Powertools is the only document management solution that is fully integrated with Google Drive. After the application has been installed, Google Drive's interface will evolve slightly and look similar to this:



As you can see, the interface remains extremely familiar to the usual Google Drive, with just a few additional options added.



1 - Documents badges    


The documents badges are the four icons visible next to each of the files in a workspace. They serve two distinct purposes:

  • Bring immediate visual information on the document's state and classification.
  • Offer shortcuts to the appropriate functionalities.



Attachments
This badge indicates whether the document has other files attached to it.
  • No attachments:
  • At least one attachment:
Hovering the icon will show the number of attachments of the file.A click on the icon will open the document properties pop-up on the attachments tab.


Tags & File Type
This badge indicates whether the document has been tagged or if it has been assigned a File Type.
  • No tags or File Type:
  • At least one tag or a File Type:
Hovering the icon will show the tags and the File Type attached to the file. A click on the icon will open the document properties pop-up on the properties tab.


Workflow
This badge indicates the workflow status. This status is set within the workflows themselves.
  • No workflow history:
  • Document validated:
  • Document pending validation:
  • Document rejected:
Hovering the icon will the workflow status. A click on the icon will open the document properties pop-up on the Workflows tab.


Versions
This badge indicates whether the document has saved versions on top of the current one.
  • No versions:
  • At least one version:
Hovering the icon will show the number of saved versions of the document. A click on the icon will open the document properties pop-up on the versions tab.



2 - Powertools floating action button  


This button offers shortcuts to some actions on the documents. It has two possible states:



No actions available
The default state of the button. Remains as-is if there is no action on the selection.



Actions available
The state of the button after a document has been selected. Offers the following options:
  • Versions: view versions or create a new version.
  • Manage Properties: open the file properties popup.
  • Archive: archives the file.
  • Lock / Unlock Document
File not configured
Appears when a document that was just added to the workspace and that has not yet been configured by Powertools is selected.
A click on the button will force the configuration of the file and enable all of the Powertools features on it.



3 - Advanced search    


When enabled, the button "Search ++"  activates the Powertools advanced search

The Google search is thus replaced with the Powertools advanced search bar.




4 - Powertools header buttons    


Those are the four new buttons on the top right of the Google Drive interface.  



This button opens the workflow dashboard.
The red dot is not always visible. Its presence means that there is a workflow task pending on the user.

Opens the account settings which allow the user to change the application language.

The Powertools parameters buttons. Gives access to the following options:
  • Manage File Types 
    Visible to the administrator and workspace managers only. This allows you to create, edit and delete File Types.

  • Manage workspaces users 
    Visible to the administrator and workspace managers only. This is a shortcut to the Back Office users management page.

  • Reporting
    Visible to the administrator and workspace managers only. This is a shortcut to the Back Office dashboard.

  • Logout
    Logs you out of Powertools for Google Drive.

A shortcut to Powertools' knowledge base.