Editing Document Content
The options and work items involved in editing document content in enaio® vary based on the object type (W-Document or image document) and based on which enaio® webclient (browser, desktop, or mobile client) is used.
Documents without pages can be added to document content depending on the configuration of the object type and your rights. You can identify documents without pages in object lists (e.g., in hit lists or at a filing location) by the Document without pages icon shown in the Archiving status column.
The content of e-mails and archived documents cannot be edited.
While you are editing the document file of a document, the document is checked out (except when editing is done in offline mode). Checked-out documents are indicated with a status icon in hit lists, at the filing location, or in inboxes, etc. Other users have read-only access to the document file.

You can download the document files of W-Documents, edit them in an external program, and upload them again.

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Select a document whose content you want to edit (e.g., in a hit list, in the inbox, or in the filing location) and right-click to open the context menu.
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Select
Edit content in the context menu.
The Edit content dialog of the document opens with a thumbnail preview.
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Click the Download files button.
Alternatively, you can delete the existing file and replace it with another one or add more documents. With certain object types, you can create and add new documents using templates.
Depending on the browser configuration, a dialog will appear for filing in the local file system or for editing using locally installed applications.
The downloaded document is checked out in enaio® and locked for editing by other users. It is shown with a corresponding status icon in the hit list, in the inbox, or at a filing location.
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Open, edit, and save the document with the appropriate application on your local computer.
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After saving the document, return to enaio® webclient and check in the document by selecting the
Check in command in the context menu.
If you do not want to apply the changes made to the checked-out document, you can check in the document again in its initial state by pressing the
Discard changes function in the context menu.
The Check in content dialog is displayed.
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In the dialog, click in the area with the
Plus icon and select a file from the local file system on the selection dialog.
Alternatively, you can drag and drop a file onto the Add content area with the
Plus icon.
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Click the
Save icon.
The edited document file is uploaded to the enaio® system, the document is checked in, and the document lock for other users is removed.

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Select a document whose content you want to edit (e.g., in a hit list, in the inbox, or in the filing location) and right-click to open the context menu.
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Select
Edit content in the context menu.
Depending on the configuration of your local computer, the application assigned to the relevant file type will open with the selected document.
The downloaded document is checked out in enaio® and locked for editing by other users. It is shown with a corresponding status icon in the hit list, in the inbox, or at a filing location.
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Edit and save the document with the appropriate application on your local computer.
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After saving the document, return to enaio® webclient and check in the document by selecting the
Check in command in the context menu.
If you do not want to apply the changes made to the edited document, you can check in the document again in its initial state by pressing the
Discard changes function in the context menu.
The edited document file is uploaded to the enaio® system, the document is checked in, and the document lock for other users is removed.

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Select a document whose content you want to edit (e.g., in a hit list, in the inbox, or in the filing location) and press and hold to open the context menu.
The context menu can also be opened on smartphones by clicking the
More actions icon found on each line.
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Select
Edit content in the context menu.
A dialog for filing in the local file system or for editing with locally installed apps will be displayed.
The downloaded document is checked out in enaio® and locked for editing by other users. It is shown with a corresponding status icon in the hit list, in the inbox, or at a filing location.
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Open, edit, and save the document with the appropriate app on your local computer.
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After saving the document, return to enaio® mobile and check in the document by selecting the
Check in command in the context menu.
If you don’t want to apply the changes made to the checked-out document, you can check in the document again in its initial state by pressing the
Discard changes function in the context menu.
The Check in content dialog is displayed.
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Click in the area with the
Plus icon in the dialog and select a file from the local file system on the selection dialog.
In the case of object types that allow images, you can access the camera or local file system by tapping on the
Camera or
Folder icon in the Add content area.
Alternatively, you can share a file with another app on your device in enaio® mobile. The file is then automatically loaded in the Add content area in enaio® mobile.
The following applies if you are using enaio® mobile on a smartphone:
On smartphones, open the Add content area by tapping the
Plus icon in the title bar of the Creation dialog.
The document is uploaded and displayed as a thumbnail preview in the Add content area.
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Tap on the
Save icon.
The edited document file is uploaded to the enaio® system, the document is checked in, and the document lock for other users is removed.

