Workarounds and important notes

After editing a document in MS 365 and checking it in again, overwriting it with another document (e.g. a local file) using the check-in function is no longer easily possible, depending on the refer­ence. The unique reference to the OneDrive document prevents the selection dialog from opening and thus also subsequently checking in from other OneDrive folders or the file system. This behavior is intended.

• Advantage: Changes to the edited document can be saved to the database immediately without the selection dialog.
• Disadvantage: The document can only be replaced by another document via a small detour.

If a user does not want to overwrite the file with the referenced processing status from M S365 but with another document, then she or he needs to

• delete the document file in the CRM,
• or delete/move the temporary file in OneDrive.

Only then will the check-in function open the file selection dialog again.

Tip: When editing and managing documents in the CRM, it is always recommendable to create a new docu­ment version at a certain stage of editing. In this way, you can fall back on earlier versions if files have been deleted or are broken.

Even though the Microsoft Word format *.doc is usually no longer used, documents do not always exist as *.docx files. When checking in an edited *.doc file, always keep in mind that it is now in *.docx format.

MS 365 may convert *.doc files to *.docx before they can be edited. When checking a file back in to the system, the checked out file is preselected so it is clear what is to be checked in.

However, even if OneDrive inevitably converts a *.doc file to *.docx when editing it, and then opens it for edit­ing, the interface still offers the checked-out *.doc file when checking it in. In this case, make sure that OneDrive has converted the file and you check the edited *.docx file back in to the system.

RTF files are displayed, but can only be edited in the Word desktop app.

With the Save as and Check out functions, a Share tab is shown in the selection dialog for the destina­tion folder, with which you can grant users in Office access (read, write) to the document.

Whether a message is sent to the user or not can be set via the variable PSA_MS365_SHR_SND_INV. Regardless of whether an email is sent, the users will find the document in their OneDrive under "Shared".

Using the M S365 coupling, documents in OneDrive can be edited simultaneously by several people, especially if JustRelate CRM is used on different platforms (Windows, Mac). The following procedure is suitable to provide documents in a public shared folder for collective editing. In this case, both persons work in the CRM and edit the document simultaneously from OneDrive.

• Check out the document as its owner in the CRM and select a shared folder in your own OneDrive in the dialog, to which other editors have access (if required, "Manage access" to the folder in OneDrive). Please check here, whether there are further subfolders in the shared folder in the dialog, which a higher-level access then also shares.
• The document status in the CRM changes to in process.
• Using the Edit document function, the owner can edit the document.
• At the same time, depending on OneDrive access permissions, other internal persons can edit the document from the CRM using the Edit document function. Parallel changes can be tracked directly in the docu­ment.
• Once collective editing is complete, the owner checks the document back in to the CRM using the Check in function and thereby updates the editing state in the system.

The above mechanisms are also suitable for collaboratively and platform-independently editing documents with external persons (customers, etc.). However, rules and communication channels should be defined. In particular, OneDrive security aspects should be considered.

• Do not make a folder writable for external persons. Using "Upload", malware could be uploaded without being noticed.
• Check the assignment of a password for external persons.
• Keep the expiration time of the shared link as short as possible.

It is recommended that suitable share areas separate external people from each other, and that access to documents is respected. Then the document to be edited can be checked out to One­Drive and be "shared" directly from OneDrive with an external person. After joint agreement on the pro­cessing status, the owner can check the document back in to the CRM.

The communication on the document or processing status should be traceable in the CRM. The comment field (up to 2000 characters) of the document is available for this purpose, for example.

PDF documents can also be created via the MS Graph API. In this way, one is independent of the DIM and can per­form the conversion on the server side. In the dialog under My Data / PDF Conversion, Office 365 is available for this as a selectable Method. This changes the variable PSA_PDF_CNV_MTH to OFFICE365. In this case, documents on the server are converted to PDF via the Office 365 interface. This is then done without the DIM, i.e., also on a Mac.

The variable PSA_SUP_CNV_TYP_PDF_MS365 contains the supported file types.

The Print command (Ctrl+P) is supported, and opens the locally created document (PDF, Word) in the web browser. Unsupported reports can be saved by downloading them to the local download direc­tory.

When terminating the CRM session (logging out), a message displays all documents in a list that the user still has externally "in process". Then you have the possibility to

• check in (overwrite) marked documents,
• cancel the processing, or
• leave the current state and ignore the query.

The feature can be controlled by the variable PSA_CIN_DOC_EXI_GUI (default = y).

Document editing in MS 365/OneDrive is also possible from the CRM Pocket and Tablet app. On iOS, there are differences in behavior:

• On an iPad, editing is possible in the Safari browser without the Word app installed.
• On an iPhone, it is not possible to edit a document in the Safari browser. You require the Word app. By tapping on the "Edit document" menu command, you are asked if you want to open the docu­ment in Word.