fix(search): align Google source management and guides

Author: waleedlatif1

apps/docs/content/docs/search/gmail.mdx

@@ -52,8 +52,6 @@ Configurations are additive: a narrower one does not restrict an existing broade
 </Step>
 </Steps>
 
-<Image className="mx-auto h-auto w-full max-w-md" src="/static/search/gmail-setup.jpg" alt="Gmail Search source configuration" width={520} height={329} />
-
 ## Set up a central service account
 
 Open **Settings → Sources**, enable **Gmail**, and select **Manage → Advanced → Add sync configuration**. If personal connections are disabled for your organization, select **Add source** from the provider page instead.
@@ -114,7 +112,9 @@ Teammates follow these same steps after joining the organization. Once an admin
 
 ## Source options
 
-An admin opens **Settings → Sources**, selects **Manage** beside **Gmail**, then opens the configuration from **Advanced** or the source list. Select its **Settings** tab to change these options. Filters apply separately to each mailbox in the source. **Documents** shows indexed threads and **Sync history** shows recent runs.
+An admin opens **Settings → Sources** and selects **Manage** beside **Gmail** to open its configuration list. Each row shows **Member accounts** or **Service account** beside its sync status. Open a configuration's **Settings** tab to edit its filters, then select **Save**. Filters apply separately to each mailbox in the source. **Documents** shows indexed threads and **Sync history** shows recent runs.
+
+**Sync using** identifies the configuration's fixed connection method. To replace a central credential, choose another **Indexing account** and select **Change indexing account**.
 
 | Option | Behavior |
 | --- | --- |

apps/docs/content/docs/search/google-calendar.mdx

@@ -50,8 +50,6 @@ The default date range covers the previous and next 30 days. Save any changes to
 </Step>
 </Steps>
 
-<Image className="mx-auto h-auto w-full max-w-md" src="/static/search/google-calendar-setup.jpg" alt="Google Calendar Search source configuration" width={520} height={397} />
-
 <Callout type="info">
   `primary` means the connected or impersonated person's main calendar. A calendar selected from the list is a specific calendar ID, even when it is your main calendar. That same ID applies to every selected user, and only users with access to it can search its events.
 </Callout>
@@ -116,7 +114,9 @@ Teammates repeat only these connection steps after joining the organization. The
 
 ## Source options
 
-An admin opens **Settings → Sources**, selects **Manage** beside **Google Calendar**, then opens the configuration from **Advanced** or the source list. Select its **Settings** tab to change these options. **Documents** shows indexed events and **Sync history** shows recent runs.
+An admin opens **Settings → Sources** and selects **Manage** beside **Google Calendar** to open its configuration list. Each row shows **Member accounts** or **Service account** beside its sync status. Open a configuration's **Settings** tab to edit its filters, then select **Save**. **Documents** shows indexed events and **Sync history** shows recent runs.
+
+**Sync using** identifies the configuration's fixed connection method. To replace a central credential, choose another **Indexing account** and select **Change indexing account**.
 
