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KnowledgeTree Microsoft® Office® 2007 Integration > Using the KnowledgeTree Office 2007 Add-In
This procedures downloads and checks out documents from the KnowledgeTree repository, and adds or saves (checks in) locally stored documents to the KnowledgeTree repository, from within an open Office 2007 application.
Pre-requisites:
| • | 'read' permission on the root folder in KnowledgeTree |
| • | 'folder details' permission on the folders you need to access |
| • | 'write' permission on folders where you need to add/save documents |
| • | 'read' permission on documents you want to download for local viewing |
| • | 'read' and 'write' permission on documents you want to check out for editing, and the document must be checked in and available for check out |
| • | the ability to establish a successful connection with the KnowledgeTree repository, and the ability to successfully retrieve the contents of KnowledgeTree's root folder once the connection has been established. Root folder content displays in the Open / Save / Save As dialog box (as applicable). |
Note: Test the server connection in the Settings dialog box. See Configuring the Connection
to KnowledgeTree for more information. An error message displays if (1) the connection fails
or (2) the root folder contents cannot be retrieved.
Perform the following steps:
| 1. | Open the relevant Microsoft Office 2007 application. |
| • | access documents in the KnowledgeTree repository? Go to step 3. |
| • | add or check in local documents to the KnowledgeTree repository? Go to step 4. |
Please note:
Check out / Download / Add / Check in may fail if ...
| • | permissions on the document are changed after folder content is loaded |
| • | a directory or the document is deleted or moved after folder content is loaded |
| • | the document is checked-out after folder content is loaded |
| • | the document is deleted after it has been checked-out, but before check-in |
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| 3. | To access documents in KnowledgeTree, do the following: |
| 3.1. | click the KnowledgeTree Open button to launch the KnowledgeTree Open File dialog box. |
Notes:
| • | The KnowledgeTree Open File dialog box displays the following metadata: document title/folder name, check out status (e.g. 'available' / 'checked out'), permissions (e.g. 'read' / 'write'), mime type, last modified date. |
| • | Root folder content displayed in this dialog box includes only those files that are supported by the application currently in use (e.g. in Word, this would be doc, docx, etc), unless 'All documents (*.*)' is selected in the 'File Type' drop down. |
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| 3.2. | browse the folder structure to locate the document you require; then, select the document. |
| • | view the document? Click View. The document is downloaded (not checked out) to your local computer (by default, to 'My Documents') and is saved for offline viewing. |
Notes:
| • | Double clicking on a document where you have only the 'read' permission, or where the document is currently checked out, triggers the 'View' action in the Open dialog box. |
| • | If you do not have 'write' permission on a document, or the document is currently checked out by a different user, the document is only available for viewing. |
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| • | make changes to the document in the repository? Click Edit to check out the document. |
Notes:
| • | Double clicking on a writable, checked in document in the document list displayed in the Open dialog box triggers the 'Edit' action in the Open dialog box. |
| • | 'Edit' is disabled if you do not have 'write' permission on the document, or the document is currently checked out |
| • | The document is checked out under your user name to your 'My Documents' folder, and the document transaction history records the following comment: 'Document checked-out by KnowledgeTree Office 2007 Add-In. |
| • | The document's KnowledgeTree ID, which identifies the revision number and repository location, is removed from its metadata on check out - the edited document is saved as a new version on check in |
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| 4. | To add or check in documents to KnowledgeTree, do the following: |
| 4.1. | open the document that you want to add / check in to KnowledgeTree, in the relevant Microsoft Office 2007 application; then, click the KnowledgeTree Save button to launch the KnowledgeTree Save File As dialog box. |
| • | add a new document to KnowledgeTree? The KnowledgeTree Save File As dialog box opens. Browse the folder structure to locate the folder where you want to add the document. Select the folder; then, click Save. The document is uploaded to KnowledgeTree. |
Notes:
| • | When adding a document with the same file name as a document in KnowledgeTree, a copy of the document is added with a copy number appended to the file name, e.g. Document1(2).docx |
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| • | check in a document that you have previously checked out of the KnowledgeTree repository? The KnowledgeTree Save File dialog box opens. Browse the folder structure to locate the folder where you want to check in the document. Select the folder; then, click Save. The document is checked in. |
Notes:
| • | The document transaction history records the following comment: 'Document checked-in by KnowledgeTree Office 2007 Add-In.' |
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