Viewing and Editing a Document
- John Kostakos
- Will Rensmith
- John Bosco
Overview
nVIRO provides an in-browser editing capability through a plug-in called AceOffix. The AceOffix plug-in must be installed on the user browser for in-browser editing.
When a document is opened by a user who has edit permission on the document, it opens in a browser-independent (AceOffix) window. With a few exceptions, the in-browser editor provides all the editing capabilities of Microsoft Word.
AceOffix Requirements and Installation
In order to use the Document Template editor, the AceOffix browser plugin must be installed on the client browser. If not pre-installed, upon first use, the user will be prompted to install the AceOffix plug-in.
Follow the prompts to complete installation of the AceOffix plug-in. See Document Editor (AceOffix) Installation - First Install or Upgrade.
For the FireFox browser, see AceOffix Configuration for FireFox.
Editing a Document
The document edit screen has three main parts
Details - Provides system information related to the document such as document name and description
Sidebar/Status - Provides information related to the document status and access to document historical information
Content - Displays the content of the document itself
Showing and Hiding Details
The document details may be shown or hidden using a toggle button on the screen.
To hide the details, click the Hide button next to the Details title. The button text changes to Show.
To show the details, click the Show button next to the Details title. The button text changes to Hide.
Editing Document Details
The following table lists the fields available on the document details screen:
Field | Description |
|---|---|
Name | Name of the document. For uploaded documents or documents from form attachments, the document name is set to the file name. |
Document Received Date | Date that the document was received. If the document was uploaded, the received date is set to the generation date. If the document was generated, this field is not available. |
Description | Textual description of the document. This may contain additional information about the document added by the user. |
Applicant Confidentiality Request Comments | This field contains comments from an applicant if the document was provided on a form and the applicant requested confidentiality for the document. Based on these comments, the user may wish to set the document to not be publicly available, and to provide a Do Not Publish reason such as "Sensitive Information". |
Security Classification | The designated security classification for the document. By default, options are Internal, Confidential, Restricted, Authorized External User or Public. |
Prevent Public Access Reason | Available for documents with Internal, Confidential, Restricted or Authorized External User security classification. This allows a standard reason to be specified indicating why the document is not and should not be made publicly available. To prevent inadvertent changing of a document to Public, a document may not be switched to Public if a reason is specified. Once the user explicitly removes the reason (changing it to Unassigned), they may then set the document to Public. |
Agency Confidentiality Settings | Confidentiality settings are available to specify permissions for documents designated as Confidential or Restricted. See the Agency Confidentiality Settings section below for additional detail. |
Create Event when Finalized | By selecting this checkbox, the system automatically creates an event on the owning entity (e.g., application, evaluation) designating that this document was finalized. |
Document Origin | Indicates whether the document was submitted, uploaded by agency staff, or generated by the system. If generated by the system, indicates the document template used to generate the document. |
To update fields for a confidential document:
Update the above fields as desired.
Click the Save button at the bottom of the screen to save changes.
Agency Confidentiality Settings
Document access may be restricted by setting a document's security classification.
See Designating a Document as Confidential for more information
Editing Document Content
The content section of the document screen contains the in-browser editor. When the screen opens, the document content is displayed in the editor.
The editor utilizes the editing capabilities of Microsoft Word in a browser-independent window. Editing a document is the same as editing a document in MS Word.
There are three ways to save edits while working in the document editor
Click the Save button at the bottom of the screen.
Click the save icon in the top left corner of the document:
Click the File menu in the top left corner of the document and then click Save:
Finalizing a Document
When the document is complete, it may be changed from Draft to Final status.
To finalize a document, click the Finalize button in the Sidebar.
Once a document is set to Final status, only users with the security role of Documents Administrator may change the document back to Draft status.
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