 | Option | Behavior |
 | --- | --- |

apps/docs/content/docs/search/google-drive.mdx

@@ -88,7 +88,7 @@ Paste that Client ID into **Client ID**, then enter these exact scopes as a comm
 https://www.googleapis.com/auth/drive.readonly,https://www.googleapis.com/auth/admin.directory.user.readonly,https://www.googleapis.com/auth/admin.directory.group.readonly,https://www.googleapis.com/auth/admin.directory.domain.readonly
 ```
 
-Select **Authorize**, then **View details** to confirm all four scopes were saved. If your organization requires multi-party approval, another super administrator must approve the request. Delegation changes can take up to 24 hours to propagate. See Google's [Admin Console delegation guide](https://knowledge.workspace.google.com/admin/apps/control-api-access-with-domain-wide-delegation).
+Select **Authorize**, then **View details** to confirm all four scopes were saved. If you reuse a Gmail or Calendar service account, retain those services' required scopes and add any missing Drive scopes. If your organization requires multi-party approval, another super administrator must approve the request. Delegation changes can take up to 24 hours to propagate. See Google's [Admin Console delegation guide](https://knowledge.workspace.google.com/admin/apps/control-api-access-with-domain-wide-delegation).
 
 These are Search's central crawl scopes. The general [Google service account guide](/integrations/google-service-account) includes broader scopes for workflow actions; do not copy those into this Search setup.
 
@@ -123,6 +123,10 @@ Teammates join the Sim organization with their matching verified email; they do
 
 ## Source options
 
+An admin opens **Settings → Sources** and selects **Manage** beside **Google Drive** to open its configuration list. Each row shows **Member accounts** or **Service account** beside its sync status. Open a configuration's **Settings** tab to edit its filters, then select **Save**. **Documents** shows indexed files and **Sync history** shows recent runs.
+
+**Sync using** identifies the configuration's fixed connection method. To replace a central credential, choose another **Indexing account** and select **Change indexing account**.
+
 | Option | Behavior |
 | --- | --- |
 | Folders / Folder IDs | Optional. Includes files in each selected folder and its accessible subfolders. A folder selection does not grant access. |
@@ -135,7 +139,7 @@ Teammates join the Sim organization with their matching verified email; they do
 
 Sim exports Docs and Slides as text and Sheets as XLSX spreadsheets. Supported uploaded files use the knowledge-base document pipeline, including PDF and Office formats. Unsupported files and oversized exports cannot be indexed; Google limits Workspace exports to 10 MB. See [Drive export formats](https://developers.google.com/workspace/drive/api/guides/ref-export-formats) and [download limits](https://developers.google.com/workspace/drive/api/guides/manage-downloads).
 
-Search schedules syncs hourly. Central crawls revisit the selected users' files and permissions, including unchanged files, so permission changes and a new employee's older files are included. Unfinished crawls resume before deletion reconciliation. Content, deletions, and permissions refresh in the background; results are not a live read from Drive. Open **Settings → Sources**, select **Manage** beside **Google Drive**, then select its configuration from **Advanced** (or the source list when personal connections are disabled) to inspect **Documents**, edit **Settings**, or review **Sync history**. **Accounts** on the provider page shows personal account connections where configured; it does not list the central service-account credential.
+Search schedules syncs hourly. Central crawls revisit the selected users' files and permissions, including unchanged files, so permission changes and a new employee's older files are included. Unfinished crawls resume before deletion reconciliation. Content, deletions, and permissions refresh in the background; results are not a live read from Drive. **Accounts** on the provider page shows personal account connections where configured; it does not list the central service-account credential.
 
 ## Troubleshooting
 

apps/sim/app/o/[organizationId]/settings/components/integrations/organization-integrations-setup.test.tsx

