Help:How to manage Google documents

From Federation of Earth Science Information Partners

Concept

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Image 1. The Google documents block.
Click on the image to enlarge

We use wiki pages as containers for the description, embedding and categorization of Google documents <ref>Google Docs is a free Web-based application in which documents and spreadsheets can be created, edited and stored online.</ref>.

In order for this feature to be activated, click the Google documents checkbox in the Settings of the main Portal form.

Create or edit a Google document description page

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Image 2. The Google document embedded and annotated on the wiki page.
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Just enter the title of the document into the input box and click the Create or edit description button. The wiki will try to suggest one of the existing description titles as you type.

Filling in the form

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Image 3. Google document description form.
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ID
Enter the ID of the Google document to be embedded into the wiki page. The ID is normally the part between the /d/ and /edit portions of the document URL. In the following example:
https://docs.google.com/document/d/1QRBRUcU1iUeAYJxT_RGWLwW8Ds-tYR1rkyq-G04Rt9E/edit

1QRBRUcU1iUeAYJxT_RGWLwW8Ds-tYR1rkyq-G04Rt9E is the ID that we need.

Purpose
Describe your document here.
Topic and Tags
Categorize your document.
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Image 4. This Google document is not readable by the current wiki user.
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Owner
The user who owns the Google document. Normally, the owner is able to manage the document access rights, etc.
Contributors
List people who contributed to the Google document. Usually this is those having edit or comment rights.

Important note

The document visibility depends on Google's user permissions for viewing this Google document (see Image 4). It has nothing to do with the wiki's user permissions/roles.

Note that the document description will be visible to all wiki users.

Status
Select either Draft or Approved to reflect the current status of the document.

Listing

Upon saving the document description, it will appear in the Google documents block right below the Create or edit description button (see Image 1).

References