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For sources with Document access set to Original source, you only see documents you could open in the original system, matched by the email you log into Gumloop with. Check these:
  1. Your access in the original system must match your Gumloop login email. Brain matches you by that email. If the document’s share goes to a different address, such as a personal account instead of the one you use for Gumloop, it stays hidden. The two must match exactly.
  2. Access must be identity-based. Brain mirrors permissions it can attribute to specific people: direct shares, groups it can resolve, or domain-wide access. Possession-based access doesn’t count, because the provider can’t tell Brain who holds it. For example, a Google Drive file shared as “anyone with the link” stays hidden even though the link works in Drive. This is a security decision, not a bug: rather than guess, Brain hides the document.
  3. Inherited access counts, but verify it actually covers the document. Sharing a container, such as a Google Drive folder, covers what’s inside it. If a document is still missing, check its sharing details in the original system and confirm you appear in its access list, even as inherited access. Documents outside the shared container aren’t covered.
  4. Permission changes need a sync. Brain captures access when the source syncs, not live. See When do permission changes show up?
  5. The source may exclude or skip the document. The source owner may have scoped the source to specific folders or items, and Brain skips files that fail to process. Owners can review skipped documents on the source’s status page.

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Documents the source denies access to

When the provider refuses a sync access to a document that was already indexed, for example because the account that connected the source lost access to it, Brain quarantines the document instead of deleting it:
  • Brain hides the document from search during that sync and shows it as skipped on the source’s page.
  • If the source hands the document back on a later sync, Brain indexes it again with fresh content and permissions.
  • If access is still denied after 30 days, Brain removes the hidden copy for good.
Temporary errors, such as a provider rate limit, are different: Brain keeps serving the indexed copy and retries the document on the next sync.

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FAQ

Run a manual sync on the source, or wait for the next scheduled sync. Some providers also propagate container-level shares to individual documents gradually, so a sync run immediately after sharing can miss a few. Sync again a bit later.
Your access in the original system differs. Compare what each of you sees in the document’s sharing details there.
Brain can only honor groups it can resolve to members. For Google Drive this requires the organization’s Workspace directory connection. Ask your admin to check it.

When do permission changes show up?

Sync timing

Brain

Document access reference