@@ -129,6 +129,14 @@ async function click(label: string) {
 }
 
 describe('organization integration management entry', () => {
+  it('uses Sources terminology in search and its empty state', async () => {
+    await render('?search=not-a-real-source')
+    expect(container.querySelector('input[placeholder="Search sources..."]')).toHaveValue(
+      'not-a-real-source'
+    )
+    expect(container.textContent).toContain('No matching sources')
+    expect(container.textContent).not.toContain('No matching integrations')
+  })
   it('offers Drive account management before anyone has connected', async () => {
     mocks.overview.mockReturnValue({
       data: {

apps/sim/app/o/[organizationId]/settings/components/integrations/organization-integrations-setup.tsx

@@ -61,7 +61,7 @@ export function OrganizationIntegrationsSetup() {
 
   return (
     <SettingsPanel
-      search={{ value: search, onChange: setSearch, placeholder: 'Search integrations...' }}
+      search={{ value: search, onChange: setSearch, placeholder: 'Search sources...' }}
     >
       {availability.integrationAvailabilityError && (
         <SettingsQueryErrorState
@@ -84,7 +84,7 @@ export function OrganizationIntegrationsSetup() {
         ) : overview.isPending ? (
           <SettingsEmptyState variant='inline'>Loading sources…</SettingsEmptyState>
         ) : visible.length === 0 ? (
-          <SettingsEmptyState variant='inline'>No matching integrations</SettingsEmptyState>
+          <SettingsEmptyState variant='inline'>No matching sources</SettingsEmptyState>
         ) : (
           visible.map(([type, meta]) => {
             const provider = providers.get(type)

apps/sim/app/o/[organizationId]/settings/integrations/providers/[connectorType]/provider-detail.test.tsx

@@ -53,11 +53,17 @@ vi.mock('@/lib/credential-groups/providers', () => ({
 }))
 vi.mock('@/connectors/registry', () => ({
   CONNECTOR_META_REGISTRY: {
-    google_drive: { name: 'Google Drive', auth: { mode: 'oauth', provider: 'google-drive' } },
-    gmail: { name: 'Gmail', auth: { mode: 'oauth', provider: 'google-email' } },
+    google_drive: {
+      name: 'Google Drive',
+      auth: { mode: 'oauth', provider: 'google-drive', adminCredentialType: 'service_account' },
+    },
+    gmail: {
+      name: 'Gmail',
+      auth: { mode: 'oauth', provider: 'google-email', adminCredentialType: 'service_account' },
+    },
     google_calendar: {
       name: 'Google Calendar',
-      auth: { mode: 'oauth', provider: 'google-calendar' },
+      auth: { mode: 'oauth', provider: 'google-calendar', adminCredentialType: 'service_account' },
     },
     slack: { name: 'Slack', auth: { mode: 'oauth', provider: 'slack' } },
     gitlab: { name: 'GitLab', auth: { mode: 'apiKey' } },
@@ -111,11 +117,17 @@ vi.mock('@/app/o/[organizationId]/settings/components/integrations/slack-account
 import { SettingsHeaderProvider, SettingsHeaderShell } from '@/components/settings/settings-header'
 import { OrganizationProviderDetail } from '@/app/o/[organizationId]/settings/integrations/providers/[connectorType]/provider-detail'
 
-const provider = { connectorType: 'google_drive', approved: true, status: 'active' }
+const provider = {
+  connectorType: 'google_drive',
+  approved: true,
+  status: 'active',
+  sourceCount: 0,
+}
 const source = {
   connectorId: 'source-one',
   connectorType: 'google_drive',
   sourceDescription: 'Engineering handbook',
+  accessMode: 'admin',
   enabled: true,
   hasSyncError: false,
   isSyncing: false,
@@ -227,7 +239,7 @@ describe('organization provider management', () => {
       })
       mocks.accounts.mockReturnValue({ data: { credentialGroup: null }, isPending: false })
       mocks.sources.mockReturnValue({ data: [], isPending: false })
-      await render(connectorType)
+      await render(connectorType, '?view=accounts')
       expect(container.textContent).toContain('Waiting for connections')
       expect(container.textContent).toContain(
         'Members connect their accounts from Integrations. Indexing starts automatically.'
@@ -259,17 +271,19 @@ describe('organization provider management', () => {
     'does not ask for personal connections when %s already has a central source',
     async (connectorType) => {
       mocks.overview.mockReturnValue({
-        data: { providers: [{ ...provider, connectorType, sourceCount: 1 }] },
