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Using Google Docs with AlfrescoBackgroundThe success of Google Docs has been primarily due to the value provided by its collaborationcapabilities. However, what began as a “cool collaboration tool,” generally adopted for betteraccess to documents, has evolved into a true productivity platform. With the addition of richfunctionality demanded by users, Google Docs has become a viable alternative to traditionalproductivity platforms.The most significant factor in the adoption of Google Docs by businesses has been its ability toenable collaboration with features such as: Accessibility for anyone with a modern browser and Internet connection Sharing via email, exporting, or simply granting access to other users Real time collaboration that allows users to see updates from other collaborators as they edit the document Chatting with collaborators while editing to discuss changes being made.Ultimately, Google realized that Google Docs could never be a viable alternative to traditionalproductivity platforms without more robust capabilities particularly related to formattingcapabilities and reliable mechanisms for migrating content. Consequently, Google has taken theservice a major leap forward with a recent release of features that include: Document formatting tools such as rulers (for setting margins, indentations, and tab stops) that rival traditional desktop applications. Significant improvements in the ability to import documents.These features are ushering in a new wave of adoption by users who can, and will, use GoogleDocs as their primary productivity platform. This burgeoning adoption has expedited theconvergence of Google Docs tools with Enterprise technologies, particularly ECM platforms.Alfresco and Google DocsAlfresco provides powerful and massively scalable repository services for the control of criticalinformation. Google Docs provides a refreshing and empowering user experience for thecreation and development of that information. Both solutions have experienced extraordinaryadoption within the small/mid-market market and both have moved into the Enterprise marketwith equal aplomb and success.The increasing market demand for and adoption of Alfresco and Google Docs has made anintersection of the two solutions immanent. True to the character of the company and cultureof the community, InfoAxon recognized the need, identified the value, and delivered a solution.InfoAxon has provided an integration that makes the use of Google Docs seem more naturalthan the use of traditional desktop applications. The goal of this document is to introduce youto the process of using these two solutions together and, thus, experience it for yourself.
How to Use the Google Docs IntegrationThe primary methods of adding content to the Alfresco repository are adding free form text anduploading existing content. This guide will pay particular attention to the former but will explainthe differences when using the latter.Creating an Item with the Content WizardThis scenario will start with using a wizard to create an item. Then you will go through thetypical steps involved with the editorial process using Google Docs.The Steps: Login to your Share application Navigate to a Document Library within a Share Site. Click on the “Create Content” link. Select the “Google Docs™ Document” item Fill out the form presented to you with some content.
Save your content itemGo to the “Details” page for your itemSelect the “Document Action” called “Checkout to Google Docs”Notice the message presented below the breadcrumbClick on the “Google Docs” link in order to edit the document in Google Docs
Save the item from the File>Save menuReturn to the Alfresco Share “Details” page for your itemClick on the “Checkin from Google Docs” link under ActionsCONGRATULATIONS! Your content has been created in Alfreso, edited in Google Docs,and brought back into Alfresco
Creating an Item via UploadSince you will frequently have documents created and you simply want to manage them withAlfresco, you can also upload your document into Alfresco and edit it in Google Docs.Most notably, you need to enable the capability for your item by going to the “Details” page foryour item and adding the “Google Editable” aspect.Configuration NotesThe two configuration files that require modification are: Share Properties Files /tomcat/shared/classes/alfresco/web-extension/share-config-custom.xml Google Docs Properties /tomcat/webapps/alfresco/WEB-INF/classes/alfresco/subsystems/ googledocs/default/googledocs.propertiesShare Properties FileHere, you need to: Ensure that you have the Google Editable Aspect declared. <aspect name="gd:googleEditable" />
Look for the Google Docs section of the file and ensure that you have the “enabled” option set to “true” <enabled>true</enabled>Google Docs PropertiesHere, the primary items of concern are setting “enabled” to “true” and filling in your accountinformation.