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Getting Started

Using Google Docs™

with Alfresco



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 Docs™ has 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.





Click on the “ Create Content ” link

S elect the “Google Docs™ Document” 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 the“Configuration Notes” section of this document.

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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

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



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.



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.properties

Share Properties FileHere, you need to:

Ensure that you have the Google Editable Aspect declared.

o <aspect name="gd:googleEditable" />

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

o <enabled>true</enabled>

Google Docs PropertiesHere, the primary items of concern are setting “enabled” to “true” and filling in your account information.