+        data: {
+          providers: [{ ...provider, connectorType, sourceCount: 1 }],
+        },
       })
       mocks.accounts.mockReturnValue({ data: { credentialGroup: null }, isPending: false })
       mocks.access = { admin: true, members: true }
       await render(connectorType)
 
-      expect(container.textContent).toContain('No connected member accounts.')
+      expect(container.textContent).toContain('Engineering handbook')
+      expect(container.textContent).not.toContain('No connected member accounts.')
       expect(container.textContent).not.toContain(
         'Members connect their accounts from Integrations.'
       )
-      await click('Advanced')
       await click('Add sync configuration')
       await vi.waitFor(() => {
         const params = mocks.updateUrl.mock.calls.at(-1)![0].searchParams
@@ -279,6 +293,120 @@ describe('organization provider management', () => {
     }
   )
 
+  describe.each(['gmail', 'google_calendar', 'google_drive'])(
+    '%s default management view',
+    (connectorType) => {
+      function withSources(accessModes: string[]) {
+        mocks.overview.mockReturnValue({
+          data: { providers: [{ ...provider, connectorType, sourceCount: accessModes.length }] },
+          isPending: false,
+        })
+        mocks.sources.mockReturnValue({
+          data: accessModes.map((accessMode, index) => ({
+            ...source,
+            connectorType,
+            accessMode,
+            connectorId: `source-${index}`,
+          })),
+          isPending: false,
+        })
+      }
+
+      it.each([
+        { name: 'member-only', modes: ['members'] },
+        { name: 'central-only', modes: ['admin'] },
+        { name: 'mixed', modes: ['admin', 'members'] },
+        { name: 'not configured', modes: [] },
+      ])('opens configurations for the $name setup', async ({ modes }) => {
+        withSources(modes)
+        await render(connectorType)
+        expect(container.querySelector('[role="radio"][aria-checked="true"]')).toHaveTextContent(
+          'Advanced'
+        )
+        expect(mocks.sources).toHaveBeenLastCalledWith(
+          expect.any(Object),
+          expect.objectContaining({ enabled: true })
+        )
+        expect(mocks.accounts).toHaveBeenLastCalledWith(undefined)
+        expect(container.textContent).toContain('Add sync configuration')
+        if (modes.length === 0)
+          expect(container.textContent).toContain('No sync configurations yet.')
+      })
+
+      it.each(['accounts', 'sources'])('honors explicit %s links', async (view) => {
+        withSources(['admin'])
+        await render(connectorType, `?view=${view}`)
+        expect(mocks.sources).toHaveBeenLastCalledWith(
+          expect.any(Object),
+          expect.objectContaining({ enabled: view === 'sources' })
+        )
+        expect(container.querySelector('[role="radio"][aria-checked="true"]')).toHaveTextContent(
+          view === 'accounts' ? 'Accounts' : 'Advanced'
+        )
+      })
+
+      it('loads the configuration list in parallel with its overview and retains the default', async () => {
+        mocks.overview.mockReturnValue({ isPending: true })
+        await render(connectorType)
+        expect(container.textContent).toContain('Loading integration…')
+        expect(container.textContent).not.toContain('No connected member accounts.')
+        expect(mocks.accounts).toHaveBeenLastCalledWith(undefined)
+        expect(mocks.sources).toHaveBeenLastCalledWith(
+          expect.any(Object),
+          expect.objectContaining({ enabled: true })
+        )
+        withSources(['members'])
+        await render(connectorType)
+        expect(container.querySelector('[role="radio"][aria-checked="true"]')).toHaveTextContent(
+          'Advanced'
+        )
+        expect(container.textContent).toContain('Engineering handbook')
+        expect(mocks.sources).toHaveBeenLastCalledWith(
+          expect.any(Object),
+          expect.objectContaining({ enabled: true })
+        )
+        expect(mocks.accounts).toHaveBeenLastCalledWith(undefined)
+      })
+
+      it('preserves an explicit Accounts choice when the overview changes', async () => {
+        withSources(['members'])
+        await render(connectorType)
+        await click('Accounts')
+        await vi.waitFor(() =>
