Connect applications and your own Juan key
Connect the firm's and a company's outside apps, add your own Juan API key for your agent, and disconnect them safely.
In this guide
Applications connects outside apps to Mendiola, so that your agents can read them. There are two pages:
- Settings → Applications is for the firm's own apps. Only admins see it.
- Company settings → Applications is for one company. Admins who can open the company connect the company's apps under Company connections. Everyone who can open the company adds their own Juan key under Your connections.
Before you start
- Applications must be enabled for your firm. Until then, neither page nor its menu entry appears.
- Connecting an app does not make Mendiola read your documents from it. Documents still come from the Google Drive folders set in Company settings → Automation.
- The apps marked with the chat icon are the ones your agents can read; hover over it to see Your agents can read this. The rest are connected for later.
Which apps are offered
Both pages group their apps under headings, with a Search apps box that matches a name, purpose or group.
| Page | Groups and apps |
|---|---|
| Firm | Email and calendar (Gmail, Outlook, Google Calendar, Calendly); Chat and meetings (Slack, Microsoft Teams, Zoom, Google Meet); Files and documents (Google Drive, Dropbox, Google Sheets, Google Docs, Excel, Notion); Clients and work (HubSpot, Asana, ClickUp, Typeform) |
| Company | Files (Google Drive, Box, SharePoint, OneDrive, Dropbox); Sales and payments (Square, Stripe); Spreadsheets (Google Sheets, Excel) |
Connect an app
- Open the firm's or the company's Applications page.
- Find the app and choose Connect.
- Sign in to the app with the account the firm or company uses, and approve access.
- You return to the page. The app shows Connected, with the account, who connected it and when.
A connection belongs to the firm or to the company, not to the person who connected it. Every admin of the firm sees the firm's connections and can disconnect them. If the sign-in was cancelled, took longer than 15 minutes, or could not be confirmed, the page says why and nothing is connected. Start again.
When an app shows Needs reconnecting, the account no longer works. Choose Reconnect and sign in again.
Disconnect an app
Choose Disconnect and confirm. Mendiola loses access to that account; nothing in the app itself changes. A disconnect is final: to use the app again, connect it with a new sign-in. Agents stop using a disconnected app at once.
An archived company's page offers Disconnect only, so access to a former client's systems can always be removed.
Add your own Juan key
Under Your connections, the Juan row holds your own Juan API key for this company. It is yours alone and is used only by your own agent, with the access your key has in Juan. Your agent can change these books; a void, a payment or a lock waits for your click in the chat. Mendiola's own work, such as sweeps, sending and reports, keeps using the company's key from Company settings → General.
- Ask the company's Juan admin to create a key for you in Juan under Settings → Access Management → API Keys, with your role. Naming the key after you makes Juan's records easier to read.
- Choose Connect on the Juan row.
- In Connect Juan, paste the key into Juan API key and choose Save.
- The row shows Checking… while Mendiola checks the key with Juan, then Connected, with the key's last four characters, its access in Juan, module by module, and the date added.
The key is checked before it is saved. It is refused when it is the company's own key, when it opens a different Juan organization, or when Juan does not accept it. The refusal is shown under the row. After ten tries in ten minutes, wait a few minutes before trying again.
To replace a key, choose Disconnect, then connect the new one. When Juan stops accepting your key, the row says Key stopped working; choose Reconnect with a new key.
Your key ends when you lose access to the company, for example when you are unassigned or the company is made owner-private to someone else. Adding and removing a key is recorded in the company's activity log, without the key itself.
Limits
- Agents read the marked apps and can create a draft in the firm's Gmail. They do not send mail, post messages, or delete, move or share files.
- Firm apps are read by the firm's admins' agents only. For now, a company's file apps are also read by admins' agents only, because a company connection can reach beyond that company.
- If Applications is turned off for your firm, nobody can disconnect apps or remove keys from the page until it is on again. Disconnect first if you want access gone.