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Glossary

Working with Word References

Overview

With Word references in Disclosure Management, you can reuse the content of a chapter from one report in a chapter of another report.

Creating Word references

You can create a Word reference in the Cockpit via the three-dot icon of an empty chapter.

To create a Word reference for a chapter:

1

Open the target document.

2

In the Cockpit, at the end of the row of an empty chapter, click the three-dot icon.

Creating Word references in the Cockpit
Creating Word references in the Cockpit
3

In the menu, choose MS Word | Add Word reference. The following dialog is displayed:

'Add Word reference' dialog
'Add Word reference' dialog

The Add Word reference command is not available in the following cases:

  • You do not have editor permission for the chapter.
  • There are no referenceable documents available.
  • The chapter already contains a reference.
  • The chapter already contains a chapter.
4

Configure the Word reference. The following information must be specified:

5

Click Apply and open.

6

The following actions are performed:

  • MS Word opens automatically with the source content in the selected language.
  • After opening, a check-in is automatically performed in the background.
  • The reference is created in the target chapter, and the source content is inserted as a chapter at the selected position.
  • In the Cockpit, an additional icon for a reference is displayed in the MS Word column:
Display of a reference in the Cockpit
Display of a reference in the Cockpit

Changes you make in the Word reference are not transferred to the original chapter.

Updating a Word Reference in 'Track Changes' Mode

When the source chapter of a Word reference is updated, the Cockpit highlights the reference icon in the MS Word column. In addition, a tooltip on Status displays the Update available note:

Display of an update of the source chapter
Display of an update of the source chapter

To check and apply updates of a Word reference:

1

Click the icon of the Word reference. The Word editor opens with Track Changes mode enabled. Changes from the source chapter are highlighted in the Word document.

2

Use the native Track Changes functions in MS Word to review the differences:

  • Accept changes you want to apply.
  • Reject changes you do not want to apply.
3

Click Check in to save the result. The following actions are then performed:

  • The highlighting of the reference icon in the Cockpit is removed.
  • The reference metadata is updated with the new check-in timestamp of the source chapter.
  • A new entry is created in the chapter's history.

Ignoring an Update of a Word Reference

When the source chapter of a Word reference is updated, the Cockpit highlights the reference icon and shows the Update available note. If you do not want to review the update, you can dismiss it directly from the three-dot menu instead of opening Track Changes mode.

To ignore an update of a Word reference:

1

In the Cockpit, at the end of the row of the reference chapter, click the three-dot icon.

Three-dot menu of a Word reference with the MS Word submenu open and the 'Ignore update' command
Three-dot menu of a Word reference with the 'Ignore update' command
2

Under the menu item MS Word, choose the command Ignore update.

The Ignore update command is only available while an update is shown for the reference icon. References without an available update do not show this command.

3

The update is dismissed immediately, without a confirmation dialog. The following actions are performed:

  • The update highlighting is removed from the reference icon in the Cockpit.
  • A new entry is added to the chapter's history that records the ignored update, including the source document, the chapter, the timestamp, and the author. The reference icon is shown next to the entry.
  • The reference's status and check-in timestamp remain unchanged.

Ignoring an update applies only to the current version of the source chapter. The reference continues to track the source: if the source chapter is updated again, the reference icon is highlighted again so that you can review or ignore the new update.

Discarding Manual Changes

You can discard changes you have made in a Word reference at any time.

Proceed as follows:

1

In the Cockpit, at the end of the row of an empty chapter, click the three-dot icon.

Discarding manual changes
Discarding manual changes
2

Under the menu item MS Word, choose the command Discard manual changes.

3

The document matches the state of the original chapter again.

Unlinking a Reference

You can unlink a Word reference from the original chapter at any time. Proceed as follows:

1

In the Cockpit, at the end of the row of an empty chapter, click the three-dot icon.

Unlink reference
Unlink reference
2

Under the menu item MS Word, choose the command Unlink reference.

3

The link to the original chapter is removed, and the current state of the Word reference is added as a chapter to the current document. The icon indicating a reference is removed.

Last updated on Aug 16, 2023

Table of Contents
Working with Word ReferencesOverviewCreating Word referencesUpdating a Word Reference in 'Track Changes' ModeIgnoring an Update of a Word ReferenceDiscarding Manual ChangesUnlinking a Reference
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