Google Suite Tabs Help Guide

Modified on Thu, 22 Aug at 5:36 PM

CONTENTS

Enable Google Suite Tabs
Create Google Suite Tabs
Edit Google Suite Tab
Reorder Tabs
Colour Code your Tabs
Delete a Google Suite Tab
Troubleshooting

Lumi has recently created a new feature that allows existing Google Suite documents that may be spread across multiple Google Workspaces and Drives to be organised under a Card in Lumi. You can create tabs for Google Docs, Google Sheets, and Google Slides. The document can be viewed and edited directly on the tab. Changes made on the tab will be synced immediately with the source document on Google Drive.

For simplicity, this Guide often uses the term "document" when referring to Google Docs, Google Sheets and Google Slides.

Enable Google Suite Tabs

Google Suite tabs is a feature that must first be enabled for your Organisation. Please contact support@lumi.media to have this feature switched on.

Create Google Suite Tabs

Once Google Suite tabs are enabled for your Organisation, the option to link Google documents will be available when you click the "Add Content" (+) button on your Cards.

So that your team can view the Google document on the Card, you must first share the document on Google Drive.

Note, you can create a Google tab with a document that is not shared, but only you will be able to view it on the Card.

1. Open the Google Drive where the document is stored.

2. Click the three dots next to the document you want to share.

3. Click "Share"

4. Click "Share" again.

The following dialog will open. You can see if the document is already shared or if it is "Restricted".

5. If the document is "Restricted", click the dropdown menu (downward arrow) next to "Restricted", and select "Anyone with the link".

6. Click "Done".

The dialog will close and you will see a "people" icon to show that the file is accessible to anyone with the link.

Step 2 - Copy the Shared Link

1. In Google Drive, click the three dots next to the shared document that you want to link in Lumi.

2. Click Share.

3. Click "Copy Link".

You will see the "Link Copied" toast.

You can now paste the copied link into Lumi.

Step 3 - Link the Google Doc to a Card

1. In Lumi, open the Card you want to link your Google Doc to.

2. Click the "Add Content" (+) button to create a new tab.

The dialog will open with "Lumi Note" as the default option. This is a standard Lumi tab that lives on the Card (ie it doesn't create a document in the Media section).

3. Select "Google Suite".

4. Enter a Name for your tab. This might be the same as the document name, or different. It won't change the document name on Google Drive.

5. Paste the document link.

6. Click "Add".

A new tab will be created displaying the contents of the Google Doc, Google Sheet or Google Slide.

Edit Google Suite Tab

You can edit the Google Doc, Sheets or Slides directly on the tab and it will update to Google Drive instantly. No additional file is created within Lumi so it exists only on the tab and on Google Drive.

When you edit the tab you will see the message "Saved to Drive" appear briefly at the top of the tab.

Coming Soon

An option to "Edit document in Google Drive" is coming soon. For now, if you want to edit it in Google Drive you will need to find the file link and open it in a new tab.

Any updates made to the document on Google Drive will automatically update the tab.

Reorder Tabs

You can rearrange the order of the tabs by clicking the three dots (action menu) on the currently selected tab, and selecting "Manage Tabs".

Drag your tabs into the desired order by themove icon.

Click "Save & Close".

Colour Code your Tabs

So you've decided to add a pop of colour to your Card and want to make your tabs bright and beautiful!

Open your Card and select the tab that you want to colour. The three dots (action menu) will display on the selected tab.

Click the three dots and select "Colour".

Select the desired colour.

Voila! Pretty tabs!

Delete a Google Suite Tab

Deleting a Google Suite Tab will not delete the document on Google Drive.

1. Select the tab you want to delete.

2. Click the three dots to open the action menu, and select "Delete".

3. Click "Delete" again.

4. Then click "Confirm".

The tab will be deleted but the file will remain on Google Drive. If you also want to delete the file, you will need to do this on Google Drive.

Troubleshooting

Here are some messages you might see when using Google Suite tabs.

'Sorry, unable to open the file at this time' message

If you see the following message when you first create a Google tab it means the URL you've pasted or entered has the wrong configuration.

It's recommended that you always copy and paste the link rather than type the link.

To Resolve: You cannot edit the configuration of a Google Drive tab, so you will need to delete the tab and create it again.

1. Delete the tab.

2. Go back to the document on Google Drive and re-copy the link.

3. Create the tab again, being careful to not edit the URL in anyway.

'Sign into your Google Account' message

This is the message you will see on Chrome if you don't have access to the Google document on a tab (ie the file has "Restricted" access and you are not the owner of the document).

To Resolve: If you should have access to the tab, contact the document owner and ask them to share the document on Google Drive. See "Step 1 - Share the Google Doc" above.

'Allow Google Docs access to your necessary cookies' message

This is the message you will see on Safari if you don't have access to a the Google document on a tab (ie the file has "Restricted" access and you are not the owner of the document).

To Resolve: If you should have access to the tab, contact the document owner and ask them to share the document on Google Drive. See "Step 1 - Share the Google Doc" above.

'File is in trash' message

If you see the following message on a Google tab it means that the file has been deleted from Google Drive.

To Resolve: To reinstate the document, click "Take out of the trash". The document will be reinstated to Google Drive with the same permissions as before and the tab will display as expected.

If you no longer want the tab or the file, you can delete the tab. See "Delete a Google Suite Tab" above.

For more information about Cards and Tabs, see the Cards Help Guide.