Supported in Office 2010 and 2013 – Word, Excel, PowerPoint, Outlook – on Windows 7 and 8+
NOTE: The previous Office "Application Integrations" must be un-installed before ndOffice can be installed. Both programs cannot be installed together on the same machine, even if they are installed under different user profiles.
How do I use ndOffice?
Word, Excel, and PowerPoint
File|Open – You have access to all content normally available to you when accessing NetDocuments Online, including workspaces, folders, and Saved Searches. The only exception in the short term is ShareSpaces which are not currently accessible. ndOffice dialogs operate just like standard Office dialogs. For example, when viewing any file location, you will only see Word documents when opening from Word and Excel documents when opening from Excel. You can sort the columns, change the list view, size the right and left panes, and search.
Search – The search scope is based on the selected cabinet and it searches full-text and profile information. Boolean characters can be used. The functionality is similar to the top search box in ND online.
Advanced Search – If you desire to perform an advanced search, click the button to the right of the search box to be redirected to NetDocuments Advanced Search.
Local Computer – Select Computer to open the standard Word Open dialog to access files on the computer.
File|Save – Saving a new document will direct the user to the Save As dialog. Saving an existing document will perform the save in the background to the local ND Echo folder and to NetDocuments online. While the document remains checked-out it will get updated online. Microsoft’s auto save function only saves locally and does not save to ND online. The user has to explicitly select Save or Ctrl-S to get the changes saved to ND.
File|Save As – Saving a new document will prompt for a filing location and include a defaulted generic name and the application’s file type. The filing location selected will display its inherited profiling information which will get applied to the new document.
Save As to an existing document – The Save As dialog is designed similarly to the standard Word dialog. A key difference is that ndOffice allows saving as a new version and given its popular usage, prompting the user to save as a new version is the default.
Save as New version – Default option. Allows optional description and saving an unofficial version.
Other options – Uncheck “Save as new version” to open up the navigation pane to:
Save over the original document – as long as you are in the same location, you can select the opened document to save to it. (Of course using the Save option is easier.)
Saving as a new document – changing the document name creates a new copy of the document.
Rename the document
Change the profile of the document
Profiling and Renaming - The Save dialog will show “Current Document” at the top of the Navigation tree below home. This represents your current document. If you uncheck "save as new version" you can easily re-profile your document or rename it.
Profile fields can be edited. If the saving location is to a cabinet, any required profiling will be prompted.
Profile templates and security templates are accessible and encouraged for quick and easy profiling. Creating templates can only be done at ND online.
You can change the document’s file type by choosing from the drop down menu the options available in the Office application you are in. A popular option to this feature is the ability to save a document as a PDF. To do this, you must be saving as a new version or a new document.
You choose whether to browse to a filing location to store the document or ignore any specific location, even if a filing location was defaulted; or profile only by changing the profile fields. You can also default the location to be the cabinet which will always require profiling, assuming the cabinet administration setting is set to not require “filing to a folder.”
When the Open or Save dialog is displayed, the user will see the most recent ten (10) locations in the navigation tree. These could be cabinets, workspaces, folders, or filters. When visiting the Open or Save dialog, Recent Locations is expanded by default.
At the top of the Open and Save dialogs there is an address bar, allowing the user to see the entire parent tree of the selected filing location, and allows clicking any parent level to go to that location.
You can open a specific version of a document by right-clicking on the document and selecting "Open version..."
You can also open the version dialog box by a right-click as shown above, or by left-clicking the version column of a document.
NOTE: Excel's track changes feature is not currently supported in ndOffice.
NOTE: Office 2013 has the additional "backstage" dialog when opening or saving documents. This requires one extra click compared to Office 2010. You can bypass the backstage when using key commands by going to File > Options > Save and checking "Don't show the backstage when opening or saving files."
ndOffice in Outlook consists of two buttons:
ndSave – allows users to select one or more email messages, then save those messages to NetDocuments.
Users can choose to save the entire Outlook msg file, or to separate the attachments from the msg file.
ndAttach – allows users to select a document to attach to an existing email message. Users can choose to attach a copy of the document, or insert a link to the document. Using the versions dialog, users can attach a specific version. There is also an option to attach a comparison of the document from the document's list of attachments.
Users may choose between adding a link, adding an attachment, or both at the same time during the Outlook ND Attach function.
Settings – The ndOffice app is located in your system tray where you can get to 1) Settings 2) View Echo folder 3) Login/logout 4) Help, and 5) About.
Settings provide information about your account, getting updates, and configuring the Document ID stamping. The ndOffice app is also added to your Startup directory.
Notification Window – When a document has been successfully checked in or out, a system tray notification window will fade in for eight seconds and then fade out. It will also highlight warnings if a document failed for some reason as ndOffice communicates with ND online. ndOffice help will include definitions of these warning messages.
Help and Reporting a problem – A user may go to the ndOffice app in the system tray, select Help > Report a Problem to 1) go to Support to submit a support ticket or review a knowledgebase article, and 2) view logs which the ND Support staff may request to be sent via email for problem resolution. The logs are stored in ND Office Echo folder and if logs exist they will be named Echoingclient.log, WordAddin.log, PowerPointAddin.log and ExcelAddin.log.
ndOffice has its own echo folder. It is located under the user’s directory within an ndOffice created folder called ND Office Echo. Within this folder is the echo subfolder location where the documents will be stored based on your echo settings in ND online. The name of this folder will be “NDservice name-your username” example: Vault-jsmith. There are other files within the ND Office Echo folder which are required to run ndOffice such as log files that record any errors or problems that may exist and can be sent to ND Support upon request.
ndOffice Echo vs NetDocuments online Echo folder – There are two echo folders. The echo settings located at ND online Settings > Workstation Settings will apply to both echo locations, including ndOffice, except for the location of the ndOffice echo folder. ndOffice determines the location of its echo folder and cannot be relocated.
Opening documents from the Web
Documents opened and saved within ndOffice will be copied to the ndOffice echo location. A document opened directly from ND in IE will be checked out as usual, but then automatically checked in through the browser, and immediately checked out again in ndOffice. After edits are made, it will then be checked in through ndOffice as if it had been opened through ndOffice in the first place. This will allow users to have the Auto-Check In and version control features of ndOffice regardless of where the document is opened from. This will include accessing a document from a link received in an email.
In this scenario, users will notice that when opening from the web, after the document is checked back in the green check mark will go away automatically!
Doc ID Placement
ndOffice provides four options for Microsoft Word documents regarding the location of the Document ID, under Settings:
Footer of every page - The ID will be inserted in every footer.
Footer of every page, except the first - The Id will be inserted on every footer, starting on the second page.
Last page - The ID will be inserted only on the very last page.
None - No ID will be inserted.
NOTE: If you are using Footer Every Page or Footer Every Page, Except First, the ID will be stamped at the bottom of the footer (below any existing footer content). If the Footer From Bottom setting in Word is not large enough for the ID, users will get the prompt “Doc ID can't be updated due to lack of space in the footer”. What the user should do is go in and adjust the Footer from Bottom setting to allow enough room to insert the ID. Generally, it may need to be at least .2" for the Footer From Bottom setting.
Users also have the following option:
"Don't prompt me when applying ID stamp to documents."
This option, if unchecked, will prompt users to adjust their settings if they open a document that has a Doc ID in a place other than that specified in the setting above.