Google Docs Tool
From KPE Tools Help
Contents |
[edit] Introduction
The Google Docs tool allows the user to export documents towards Google Docs and manage the Google Docs. Google docs functionalities can be summarized as:
- Export a document
- Share a document with other Google accounts
- Search a text in all the documents present on the Google Docs
[edit] General considerations
Open the tool. You will be presented with a dialog box that contains several areas: one for identification and authentication (Google account), one for setting the properties for the export of the document ("documents"), and one for navigation (next, back, cancel).
Insert your credentials and choose the right extension of your Google account. Otherwise, for any of the operations described below, you will get an error message saying that your credentials are not correct.
The following figure shows the main screen of the tool:
[edit] Create a new folder
From the main tool screen (Figure 00), after inserting your credentials, choose the "create new folder" checkbox. This will allow you to insert a folder name. Insert the chosen name and hit "create folder" to create it. A confirmation alert appears, or error message. Now you can either go to the next step (hit "next", or choose to share the document with other users.
[edit] Choose an existing folder
Instead of creating a new folder to export to, you can choose an existing one (Figure 00). In the "documents" section, choose the "export to existing folder". This will open a dialog box with the list of folders available in the "documents" section of the given google account. The following figure presents this dialog bow:
Choose one and hit the "Select" button. This will set the export folder to the one chosen, and you will end-up on the
export document screen of the tool (Figure 03).
[edit] Share a document with other Google accounts
For both already created as well as new created folders, you can set the google accounts to share your document with. Figure 00 presents this. In the example, the document to be exported will be shared with one Google account. The list of users is pre-filled in with the login, first name and last name of all the users of the shared space. If you want to share the document with any of them, insert near each name the Google account of the respective person, if not pre-filled in. You are not obliged to share a document with other users. If nothing is inserted in the list, then the document will not be shared. Please make sure this list is complete. When done, hit "next".
If you do not want to share it with other users, please hit "next" directly.
[edit] Selecting a file and exporting it
On the main screen of the tool (Figure 00), after choosing the folder to export to and the users to share the document with, hitting "next" will bring you to tyeh second step: the export. The next figure presents it:
The dialog box presents a summary of the chosen settings and also a file selection button, as well as a text field that is initially empty. Click "select" and choose a file from your computer. When you have chosen your file, the text field will contain the full
name and extension of the file to be uploaded to GooglDocs.
The supported file types are the following: HTML, .txt, .doc .rtf, .odt, .xls, .csv, .ods, .tsv, .tsb, .ppt, and .pps.
Please notice that .PDF and .xls are not supported by the Google APIs so trying to upload a file of these extensions will produce an error. The tool also presents the name of the folder to export to. If you want to change it, refer to the above scetions.
When done selecting the file to export, hit "Export file now". This will export the file to Google Docs.
If the file has been shared with any other Goofle accounts, the list of them also appears on the interface and the file is shared automatically with them. Please verify this is done.
If the export of the file is done correctly, it will be open automatically in a new tab, at the location on the Google Docs where it has been exported.
[edit] Search for a text in Google Docs documents
From the KPE context menu, choose "search text in Google docs".
This will open the tool's GUI on a different wizard step, that allows the user to fill in a text to be serched in all the docs on Google Docs of an account. Insert the credentials of the google account, and fill in the text to be serched, in the "documents" area. Hit the "Search!" button. If any documents contain the text, their names and extensions are presented in the documents part also. In the following figure, the text "verify" has bene searched and foudn in one document of the Google Docs of the "kplab.tools@googlemail.com" account.