+          expect(mocks.updateUrl.mock.calls.at(-1)?.[0].searchParams.get('view')).toBe('accounts')
+        )
+        withSources(['admin'])
+        await render(connectorType)
+        expect(container.querySelector('[role="radio"][aria-checked="true"]')).toHaveTextContent(
+          'Accounts'
+        )
+        expect(mocks.sources).toHaveBeenLastCalledWith(
+          expect.any(Object),
+          expect.objectContaining({ enabled: false })
+        )
+      })
+
+      it.each([
+        { accessMode: 'admin', method: 'Service account' },
+        { accessMode: 'members', method: 'Member accounts' },
+      ])(
+        'identifies $method configurations without changing their title or destination',
+        async ({ accessMode, method }) => {
+          withSources([accessMode])
+          mocks.sources.mockReturnValue({
+            data: [{ ...source, connectorType, accessMode }],
+            isPending: false,
+          })
+          await render(connectorType)
+          expect(container.textContent).toContain(`${method} · Last synced`)
+          expect(
+            container.querySelector('a[aria-label="Open Engineering handbook"]')
+          ).toHaveAttribute('href', '/o/org-one/settings/integrations/sources/source-one')
+        }
+      )
+    }
+  )
+
   it.each(['active', 'disabled'])(
     'removes only Slack account setup after confirmation, including a %s option',
     async (status) => {
@@ -411,7 +539,7 @@ describe('organization provider management', () => {
       expect(mocks.people).not.toHaveBeenCalled()
       expect(
         container.querySelector(
-          `input[placeholder="${params === '?view=sources' ? 'Search sync configurations...' : 'Search people...'}"]`
+          `input[placeholder="${params === '?view=accounts' ? 'Search people...' : 'Search sync configurations...'}"]`
         )
       ).toBeEnabled()
     }

apps/sim/app/o/[organizationId]/settings/integrations/providers/[connectorType]/provider-detail.tsx

@@ -60,7 +60,7 @@ export function OrganizationProviderDetail({ connectorType }: OrganizationProvid
   const automaticSetup = Boolean(meta && canConnectWithDefaults(meta) && searchAccess.memberScoped)
   const [view, setView] = useQueryState(
     organizationProviderTabParam.key,
-    organizationProviderTabParam.parser.withDefault(automaticSetup ? 'accounts' : 'sources')
+    organizationProviderTabParam.parser
   )
   const [search, setSearch] = useSettingsSearch()
   const [peopleSearch, setPeopleSearch] = useOrganizationAccountPeopleSearch()
@@ -260,7 +260,13 @@ export function OrganizationProviderDetail({ connectorType }: OrganizationProvid
             <SettingsResourceRow
               key={source.connectorId}
               title={source.sourceDescription || meta.name}
-              description={
+              description={[
+                source.accessMode === 'members'
+                  ? 'Member accounts'
+                  : meta.auth.mode === 'oauth' &&
+                      meta.auth.adminCredentialType === 'service_account'
+                    ? 'Service account'
+                    : 'Admin account',
                 !approved
                   ? 'Deactivated'
                   : !source.enabled
@@ -275,8 +281,8 @@ export function OrganizationProviderDetail({ connectorType }: OrganizationProvid
                           ? 'Indexing'
                           : source.lastSyncAt
                             ? `Last synced ${format(new Date(source.lastSyncAt), 'MMM d, h:mm a')}`
-                            : 'Waiting for the first sync'
-              }
+                            : 'Waiting for the first sync',
+              ].join(' · ')}
               href={organizationRoutes(organization.id).searchSource(source.connectorId)}
               clickLabel={`Open ${source.sourceDescription || meta.name}`}
               navigable

apps/sim/app/workspace/[workspaceId]/knowledge/[id]/components/edit-connector-modal/connector-settings-fields.test.tsx

@@ -366,7 +366,7 @@ describe('connector settings service-account choices', () => {
       },
     ]
     await render(confluenceConnectorMeta)
-    expect(container.textContent).toContain('Service account')
+    expect(container.textContent).toContain('Indexing account')
     await openAccountChoices()
     expect(
       Array.from(document.querySelectorAll<HTMLElement>('[role="option"]')).map((node) =>