Editing File Contents

enaio® coLab • 11.0 »

File contents in enaio® coLab can be edited. The rights of the project members determine who is allowed to edit which file content and how. If the coLab system has been configured accordingly, you can also use the optional enaio® office-365-dashlet to edit Microsoft Office documents.

Editing Files in enaio® coLab

Standard project members, project room owners, and project members with a corresponding user-based role can edit file contents in enaio® coLab.

In order to edit the file contents, you have to download the files to your local file system. After editing, you can add the changed files to enaio® coLab as new files or replace the old files.

You can find information in Downloading Files and Folders on how to download files in enaio® coLab.
You can find information in Adding Folders and Files on how to add files in enaio® coLab.
You can find information in Replacing Files on how to replace files in enaio® coLab.

Reference documents added from enaio® to a coLab project room using an enaio® client cannot be replaced.

Editing Files in an enaio® Client

Project members who are also enaio® users also have the option of editing the files in enaio® coLab using an enaio® client. To do so, you can use the functionality that enaio® offers for editing files (such as variant administration and enaio® Office Add-In NG). The files edited in enaio® are automatically synchronized with the files in the coLab project room after editing.

There are some special features for enaio® users when editing file contents in a coLab project room due to the extensive functionality of the enaio® object types:

A reference document is a document in enaio® with multiple locations and several index data forms.

Using reference documents in a coLab project room is helpful if the document is to be protected against overwriting and unintentional deletion in enaio® coLab.

Delete: If a reference document is deleted in enaio® coLab, only the reference document with its index data is deleted in enaio®. The original document is not deleted.

Reference documents in a coLab project room can be recognized by the fact that you are not able to use the Replace file icon 'Replace file' feature in the coLab directory structure.

A document with multiple locations in enaio® has multiple locations, but only one index data form.

Replace: If a document with multiple locations in enaio® coLab is replaced, this also applies to all locations of this document in enaio®.

Delete: If a document with multiple locations in enaio® coLab is deleted, only the location in enaio® is deleted. The original document is not deleted.

A document with variants is a document in enaio® that manages older versions of the document in a variant administration system. However, only the active variant is shown.

Using documents with variants in a coLab project room is helpful if the development history of a file is supposed to be documented in enaio®, for example. You can also prepare new document versions that are supposed to only be shown in enaio® coLab at a certain point in time in the variant administration in enaio®.

If you have edited files in enaio®, you may have to update the contents of your browser tab in enaio® coLab so that you can see the edited files. Click the Refresh icon Refresh icon in your browser to refresh.

Editing Files Using enaio® office-365-dashlet

Project members who are also enaio® users also have the option of editing the Microsoft Office documents in enaio® coLab using the optional enaio® office-365-dashlet under the following conditions.

  • The administrator has configured the coLab system accordingly for the use of enaio® office-365-dashlet.

  • coLab users must also be enaio® users in order to use enaio® office-365-dashlet or to be able to edit Microsoft Office 365 documents together with the dashlet.

  • Users of enaio® office-365-dashlet require a Microsoft Office 365 account including their account login details.

enaio® office-365-dashlet is automatically launched in the preview area in the file view if you have selected a document whose contents can be displayed by the dashlet.

How to edit Microsoft Office 365 documents in enaio® coLab using enaio® office-365-dashlet is described in detail in Collaborating on Editing Documents with enaio® office-365-dashlet.

There are some special features for enaio® users when editing file contents in a coLab project room due to the extensive functionality of the enaio® object types:

A reference document is a document in enaio® with multiple locations and several index data forms.

Because of their unique object properties, reference documents – even Microsoft Office documents – cannot be edited in enaio® coLab using the enaio® office-365-dashlet.

Reference documents in a coLab project room can be recognized by the fact that you are not able to use the Replace file icon 'Replace file' feature in the coLab directory structure.

If the features described above are not available to you, then it may be because you have been assigned a user-defined role that does not contain the corresponding rights. Contact a coLab administrator or the project room owner if you have any questions or if you need these rights.