enaio® webclient as desktop application, Microsoft Office (Word, Excel, or PowerPoint) and enaio® Office Add-In NG must be installed.
The enaio® Office Add-In NG only works together with the enaio® webclient as desktop application or with enaio® client . If both enaio® webclient as desktop application and enaio® client are installed, the enaio® Office Add-In NG will only work with enaio® client.
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Select a document whose content you want to edit in enaio® webclient as desktop application (e.g., in a hit list, in the inbox, or at a filing location) and right-click to open the context menu.
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Select
Edit content in the context menu.
Depending on the type of document selected (Word, Excel, PowerPoint), the corresponding Microsoft Office application will open with the selected document.
The downloaded document is checked out in enaio® and locked for editing by other users. It is shown with a corresponding status icon in the hit list, in the inbox, or at a filing location.
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Edit a document using the appropriate Microsoft Office application (Word, Excel, PowerPoint) on your local computer.
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After editing the document, the enaio® Office Add-In NG offers the following options:
Save and check in
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In the Office application, go to the Start ribbon tab in the enaio® group and click Save and check in.
The Save and check in drop-down menu will open.
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Select one of the options:
Save and check in
The changes made to the edited document are saved, and the existing document in enaio® is overwritten.
The document is checked back in. The document lock for other users is removed.
Add as a new variant or as a new PDF variant
The As new variant and As new PDF variant options add the edited document as a new variant to the existing document in enaio®.
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Select one of the two options As new variant or As new PDF variant from the drop-down menu.
The enaio® Office Add-In NG menu opens with the Yes, No, and Cancel buttons that you can use to define the active variant.
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Select whether the edited document should be added as an active variant or as an inactive variant.
If you select Yes, the edited document is added to the existing document as an active variant in the variant administration of enaio®. As an active variant, it is displayed in object lists and can be searched for in search queries.
If you select No, the edited document is added to the existing document as an inactive variant in the variant administration of enaio®. However, as an inactive variant, it is not displayed in object lists and cannot be searched for in search queries.
A new tab with the Variant administration of the edited document opens in desktop application of enaio® webclient.
The Select version for the variant menu opens.
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In the Select version for the variant menu, select the variant on which you want the new variant to be based and right-click to open the context menu. Depending on the existing variant, the following options will be available in the context menu:
Icon Function Description New main variant Adds the edited document as a new main variant, parallel variant, or sub-variant. Only main variants can be derived from the original document, main variants and parallel variants can be derived from main variants, and main variants, parallel variants, and sub-variants can be derived from parallel variants and sub-variants.
New parallel variant New sub-variant -
Select the required variant type (main variant, parallel variant, or sub-variant) from the context menu.
The Select main type menu opens.
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Select the required main type.
The Create variant dialog opens with an index data form and an Add content area containing the edited document is shown as a thumbnail preview in the workspace.
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Complete the fields in the index data form.
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Click the
Save icon.
The index data form containing the Add content area closes.
The Variant administration menu opens.
The edited document is added as a new variant in Variant administration.
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Click the
Close icon.
Variant administration closes, the document is checked in again, and the document lock for other users is removed.
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File as new document (save and file at another filing location)
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In the Office application, go to the Start ribbon tab in the enaio® group and click File as new document.
The File types menu with the options to save the modified document in the original file format or as a PDF will open at the new filing location.
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Choose one of the two options.
The New element in external tray menu will open offering a number of filing location options.
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You specify the new filing location in the New element in external tray menu. The following options are available:
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Use an already open location
If you select this option, a list of the locations or tabs currently open in the web client is displayed. Apply the desired filing location by clicking on the entry in the list.
If you untick the checkbox and select a filing location from the list, a new tab will open in the web client.
The folder view of the selected location is opened.
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Later
Click the Later button if you want to select the new filing location at a later time.
The document is saved and transferred to the external tray in the desktop application of enaio® webclient.
You can find information on how to file a document in the external tray in Filing Documents from the External Tray.
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After you have specified the new filing location, you will have to assign a name shown for the document to be filed, select the object type and the main type from a list of proposals, and enter the index data in the form in several steps using the menu.
The edited document is stored at the new filing location.
Discard changes
If you do not want to apply the changes to the edited document, you can simply close it in the Office application. Alternatively, you can also save the document locally.
Then check the document in again in enaio® using the
Discard changes function in the context menu. The document lock for other users is removed again as a result.
If you cancel the Save and check in or Reset operation, the edited document is transferred to the external tray in webclient.
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Image documents can consist of several document files. You can add and delete document files. The individual document files cannot, however, be edited like in an image editing program.
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Select an image document whose content you want to edit (e.g., in a hit list, in the inbox, or at a filing location).
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Right-click (enaio® webclient and enaio® webclient as desktop application) or press and hold (enaio® mobile) to open the context menu.
The context menu can also be opened on smartphones by clicking the
More actions icon found on each line.
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Select
Edit content in the context menu.
The Edit content dialog of the document opens with a thumbnail preview.
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In the dialog, click or tap in the area with the
Plus icon and select a file from the local file system in the selection dialog. Alternatively, you can drag and drop a file onto the area using the
Plus icon.
The following applies if you are using enaio® mobile:
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On smartphones, open the Add content area by tapping the
Plus icon in the title bar of the Creation dialog.
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Drag and drop is not supported in enaio® mobile.
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In the case of object types that allow images, you can access the camera or local file system by:
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tapping on the
Camera or
Folder icon in the Add content area if the device you are using runs on the Android operating system.
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tapping on the Add content area if you are using an iOS device.
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Alternatively, you can share a file with another app on your device in enaio® mobile. The file is then automatically loaded in the Add content area in enaio® mobile.
The document is uploaded and displayed as a thumbnail preview in the Add content area.
Depending on the configuration of the object type, you can assign one or multiple files. All assigned document files are shown in the dialog with a small thumbnail preview. You can delete newly assigned as well as existing document files using the delete button in the relevant thumbnail preview.
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- Click or tap on Save.
The document is checked in, and the document lock for other users is removed.

