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Office integration with FileHold Office Client (FOC)
FileHold software has tight integration with Microsoft Word, Excel, Outlook, PowerPoint, Visio, or OneNote applications to provide a comfortable work environment. The FileHold Office Client (FOC) window is used when opening, browsing, checking in, attachments or approving documents in FileHold from within Microsoft Office applications.
The Desktop Application must be installed, running and a user must be logged in order for the FileHold Office Toolbar icons or Menus options to be active. The FileHold icons and menu options will allow users to access documents in the document management system from their favorite Office applications, including Outlook.
Using the FileHold Toolbar and menu commands you can browse the Library, add a document, check in a document, send for approval or review (workflow) and in Microsoft Outlook you can add an attachment to an email from FileHold. See the table below for details.
| Button/Menu Items | Description |
Permissions Needed |
|---|---|---|
| Browse (FileHold) | Opens the Get From FileHold window where you can select which document you want in the Library. | All users with access to the folder. |
| Add / Send to FileHold | Opens the Add Document to FileHold window where you can select the location in the Library and enter metadata for the document. | Document Publisher rights or higher. |
| Check-In | Opens the Check Document Back Into FileHold window where you can check your document back into the Library. | Document Publisher rights or higher. |
| Quick Check-in | Quick Check-in checks in the document and bypasses the FOC window. | Document publisher or higher. |
| Review / Approve | Allows you to select the document you are reviewing or approving and enter any comments and feedback | Document Publisher rights or higher. |
| Add Attachment from FileHold | Opens the Get From FileHold window where you can select which document you want in the Library to add as an attachment to an email. | All users with access to the folder |
Working with documents using Microsoft Office applications
The FileHold Office Client (FOC) window allows users to browse the library, get a copy of documents, check them out or into the document management system. Users can also add new files, add approvals or reviews (workflow), or add attachments to emails.
In the FOC window, the Library tree looks and performs the same as it does in the web or desktop applications. Users can also see the associated metadata. In the Get From FileHold window, you can perform various functions such as get a copy of a document, check it out, rename, delete, view version history, and open the file after it has been downloaded.
In the Add Document to FileHold window (shown below), you can select the location in the Library structure for the document, fill out the metadata, close the document before adding to the repository, delete the local copy, and email folder members to notify them that a document has been added to the folder.
To change the document name, click on the name of the document and type a new one.
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You may encounter issues working with Excel files in the Microsoft Cloud (OneDrive, Teams, Sharepoint) due to a problem in the Microsoft Office API for Excel. If you will be working with Excel files, keep them local to avoid this problem. Otherwise, you would need to disable the plug-in which affects all applications including the ones that do not have the problem.