Collaborating on Editing Documents with enaio® office-365-dashlet

enaio® coLab 11.10

Under the following conditions, you can edit Microsoft Office documents in enaio® coLab using the optional enaio® office-365-dashlet or collaborate on them with other users:

The administrator has configured the coLab system accordingly for the use of enaio® office-365-dashlet.
coLab users also need to 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.
coLab users require the editing right for files in Replace file. Project members with the member and owner member roles have this authorization.
enaio® office-365-dashlet users need to have an Microsoft Office 365 account, including with their login credentials.

The dashlet provides support for editing Microsoft Word, Excel, and PowerPoint files using Microsoft Office 365. Older Microsoft file formats (*.doc, *.xls, *.ppt, etc.) must be converted to the newer Microsoft file formats (*.docx, *.xlsx, *.pptx, etc.) before they can be edited. See the step-by-step guide on this page for a detailed description of this.

Documents that are edited in enaio® coLab using enaio® office-365-dashlet are checked out in enaio® at the same time. You need to set up the access restrictions in a different way than you normally would in enaio®:

If a user of enaio® coLab opens a document file for editing via enaio® office-365-dashlet, the document file is only checked out when the user makes the first set of changes to the document file. Only then is it possible for other users to open and edit the document file in a different application. In this case, the editor will receive a message in Microsoft Office 365 indicating that changes that were made to the document file in the cloud could not be saved in enaio®.
Documents checked out using Microsoft Office 365 are flagged in the enaio® clients with a status icon in hit lists, at the filing location, or in inboxes, etc.
Document files that have been checked out using Microsoft Office 365 can be shared with other users in the cloud for editing.

To edit documents using enaio® office-365-dashlet, follow these steps

In enaio® coLab, open the project room in which you wish to edit a Microsoft Office 365 document by clicking the tile of the required project room on the Project rooms home screen.

If you selected the Slim, Slim +, or Horizontal menu type, you first have to click the Home icon in the main navigation before you can click the Project rooms icon in the submenu that opens.
If you selected the Overlay menu type, you first have to click the Main navigation icon in the coLab header before you can click the Project rooms icon in the main navigation bar that opens.
You can find more information about the menu types that are available at Customizing the User Interface.
Open the files view by clicking the Files icon in the main navigation.
In the Files view of enaio® coLab, select a Microsoft Office 365 file in the directory structure.

The enaio® office-365-dashlet will be shown in the preview area.
The following may be shown in the Office 365 tab in the dashlet depending on the file type of the selected document:
1. For Microsoft Office 365 documents
  
  A preview of the Microsoft Office 365 document's content
2. For older Microsoft Office documents
  
  The File conversion dialog that prompts you to convert the older Microsoft Office document (*.doc, *.xls, *.ppt) to the new Microsoft Office file format (*.docx, *.xlsx, *.pptx).
  
  To do so, click the Convert button in the dialog if you want to edit the document using Microsoft Office 365.
  
  The file format will be converted and inserted as a new variant in enaio®.
  
  A preview of the Microsoft Office 365 document's content will be shown in the Office 365 tab.
Open the document for editing in enaio® office-365-dashlet.
- Follow these steps for Microsoft Word documents:
  
  Click the Edit icon in the header of the dashlet.
- You have several options for opening the document when it comes to Microsoft Excel files:
  1. Click the Viewing icon in the header of the dashlet and then the Edit icon in the dropdown menu that appears.
  2. You can double-click in the Excel spreadsheet and then click the Edit workbook button in the notification window that appears.
- You also have several options for opening the document when it comes to Microsoft PowerPoint files:
  1. Click the Edit in browser icon in the header of the dashlet.
  2. Click the Comments icon in the header of the dashlet and then the Add comments icon in the dropdown menu that appears.
  3. Click the Editing view icon in the footer of the dashlet.
If the edit icons are not displayed or are disabled, then the document in enaio® has already been checked out by another user.

A new tab with the login dialog for Microsoft Office 365 will be opened in your browser.

If you are already logged in to Microsoft Office 365, then the following steps are not necessary for logging in and the document will then be shown directly for editing.
Log in to Microsoft Office 365 if you are not already logged in and enter your Microsoft Office 365 login credentials.

Once you have logged in successfully, the correct application (Word, Excel, PowerPoint) for the selected file format will be shown in a new tab.
Edit the document in the browser.

The document will be checked out of enaio®.

The name of the object, which is made up of the index data, and the storage status of the document will be shown in the header of the application. Changes will be automatically cached.
When you are done editing the document, click the Close icon in the tab.

This action will close the tab and the edited document will be saved and filed in enaio® as soon as the last editor has closed the document.

Other enaio® users who want to edit the same document open this document in the same manner as the first user and in the same manner as described in the step-by-step guide on this page. The other enaio® user will be shown in the Microsoft Office 365 document to be edited based on the properties of Microsoft. Consult the respective Microsoft Office 365 guides for more information on it and how to share documents for editing.

When the last enaio® user has finished editing the shared document, it is checked back in and the changes are transferred to enaio®.

The dashlet will offer you different Microsoft functions, depending on whether you have selected a Word, Excel, or PowerPoint file. You will find a brief description in enaio® office-365-dashlet.