Working with MS Office Files in Lucanet Disclosure Management

In Lucanet Disclosure Management, you use Excel, Word, and PowerPoint files for report data, business reports, and presentations:

In the Cockpit, you can assign one Excel file to each chapter of a document. You can also assign one Word file and one PowerPoint file per document language. In addition to standalone Word files, you can reuse content across reports through Word references.

The MS Excel, MS Word, and MS PowerPoint columns in the Cockpit display which files are assigned to each chapter, when they were last checked in, and whether they are locked. For more information, see Viewing MS Office Files in the Cockpit.

Specific ribbons with functions for Lucanet Disclosure Management are available for MS Excel, MS Word, and MS PowerPoint. For more information, see Ribbons for Disclosure Management.

The Lucanet Disclosure Management add-in requires a valid sign-in to your Lucanet environment. The same sign-in process applies to MS Word, MS Excel, and MS PowerPoint in MS Office Native. Open the chapter file from the Cockpit so that the add-in assigns the file to the correct document and chapter.

As long as the sign-in is valid, you can use the functions of the add-in without entering your credentials again. If the sign-in is missing or has expired, the add-in opens a sign-in dialog when you call a function.

To continue working with the Lucanet Disclosure Management add-in after a sign-in prompt:

When you check in, you transfer the edited state of a chapter file to Lucanet Disclosure Management. The task pane for checking in is used for Word and Excel files in MS Office for the Web and MS Office Native. For PowerPoint files, the task pane is available in MS Office Native only. To check in, you need editing permissions for the relevant file type; the file and the document must not be read-only for you.

To check in a chapter file in Lucanet Disclosure Management:

The task pane offers up to five of your previous check-in comments for reuse. For Word and PowerPoint files, the offered comments belong to the document language of the open file. For Word chapters checked out together, no chapter-related previous comments are loaded.

The following table describes the behavior after a successful check-in in Lucanet Disclosure Management:

Saving in the Office application and checking in are different processes. Checking in does not trigger an additional update of linked Excel content. For more information, see Updating Linked Excel Content.

With Help on the ribbon, you open the shared help dialog of the Lucanet Disclosure Management add-in in MS Word, MS Excel, or MS PowerPoint. The dialog contains a reference to the documentation, contact information, and the version of the add-in. Help is also available if a file is opened read-only.

In Lucanet Disclosure Management, you can update tables and charts that were inserted from an Excel chapter into a Word or PowerPoint file using the Disclosure Management functions from their Excel source. An update transfers the saved source data to the inserted content. You do not have to insert the tables and charts again.

Make sure that the required changes to the Excel source have been saved in Lucanet Disclosure Management. For changes in an open Excel file, saving locally is not sufficient: the source file must be checked in or published. To update manually, you need editing permissions for the open Word or PowerPoint file.

In Lucanet Disclosure Management, Event reports show errors and warnings on the processing of your Excel, Word, or PowerPoint file. You can check the messages and navigate to an assigned position in the open file. To open the file, you need the corresponding read permissions; editing permissions may be required to correct an error.

In Lucanet Disclosure Management, you check event reports for Word and Excel files with MS Office for the Web or MS Office Native. For PowerPoint files, use MS Office Native only.

To check the event reports:

In Lucanet Disclosure Management, the navigation leads to the associated cell range in MS Excel, to the associated text passage or table in MS Word, and to the affected object on the corresponding slide in MS PowerPoint. If necessary, check the Excel source of an inserted object via the Excel chapter in the Cockpit.

The navigation button is disabled if no position is assigned to the message or the associated position can no longer be found. The tooltip provides information on the missing assignment. The message remains readable. In MS PowerPoint, the navigation also depends on whether the version used supports selecting an object on a slide. Reading the messages is independent of this.

In Lucanet Disclosure Management, you can replace an existing Word or PowerPoint file of a chapter with a locally saved file of the same type. The chapter and its assignment are retained. For these two file types, you replace only the file of the selected document language.

The following prerequisites apply to replacing Word and PowerPoint files in Lucanet Disclosure Management:

To replace a Word or PowerPoint file in Lucanet Disclosure Management:

In Lucanet Disclosure Management, your user roles determine whether you can read, edit, or delete the Word, Excel, and PowerPoint files of a chapter. The permissions apply to the respective file type and the scope of the assigned role.

The following permissions for MS Office files are available in Lucanet Disclosure Management:

In Lucanet Disclosure Management, editing a Word, Excel, or PowerPoint file depends not only on your permissions but also on the read-only status of the document and the MS Office variant used. You cannot edit a read-only document even with editing permissions.

The following table describes access to chapter files in Lucanet Disclosure Management:

For PowerPoint files in Lucanet Disclosure Management, use MS Office Native only. PowerPoint files in a read-only document cannot be deleted.

In the Cockpit, you can see existing files and locks in the MS Word, MS Excel, and MS PowerPoint columns. The available actions in the file menu depend on your permissions.