Using Google Docs to edit electronic files
Prerequisites
- Access to the Configuration > General parameters (DC035) menu.
- Access to the File > Document (DC003) menu.
- User registered in Google Drive with a Google account logged into the browser.
- SoftExpert user with a Google e-mail registered in the account.
- SoftExpert Document user with "View", "Edit", and "Save locally" controls allowed in the security list of the document.
- “Allow original file download in the view mode” parameter checked in Configuration > General parameters (DC035) > General.
- Document in the Revision or Indexing step.
Introduction
SoftExpert Document allows using Google Docs to edit and view electronic files during document revision or indexing steps. This feature enables users to work directly in the Google editor, through the browser, without the need for local applications.
During the process, the file is opened in the Google Docs editor and, at the end of the editing or revision, is stored again in SoftExpert Document, maintaining traceability and version control.
For this feature to be available, it is necessary to integrate the Google Drive API with SoftExpert Document. This integration is responsible for enabling the editing of electronic files via Google Docs.
See below how to perform the necessary configurations and use this feature in the system.
Configuring the Google Drive API
1. Access Google Developer Console and log in with your Google e-mail.
2. Click on Select a project and, on the screen that will be opened, select the New project option.
3. On the screen that will be displayed, fill out the Project name field. If necessary, it is possible to edit the project code.
4. Click on Create. Then, return to the Select a project option and, on the screen that will be opened, locate and open the created project.
5. On the menu located in the upper left corner, select the IAM and Administrator > Service accounts option.
6. Then, click on Create service account. There are a few steps to configure in order to create the service account:
Step |
What to do |
| Service account details |
|
| Grant the service account access to the project (optional) | In the Select role field, choose the Project > Editor option and click on Continue. |
| Grant the user access to this service account (optional) | Simply click on Finish. |
7. Upon returning to the Service accounts menu after the creation, click on Manage keys in the Actions column.
8. On the screen that will be displayed, click on Add key > Create new key.
9. Select the P12 option and click on Create.
10. A .p12 file will be downloaded. Store the .p12 file, as it will be used later.
11. Back to the Service accounts menu, select the Manage details option in the Actions column.
12. Copy the value shown in the unique ID field. Save it in a safe location, as it will be used later.
13. In the upper left corner menu, select the APIs and services > APIs and activated services option.
14. Locate and click on the Google Drive API option.
15. On the screen that will open, click on Activate.
For further details about this procedure, contact SoftExpert's training team.
Setting up the integration in the Document component
1. Access the Configuration > General parameters (DC035) menu and go to the Google Drive section.
2. Check the Enable editing with Google Drive option.
3. In the Service account ID field, enter the value copied in step 12 of the Google Drive API configuration.
4. In the Service account owner email field, enter the e-mail for the account where the SoftExpert Suite files will be stored.
5. In the .p12 file field, click on the 
button and browse your directory to find the p.12 file downloaded in step 10 of the Google Drive API configuration.
6. Check the Convert file to PDF using Google Drive option if desired. Once this option is checked, the system will use Google Drive to convert the electronic files of documents to PDF, as long as publishing in PDF is configured in their category.
7. Enable the Use domain delegation option if the Google service account was created after 04/14/2025. This ensures compatibility with the new Google account policies.
8. Click on the 
button and save the changes.
- The API is compatible with .docx, .odt, .xlsx, .xlsm, .ods, .pptx, .odp, .rtf, and .txt files.
- If .doc, .xls or .ppt files are edited, they will be converted to .docx, .xlsx and .pptx, respectively.
- By using this API, resources such as docvariables and watermarks will not be applied. In the case of .xlsx documents, the printing area resource will also not be available.
- When the (administrator) accounts are switched, the files will remain linked to the old account. To avoid losing information, make sure the documents are released before changing the account.
Using Google Docs to edit and view electronic files
1. Access the Document (DC010) menu.
2. Locate the document and right-click on it.
3. Select the Open electronic file option.
4. If there is more than one electronic file associated with the document, select the one you want to view in the list that will be displayed.
- If the Double click electronic file to view it option is checked in the General tab of the general parameters, the files can also be viewed by double clicking on the document to which they belong. This option will not be available if the document status is "Issue".
- It is possible to view the electronic file quickly by clicking on the icon displayed in the EF column.
- In addition to the Document (DC010) menu, it is possible to view or edit electronic files under revision and indexing through Google Docs in the menus below. In other menus, the file will be opened by the viewer configured in the Application tab of the general parameters.
- Task center > Execution > Document revision.
- Task center > Tracking > Revision tracking.
Conclusion
Thus, Google Drive has been integrated, and the electronic file was viewed and edited with Google Docs.