We understand that people and users need intensive documentation and file management to get things done, especially in a remote and asynchronous work environment. Here at Rock, we want to empower teams to work productively despite being asynchronous by enabling proper documentation practices. This means ensuring that file storage apps and documents are within easy reach and can be easily is an essential aspect of a tool that helps people collaborate and work together better.
Through Notion integration, we want to ensure that teams can link necessary documentation into Rock tasks, topics, notes, and chats more efficiently and faster.
How to add Notion to Rock ?
The beauty of our Notion integration is that you’ll only need to integrate the service once, and you’ll be able to link documents across any space you’re a part of (and have permission to link documents out of!)
Just follow the steps below to integrate Notion to Rock.
Step 1: Click on the mini-app files and select Notion on the cloud storage selections.
Step 2: Click on Notion, and a new tab or popup will open asking you to sign in to your Notion account. If you aren’t already logged in.
Step 3: You’ll be asked to allow Rock access to your Notion account. If you cancel, the integration will be aborted, and you won’t be able to link your Notion files to your Rock spaces.
Step 4: You will be asked to select which pages you want to show in Rock. Everything will then be consolidated in a folder called “Workspace.”
If you allow Rock access to your Notion pages, the integration will be successful, and you’ll be redirected to the space where you initially set up the integration.
Adding Notion Folders to spaces ?️
Once you’ve successfully integrated Notion into Rock, you can add your pages and databases into the Files mini-app of a space. With this, you won’t be able to add individual subpages into Rock.
When you link a page into Rock, all subpages in that item will be accessible from the Files mini-app in your space.
Note: At the moment, all pages and subpages are in one hierarchy, meaning they are not nested. We’re working on improving this behavior.
All you have to do is click on the page name to view and access the contents.
📝 Note: Users will not be able to access the pages and databases in the spaces you have uploaded them to unless they have permission in Notion. You also need to ensure that users are part of the space that they need files access to. Even if a user has all the necessary drive permissions, they won’t be able to access the files within Rock if they are not part of the space.
To go back to the Files mini-app panel or into a previous folder, press the < Folder on the top left corner of the panel.
Once you’ve successfully linked a cloud storage service and have added files and folders to the Files mini-app in a Space, you can use the blue + button on the lower right-hand corner of the Files view to add more drive services.
Files Hover Buttons ?️
If you want to open a Notion page in a new tab, you can press this button to open the file within Notion.
The second button is the Set Aside button, allowing you to Set Aside a folder or a specific file.
The third button is the unlink button, which allows you to unlink the folder you initially linked to Rock. You cannot unlink subfolders or files within the originally linked folder. This means you can only unlink the main folder you initially linked in Rock.
Using Your Notion Pages Across Your Rock Spaces?
Since you’ve integrated your Notion databases and pages onto Rock, you can easily add these cloud-based files as attachments to your tasks and notes.
Note: You can also authorize cloud services via this feature if you don’t have anything authorized yet.
You’ll need to click on the “Link Cloud Storage” option to link a folder or file to a specific task or note.
? Note: Linking files or folders to tasks doesn’t work when entering tasks in board view…for now.
Removing Documents or the Integration from a Space ✂️
As mentioned above, you can't individually remove pages; you can only remove the workspace where it is nested. You can unlink the folder using the red unlink button.
Everything inside the initially uploaded Workspace folder won’t be accessible in the space but will still exist in its owners’ Notion account. Don’t worry; you can always link pages back to the space if needed.
You’ll need to have admin permission in the space to remove others’ pages or databases. However, anyone can release their uploaded page or database - even those former members or admins who have been downgraded to the guest.
Removing the integration
You can remove the Notion integration by going to user settings > Authorized Apps > pressing Disconnect.
Once you remove the integration from your account, the connected pages and databases won’t be accessible in the spaces it's linked to but will still exist in the Files mini-app.You can reauthorize access after disconnecting Notion on a previously connected page or database. Once you re-integrate Notion, all pages and databases in your different spaces will become available again.
If you want your pages not to be visible once you remove the integration, you will have to unlink the pages from your spaces manually. You can do this both before and after deauthorizing Notion.
Frequently Asked Questions on the Notion Integration ?
What happens to pages and databases I linked in the Files mini-app if I leave/am removed from a space?
When you leave or are removed from a space, your linked databases and pages will be unlinked from the Files mini-app. If you re-enter the space, you will have to link the items again.
What would happen to my pages and databases if I were to delete my account?
When you delete your Rock account, all cloud services you integrated will be disconnected, and all items you linked will be unlinked.
What happens to folders and files from suspended accounts?
Pages, databases, and subpages from suspended accounts will still be available for access in the space unless they are unlinked or are deleted from their drive services.
What happens if I move my pages to a different location on Notion. Will I have to add it again?
The items will still be accessible in a space, but user permissions might change. Some users might gain or lose access depending on your changes or the permissions available in the new destination.
What happens to items in a space if they are deleted from Notion?
It will appear that Rock cannot find the item, and no one will be able to access the information. Folders and files that are contents will disappear when reopened. You can unlink the deleted folder to remove it from your Files mini-app.
Can I give a user permission to access an item from Rock?
No, you’ll need to grant access permissions or send invites to the user through Notion.
Can the Rock Team see what is inside the folders I connect to my spaces?
No, the integration adds the information to your space. We cannot see what documents you have in your database or workspace. Additionally, if users in space don’t have permission, they won’t be able to access information.
Is there an upload limit to my folders in Dropbox?
Upload limits are irrespective of Rock. Storage limits are dependent on the storage quota of the cloud service.
What happens to the Files items if everyone leaves a group space?
As soon as all members leave the space, all files, mini-app storage information, and integrations are removed.