Editing Document Files in yuuvis® RAD Office Add-In

Valid for: yuuvis® RAD client 5.20

The yuuvis® RAD Office Add-In 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®, edit document content, or transfer data to and from yuuvis®.

The yuuvis® RAD Office Add-In is installed in your local Microsoft Office applications and yuuvis® RAD agent is connected to yuuvis® RAD server and your yuuvis® RAD client.

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.

If you have selected multiple objects,
- the selected document file that was focused in the actions menu of the object area will open.
- no Open document file action is offered in the actions menu of the object list.
If you have set the Always ask option in the document lock settings, 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® 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 during opening due to your settings, this 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®:
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® group.
2. Via 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® and stored in a new version of the business object.

If the document file was locked, the lock is released. 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 appear 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.

If you have selected multiple objects,
- the selected document file that was focused in the actions menu of the object area will open.
- no Open document file action is offered in the actions menu of the object list.
If you have set the Always ask option in the document lock settings, 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® 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 during opening due to your settings, this 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® 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®.

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 permissible for the filing location.
If you have assigned an incorrect object type to an object in the in-tray, this error cannot be corrected in the in-tray. Download the document to your local workstation using the Download document file function in the header of the filing area. Then delete the document in the in-tray using the Recycle bin function in the header of the filing area and drag and drop the downloaded document back to the desired filing location. Now you can assign the correct object type to the document.
The index data area opens.
Enter the corresponding index data in the index data area.

Mandatory fields are indicated by an asterisk.

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

The document file is filed to a new filing location in the yuuvis® 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® 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 the yuuvis® RAD agent or check it in.