hand and ready for conversational answers.

Alerts

• A quota alert appears when you are close to your limit. To keep uploading without interruptions, you must upgrade to the PRO plan and unlock unlimited access.

  

• Automatic callouts flag entries that are stale or that hit an error, with quick tips on how to fix them.

• Click Refresh to update the table on demand, or rely on the 15-second auto refresh that runs while any batch is still processing.

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Chat examples

@Hana summarize the decision log from the Product Strategy doc.
@Hana what changed in the roadmap doc since the last sync?
@Hana list the action items tagged in the OKR planning doc.