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  1. PUBLIC - Liferay Portal Community Edition
  2. LPS-82618

Online document editing using Office 365

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      Description

      Context

      Nowadays, when we want to create a new document, we can think of three basic document formats: text document, spreadsheet and presentation. Each of them targets specific use cases:

      • Text document: write reports, create joint project proposals, keep track of meeting notes... etc.
      • Spreadsheet: Handle task lists, create project plans, analyze data with charts and filters... etc.
      • Presentation: Create pitch decks, project presentations, training modules... etc.

      Some years ago, you needed a desktop application to work on these document formats. You could use Microsoft Office or Apple iWork for example.

      Google, however, approached the problem in a different way. With Google Docs, you can now create and edit these document formats right in your web browser, with no special software is required. In addition, this enabled a new use case: collaborative editing. Multiple people can work at the same time, you can see people's changes and every change is saved automatically.

      Office has followed the same path with the evolution of their Office365 apps.

      And now Google and Office dominate the market. 

      Currently, if we want to edit a document with D&M, we need to follow the following steps:

      1. Document lock or checkout (this is optional)
      2. Download the document
      3. Edit the document offline
      4. Upload the document back to the D&M
      5. Document unlock or checkin

      Goal

      The goal of this user story is to enable our customers to create documents from Documents and Media by seamlessly integrating Office365 editor for above mentioned document formats.

      Details

      We are going to focus on three document formats and apps:

      • Text document - Word
      • Spreadsheet - Excel
      • Presentation - Powerpoint

      We will use our own document generic extension. For text document we will use ".text", for spreadsheet we will use ".sheet" and for presentations we will use ".slides". Using generic extensions will allow us to use Office or other tools to open these documents (e.g, we could use Google Docs for opening doc files).

      What are the document extensions that we will be able to open with O365 apps?

      • Word: .doc, .docx, .odt, .docm .dot, .dotx, .dotm, .html, plain text (.txt), .rtf.
      • Excel: .xls, .xlsx, .xlsm, .xlt, .xltx, .xltm.
      • Powerpoint: .ppt, .pptx, .odp, .pps, .ppsx, .ppsm, .pot, .potx, .potm.

      Acceptance criteria

      • When a user wants to create a new text document, DM will suggest the possibility of using online Word to do it.
      • When a user wants to create a new spreadsheet, DM will suggest the possibility of using online Excel to do it.
      • When a user wants to create a new slide deck, DM will suggest the possibility of using online PowerPoint to do it.
      • When a user selects one of the O365 apps to create a new document, DM will open a new window with the O365 editor.
      • While editing, the document should be locked.
      • When the user closes the editor, the document should be stored in our D&M and removed from O365. The document version should be incremented. 
      • While editing, the user won't be able to share the document from the O365 editor. 
      • This O365 integration must be enabled or disabled by a portal admin.
      • When a user selects a supported document, the user will be able to select the specific Office365 app to edit it.
      • When a user selects the Office365 app, DM will open the O365 app in a separate window.
      • When a user starts editing, the document in DM should be locked.
      • When a user stops editing, the user will return to Liferay and unlock the document, that at that time should be uploaded back to DM incrementing the document version and unlocked.
      • If the user cancels the checkout of the document, all the changes should be discarded.

      UX work needed

      • New document creation menu. It should support several editors (Google, Microsoft, other...)
      • Document name, when?
      • Analyze how this concept is integrated with our document types.
      • We need images for document format icons.
      • Work on user flows (lock, unlock, workflow,...).
      • Content update notification and refresh
      • Edit menu. It should support several editors (Google, Microsoft, other...)
      • We already have an edit menu, but for document types. We need to re-think this part.
      • Analyze how this concept is integrated with our document types.

      What could come next:

      • On-premise editing through Collabora

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