Documents can be linked with external applications in enaio® webclient as desktop application (see External links). This allows you to open and edit documents directly from object lists (e.g., in a hit list or in a folder) in an external application.
The function is made available by the administrator of your enaio® system and can vary from system to system as a result (also see Links to External URLs / Applications ). The links are made available to you in the context menu of a selected object.
Depending on the configuration, the links can be made available in only one, multiple, or all object types. The links can likewise be opened if you select multiple objects in an object list – provided that all selected objects support the corresponding link. If one of the selected objects does not support the corresponding configuration, the link is not displayed in the context menu.
The use of the links can also be restricted to users or user groups.
Document files that are transferred to external applications via links are not checked out and thus remain editable for other users (see Checking a Document In and Out). After being edited in the external application, the document files must be uploaded again to the enaio® filing system as new variants (see Managing Variants).

Only enaio® webclient as desktop application and enaio® mobile support working in offline mode; enaio® webclient does not.
Documents are edited in offline mode in three steps.
The first step is to transfer the documents to the local device (see Synchronizing Objects and Making Them Available Offline).
In the second step, export and edit the documents on the local device in offline mode.

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Select a document whose content you want to edit in the favorites area of the main menu.
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Right-click (enaio® webclient and enaio® webclient as desktop application) or press and hold (enaio® mobile) to open the context menu.
The context menu can also be opened on smartphones by clicking the
More actions icon found on each line.
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Click or tap on the
Export icon in the context menu and select
Content in the submenu.
A dialog for filing documents in the local file system will appear.
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Save the document in the local file system.
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Open, edit, and save the document with the appropriate application on your local computer or device.
In the third step, add the edited documents as a new variant to the enaio® filing system.

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When your local computer or device reconnects to the enaio® server, start the desktop application of enaio® webclient or enaio® mobile.
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Select the document whose content has been edited (e.g., in a hit list, in the inbox, or at a filing location).
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Right-click (enaio® webclient and enaio® webclient as desktop application) or press and hold (enaio® mobile) to open the context menu.
The context menu can also be opened on smartphones by clicking the
More actions icon found on each line.
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Click or tap on
Variant administration in the context menu of the document.
This feature is only available if the document is not checked out.
The variant administration now opens.
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In variant administration, use the variant creation functions in the context menu to create a new main variant, parallel variant, or sub-variant (see Managing Variants).
The Create variant dialog will open with an index data form, and an Add content area containing a copy of the selected document is shown as a thumbnail preview in the workspace.
The following applies if you are using enaio® mobile on a smartphone:
On smartphones, open the Add content area by tapping the
Plus icon in the title bar of the Creation dialog.
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Delete the existing document in the Add content area by clicking or tapping on the
icon in the thumbnail preview.
The copy with the thumbnail preview will be deleted.
In the Add content area, a
Plus icon appears with the message Click here or drag files here for upload.
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There are several ways you can now add edited documents as a variant:
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from the local file system
In the dialog, click or tap in the area with the
Plus icon and select a file from the local file system in the selection dialog. Alternatively, you can drag and drop a file onto the area using the
Plus icon.
The following applies if you are using enaio® mobile:
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On smartphones, open the Add content area by tapping the
Plus icon in the title bar of the Creation dialog.
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Drag and drop is not supported in enaio® mobile.
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In the case of object types that allow images, you can access the camera or local file system by:
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tapping on the
Camera or
Folder icon in the Add content area if the device you are using runs on the Android operating system.
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tapping on the Add content area if you are using an iOS device.
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Alternatively, you can share a file with another app on your device in enaio® mobile. The file is then automatically loaded in the Add content area in enaio® mobile.
The document is uploaded and displayed as a thumbnail preview in the Add content area.
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from the external tray
If you transferred the edited document to the external tray for later filing in the enaio® filing system (see Transferring Documents to the External Tray), the From external tray tab will be displayed in the Add content area. Click or tap on the listed document in the From external tray tab to add it to the new variant.
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Complete the fields in the index data form.
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Click or tap on the
Save icon.
The index data form containing the Add content area closes.
The new variant is added in Variant administration.
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In variant administration, select the new variant and click or tap on the
Set as active command in the context menu.
The selected variant is shown in variant administration with a
Check mark icon.
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Click or tap on the
Close icon.
Variant administration closes, and the edited document is transferred to the enaio® filing system.
Alternatively, users of the desktop application of enaio® webclient can also transfer edited documents to the external tray where they can then be saved as a variant of a document. You can find information on how to file a document from the external tray as a variant in Filing Documents from the External Tray.
If you have edited the content of an object, the edits you have made will be automatically stored in the object history.
W-Documents and image documents are retained in their current form, even if all document files are deleted. They do not become documents without pages.