This article shows you how to add a preview of a Google doc, sheet or slides to a task. 

What are you trying to do? 

The first thing you need to do is to decide which of the following you are trying to do:

Option A. "While authoring a checklist or template. I want to embed A PREVIEW of a spreadsheet, doc or slides in the Task Instructions."    OR

Option B. "While authoring a checklist or template. I want to add a link to a spreadsheet, doc or slides in the Task Instructions."    OR

Option C. "Assignees of this task should be able to upload a Google doc, sheet or presentation. 

If you are trying to do something that is not listed above, then click on the Chat circle in the bottom right corner and ask us directly. 

Option A. Embed a Preview of a Google spreadsheet, doc or slides

This section shows you how to embed a read-only preview of a Google spreadsheet, doc or slides in the instructions for a task, like this:

Important Notes

  • You must be the author of the template or checklist.
  • All users who need to see these previews MUST have Google Drive access to the spreadsheet, doc or slides.
  • Task instructions are read-only for task assignees. The sheets, documents and slides embedded in task instructions are read-only previews. The assignees cannot edit them inline. However, they may click the appropriate link to open them in new tabs.

How to do it

  1. Edit the checklist or template in the Authoring Tool.
  2. Select the task.
  3. In the details panel, click Instructions and Details.
  4. Go to https://drive.google.com/drive/u/0/my-drive , like this
    (Go to Google Drive; do NOT go to google docs):

  5. Find the document, sheet or slides that you want to embed in task instructions.
  6. Get a Shareable Link for that document, like this:
      

  7. Make sure that the necessary people can use the link.
  8. In TeamworkIQ, in the Task Instructions Editor, click Insert Video. The Video
      Preview provides previews of many file types hosted on Google Drive (not just
      videos).  
  9. Publish your checklist or template changes.

Option B. Insert a Link to a Google spreadsheet, doc or slides

Important Notes

  • You must be the author of the template or checklist.
  • All users who need to see these previews MUST have access to the spreadsheet, doc or slides.

How to do it

  1. Copy a link to your document, sheet or slides.
  2. Edit the checklist or template in the Authoring Tool.
  3. Select the task.
  4. In the details panel, click Instructions and Details.
  5. Click Insert Link.
  6. Paste the link into the URL field.
  7. Type some text into the Text field.
  8. Save and publish your cheklist.

Option C. Allow task  to upload a Google doc, sheet or slides

Important Notes

  • You must be the author of the template or checklist. You will add a form field that lets task assignees upload and download spreadsheets, docs or slides. 
  • This is the ONLY way to allow a task assignee to upload a file.
  • After the file-upload task has been completed, the file will be visible to the other roles in the checklist. They will be able to download it by viewing the form information in the Task Details.

How to do it

  1. In the Author Tool, select the task.
  2. In the Form panel, click ADD.
  3. To add an Attachment Files field, click on the "paper clip" icon in the Form Editor toolbar. 
  4. Click on the field to change its label, name and other settings.
  5. Save your checklist or template.

When a task assignee wants to submit their Google doc, sheet or slides, the assignee must export them (e.g. as a PDF or an XLSX file) and upload the file. When the assignee completes the task, the other participants in the checklist can see and download the uploaded file. For example, the other participants might be reviewing the file or using it in a management meeting.
 

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