Document Editing using Microsoft 365 for the Web
Document Editing using Microsoft 365 for the Web is available in Safefood 360°, allowing a User to edit a Document while signed in to Safefood 360°.
Below are the steps that must be carried out in order to Edit a Document using Microsoft 365 for the Web. Expand each step below for further explanation.
To edit a Document using Microsoft 365 for the Web in Safefood 360°, navigate to the Documents in Master Data using the 'Master Data>Documents' buttons and locate the individual Document using the folders or the 'Search' field.
Image: Navigating to Documents via 'Master Data>Documents'
Image: Expanding Document Folders by Clicking the Dropdown Arrows
Image: Searching a Key Word in the 'Search' Field
Once you have located the Document that requires an editing, you can access the Individual Document by:
1. Clicking on the name of the Document to open the Document in the same Browser Window.
2. Clicking on the 'Open' Icon to open the Document in a new Browser Window.
Image: Two Options of Accessing the Individual Document Page
Within the Document overview page, click the 'Edit in Microsoft 365 for the web' button to access the Online Document Editing browser tab.
Image: Document Overview Page with 'Edit in Microsoft 365 for the web' Button
Once you have accessed the Document in the Online Document Editing Browser Tab, you can make changes to the Document as needed. The Document will auto-save as you type.
Image: Document in the Online Document Editing Browser Tab
Image: Document Auto-saving
Note: If other Users have also opened the Document in the Online Document Editing Browser Tab, you will see there Initials at the top right hand side of the screen. If said Users begin to type in the document, you will see their Initials and text as they type.
Image: Other User Initials
Image: Other User Typing
After completing the edits to the Document, simply click the 'X' button to exit the Online Document Editing Browser Tab and finish editing. Once you have exited the Online Document Editing Browser Tab, you will see the Document marked as 'Draft', awaiting your next step.
Image: X Button on Online Document Editing Browser Tab
Image: Document in 'Draft' on Document Overview Page
Note: You can continue to access and edit the Document Draft until you are happy to proceed to the next step. The Audit Log will noted each time a User has clicked the 'Edit in Microsoft 365 for the web' button.
Click the 'Publish' button to publish the edits to the Document. You will be prompted with a 'Reason for Change' pop up screen, where you will need to detail the reason why you have made edits to the Document before confirming and saving said edits. Once you have confirmed the edits using the 'Confirm' button, the 'Publish' pop up will appear.
If you do not wish to publish the edits yet and leave the Document in Draft, click the 'Cancel' button at the bottom of the page to be brought out of the Reason for Change pop up screen.
Image: 'Publish' Button
Image: 'Reason for Change' Pop-Up Screen after 'Publish' Button Clicked
Image: Detail Reason for Change and Click 'Confirm' Button
Image: Publish Pop-Up Screen
The first option in the Publish pop up screen is to 'Publish document as a new version'. Selecting this option will save this Document as a New Version. Therefore, moving the Document Version Number forward one.
Note: As this option is creating a New Version of the Document, if the Document has an Approval Workflow enabled, this Approval Workflow will begin. For further details on the Approval Workflow, see the article Approve/Review a Document.
Note: You can Rename the Document before Publishing using the 'Rename Document' Open Text Field.
Image: Publish Pop-Up Screen
Image: Document Renamed, Option Selected, Click Publish to Confirm
Image: Document Overview Page after 'Publish document as a new version' Selected
The second option in the Publish pop up screen is to 'Replace current document version'. Selecting this option will save this Document as the same Version. Therefore, not affecting the Document Version Number. This option allows you to make small changes without needing to update the Version Number.
Note: As this option does not create a New Version of the Document, if the Document has an Approval Workflow enabled, this Approval Workflow will not begin.
Note: You can Rename the Document before Publishing using the 'Rename Document' Open Text Field.
Image: Publish Pop-Up Screen
Image: Document Renamed, Option Selected, Click Publish to Confirm
Image: Document Overview Page after 'Replace current document version' Selected
Important: The Document Editing using Microsoft 365 for the Web is only accessible to those Users that have a Microsoft 365 License. To enable the Document Editing using Microsoft 365 for the Web on your Site, please contact either Account Management directly or send a Ticket to the Support Team via the 'Help' button on your site, or via '[email protected]'.