Editing Document Files in yuuvis® RAD Office Add-In

yuuvis® RAD client 10.x

The optional yuuvis® RAD Office Add-In extension provides you with features in Microsoft Office applications (Word, Excel, and PowerPoint) that make it easier for you to create and store Office documents in yuuvis® RAD, edit document content, or transfer data to and from yuuvis® RAD.

The yuuvis® RAD Office Add-In are installed in your local Microsoft Office applications.
yuuvis® RAD agent is installed on your computer, and it is connected to yuuvis® RAD server and your yuuvis® RAD client (see Connecting yuuvis® RAD agent).

To edit document files using yuuvis® RAD Office Add-In, follow these steps

Select the desired document file (in a hit list, a process file, or the favorites, inbox, or notifications areas in the main menu, for example). As another option, you can also switch to the folder view or the object view by double-clicking the selected document file.
Click Actions >GENERAL > Open document file in local application.

If you have selected multiple objects,
- the selected document file that was focused in the actions menu of the object area will open (see Selecting and Focusing).
- no Open document file in local application action is offered in the actions menu of the object list.
If you have set the Always ask option in the document lock settings (see Enabling or Disabling a Document Lock), a dialog menu for setting the document lock will be displayed before the document is opened; here, you can select Yes, No, or Cancel. In the dialog menu, you can also specify whether your decision should be stored and applied to future opening actions.

The document file is checked out from yuuvis® RAD and shown in yuuvis® RAD agent in the Files area.

The document file is opened on the local workstation in the assigned application.

If the document file was locked while being opened due to your settings, the corresponding document file status is indicated in yuuvis® RAD client and in yuuvis® RAD agent by Lock icons.
Switch to the Office application and edit the document.
There are several ways to check the document back in to yuuvis® RAD:
1. Directly in the Office application:
  
  In the Office application, go to the Start ribbon tab and click Save and check in in the yuuvis® RAD group.
2. Using yuuvis® RAD agent:
  
  Edit, save, and close the document file in the Office application. Ensure that you do not change the file name, file type, or storage location when you close the file, so yuuvis® RAD agent can continue to manage the document file.
  
  Switch to yuuvis® RAD agent in the Files area and check in the edited document file again by clicking the Check in button.

The edited document file is checked in in yuuvis® RAD and stored in a new version of the business object.

If the document file was locked, the lock is removed. The Locked icon Lock icon in the object area of the document file in yuuvis® RAD client disappears. The document file can be edited by all users again.

The checked-in document file is no longer shown in yuuvis® RAD agent.

If a document file has been checked out several times by different users because it was not locked during checkout, conflicts can occur during check-in. Corresponding warnings will be shown in yuuvis® RAD agent.

To save edited document files to a different filing location, follow these steps

Select the desired document file (in a hit list, a process file, or the favorites, inbox, or notifications areas in the main menu, for example). As another option, you can also switch to the folder view or the object view by double-clicking the selected document file.
Click Actions >GENERAL > Open document file in local application.

If you have selected multiple objects,
- the selected document file that was focused in the actions menu of the object area will open (see Selecting and Focusing).
- no Open document file in local application action is offered in the actions menu of the object list.
If you have set the Always ask option in the document lock settings (see Enabling or Disabling a Document Lock), a dialog menu for setting the document lock will be displayed before the document is opened; here, you can select Yes, No, or Cancel. In the dialog menu, you can also specify whether your decision should be stored and applied to future opening actions.

The document file is checked out from yuuvis® RAD and shown in yuuvis® RAD agent in the Files area.

The document file is opened on the local workstation in the assigned application.

If the document file was locked while being opened due to your settings, the corresponding document file status is indicated in yuuvis® RAD client and in yuuvis® RAD agent by Lock icons.
Switch to the Office application and edit the document.
In the Office application, go to the Start ribbon tab and click File as new in the yuuvis® RAD group. Then select the file type (original file format or PDF) and the new filing location in the submenus called up by the system.

The following new filing locations are suggested to you:
- The general filing location
- A list of the ten filing locations used most recently
- A list of favorites from your yuuvis® RAD client
The edited document file is saved in the Office application, closed, and transferred to yuuvis® RAD.

The in-tray in yuuvis® RAD client opens.
Change to the in-tray in yuuvis® RAD client and select the desired object type for the edited document file from the list of object types permitted for the filing location.

If you have assigned an object type to one or more objects in the clipboard, you can correct this assignment as long as the objects have not been permanently stored. To do this, click the Reset object type button in the header of the filing area. The list of permitted object types is then available again for object type reassignment.

The metadata area opens.
Enter the required metadata in the metadata area.

Mandatory fields are indicated by an asterisk.

Metadata fields that are prepopulated by the object type definition are indicated by a df. Fields that are indicated by an ex extract the metadata from the document file's metadata. The Metadata section describes your options for maintaining metadata in yuuvis® RAD.
Exit the creation process by clicking File or File and open.

The document file is filed to a new filing location in the yuuvis® RAD filing system.

When you use File as new via yuuvis® RAD Office Add-In, a copy of the document file managed in yuuvis® RAD agent is stored in the yuuvis® RAD filing system. Changes made to the document file are only applied to the newly saved document file when you select File as new. The document file managed in yuuvis® RAD agent remains unchanged and will not be removed from there. If you do not want to make any further changes to the document file in yuuvis® RAD agent, you should discard it in yuuvis® RAD agent or check it in.