Getting Started With Using Google Docs With Alfresco

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    Getting Started

    Using Google Docs

    with Alfresco

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    Background

    The success of Google Docs has been primarily due to the value provided by itscollaboration 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 Docshas become a viable alternative to traditional productivity platforms.

    The most significant factor in the adoption of Google Docs by businesses has beenits 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; and

    Chatting with collaborators while editing to discuss changes being made.

    Ultimately, Google realized that Google Docs could never be a viable alternative totraditional productivity platforms without more robust capabilities particularly related toformatting capabilities and reliable mechanisms for migrating content. Consequently,Google has taken the service a major leap forward with a recent release of featuresthat include:

    Document formatting tools such as rulers (for setting margins, indentations, andtab 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 controlof critical information. Google Docs provides a refreshing and empowering userexperience for the creation and development of that information. Both solutions haveexperienced extraordinary adoption within the small/mid-market market and both havemoved 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 thecompany and culture of the community, Alfresco recognized the need, identified thevalue, and delivered a solution.

    Alfresco has released an integration that makes the use of Google Docs seem morenatural than the use of traditional desktop applications. The goal of this document is tointroduce you to the process of using these two solutions together and, thus,experience it for yourself.

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    Click on the Create Content link

    Select the Google DocsDocument item

    If you do not see the Google Docs items, yourenvironment is not configured to allow the

    integration.

    For help with configuring your environment, see theConfiguration Notes section of this document.

    Fill out the formpresented to you with some content. If you would like somesample text touse, Lorem Ipsum is always a convenient option.

    SAMPLE CONTENT

    Lorem ipsum dolor sit amet, consectetur adipiscing elit. Fusce tortor urna, rhoncus velsemper nec, sodales commodo neque. Nulla accumsan, nisl vel viverra mattis, quamlibero aliquet lorem, a commodo sem purus vel lacus. Pellentesque habitant morbitristique senectus et netus et malesuada fames ac turpis egestas. Etiam porta leo vitaesem imperdiet vel accumsan ante facilisis. Suspendisse potenti. Nulla facilisi. Cras nullafelis, hendrerit ac bibendum at, pellentesque et augue. Aliquam feugiat purus non justo

    cursus consequat. Praesent turpis augue, blandit et luctus eget, aliquam ac turpis. Maurisnulla arcu, elementum sed molestie vel, condimentum non lorem. Ut in ante viverra liberovestibulum aliquam. Maecenas fringilla lobortis pulvinar. Donec felis velit, faucibus nonsuscipit in, viverra quis mauris. Maecenas pellentesque arcu at nisl porttitor sit ametporttitor urna congue.

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    Saveyour content item

    Go to the Details page for youritem

    Select the Document Action

    called Checkout to GoogleDocs

    Notice the message presented below the breadcrumb

    Click on the Google Docs linkin order to edit the document in Google Docs

    Savethe item from the File>Save menu

    Return to the Alfresco ShareDetailspage for your item

    Click on the Checkin from Google Docs link underActions

    CONGRATULATIONS! Your content has been created inAlfreso, edited in Google Docs, and brought back into Alfresco

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    Creating an Item via Upload

    Since you will frequently have documents created and you simply want to managethem with Alfresco, you can also upload your document into Alfresco and edit it in

    Google Docs. The process goes as follows:

    As you can see, the process is generally the same with a few exceptions. Mostnotably, you need to enable the capability for your item by going to the Details pagefor your item and adding the Google Editable aspect.

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    Configuration Notes

    The two configuration files that require modification are:

    Share Properties Files

    o

    /tomcat/shared/classes/alfresco/web-extension/share-config-custom.xml Google Docs Properties

    o /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.

    o

    Look for the Google Docs section of the file and ensure that you have theenabled option set to true

    o true

    Google Docs PropertiesHere, the primary items of concern are setting enabled to true and filling in youraccount information.

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