Using Google Docs with Alfresco.docx

1. Using Google Docs with Alfresco
Background
The success of Google Docs has been primarily due to the value provided by its collaboration
capabilities. However, what began as a “cool collaboration tool,” generally adopted for better
access to documents, has evolved into a true productivity platform. With the addition of rich
functionality demanded by users, Google Docs has become a viable alternative to traditional
productivity platforms.
The most significant factor in the adoption of Google Docs by businesses has been its ability to
enable 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 traditional
productivity platforms without more robust capabilities particularly related to formatting
capabilities and reliable mechanisms for migrating content. Consequently, Google has taken the
service 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 Google
Docs as their primary productivity platform. This burgeoning adoption has expedited the
convergence of Google Docs tools with Enterprise technologies, particularly ECM platforms.
Alfresco and Google Docs
Alfresco provides powerful and massively scalable repository services for the control of critical
information. Google Docs provides a refreshing and empowering user experience for the
creation and development of that information. Both solutions have experienced extraordinary
adoption within the small/mid-market market and both have moved into the Enterprise market
with equal aplomb and success.
The increasing market demand for and adoption of Alfresco and Google Docs has made an
intersection of the two solutions immanent. True to the character of the company and culture
of 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 natural
than the use of traditional desktop applications. The goal of this document is to introduce you
to the process of using these two solutions together and, thus, experience it for yourself.

2. How to Use the Google Docs Integration
The primary methods of adding content to the Alfresco repository are adding free form text and
uploading existing content. This guide will pay particular attention to the former but will explain
the differences when using the latter.
Creating an Item with the Content Wizard
This scenario will start with using a wizard to create an item. Then you will go through the
typical 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.

3. Save your content item
Go to the “Details” page for your item
Select the “Document Action” called “Checkout to Google Docs”
Notice the message presented below the breadcrumb
Click on the “Google Docs” link in order to edit the document in Google Docs

4. Save the item from the File>Save menu
Return to the Alfresco Share “Details” page for your item
Click on the “Checkin from Google Docs” link under Actions
CONGRATULATIONS! Your content has been created in Alfreso, edited in Google Docs,
and brought back into Alfresco

5. Creating an Item via Upload
Since you will frequently have documents created and you simply want to manage them with
Alfresco, 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 for
your item and adding the “Google Editable” aspect.
Configuration Notes
The 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.properties
Share Properties File
Here, you need to:
Ensure that you have the Google Editable Aspect declared.
<aspect name="gd:googleEditable" />

6. 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 Properties
Here, the primary items of concern are setting “enabled” to “true” and filling in your account
information.