Troubleshooting Integration Issues

Clause library formats and previews

Upon checking out a document for editing, you notice that Microsoft Word menus or menu items are missing.

The Microsoft Windows registry may be set up so that when you use file types of .xml, the system uses the Microsoft Word browser plug-in

Contact the system administrator to configure Microsoft Windows to launch Microsoft Word for .xml file format extensions. For information about customizing the tool bar, use Microsoft Word Help.

Clause library formats and previews

Column alignment displays correctly when editing a clause; however, when previewing the clause, columns are not aligned. For example, underlines on a signature page might not be aligned.

Hidden tabs that the system uses with alignments can cause problems when the clause is previewed and assembled with other content. This is due to the outline numbering level at which the clause might appear when previewed with the configurator, or styles applied during preview. For example, the tab symbol can cause different levels of indentation based on the outline level.

You can use a hidden table in Microsoft Word to fix the alignment of column-orientated information instead of using tabs. You can also use Microsoft Word tables in the document for content that contains tabs.

Clause library formats and previews

When editing a clause, it appears correctly, but when previewing the document, there are occasional special characters, such as upside down question marks, small squares, or symbol translation for bullets.

Certain characters in Microsoft Word require multibyte data storage due to the internal representation of the character. These can include smart quotes, dashes, a variety of bullet formats, and others. The PeopleSoft system attempts to clear and replace these special characters with nonmultibyte representations when the database is not configured for multibyte storage. However, a substitution may not always be available.

When it's not possible to run in a multibyte, Unicode Standard environment, you might need to remove special characters when editing the clause document and substitute a different. more common nonmultibyte character representation. For example, you might need to retype quotes as plain double quotes in the Microsoft Word document instead of using smart quotes. See Character Limitations.

Clause library formats and previews

When previewing or editing a clause or section, the Microsoft Word formatting is lost and characters are corrupt after cutting and pasting information into the PeopleSoft system from a Microsoft Word document.

A large amount of text has been cut from a Microsoft Word document and pasted into a PeopleSoft system clause or section page.

You should not cut and paste clause and section content from Microsoft Word into PeopleSoft pages, because it does not maintain Microsoft Word rich text attributes. You should only cut and paste plain text into PeopleSoft pages.

You can cut and paste from current Microsoft Word files to an empty checked out version of a PeopleSoft clause or section to preserve previous Microsoft Word document formatting.

Clause library formats and previews

After checking in a Microsoft Word document, the clause body text in the PeopleSoft page plain-text field has incorrect formatting or characters.

This is typically caused by special formatting or characters used in Microsoft Word prior to checking in the document.

Most of the time, the plain-text version of most clauses display in a readable format in the PeopleSoft page clause body. However, it depends on the formatting in the Microsoft Word document. As long as clauses or sections appear correctly on their maintenance pages, there should not be a problem.

Clause library formats and previews

When previewing a clause, it looks correct, but when you include it in a generated document or preview it from the configurator, the alignment indentation of its content is incorrect.

Possible causes include:

• If the clause text in Microsoft Word is formatted without special paragraph styles, incorrect alignment can be caused by not setting up the paragraph style outline numbering indentation in the Microsoft Word template correctly.

• If you are using custom paragraph styles or direct formatting when directly editing the clause, the preview and generate functions are merging the custom formatting. But, the automatic indentation feature is lost when you use predefined paragraph styles from the Microsoft Word template.

Possible solutions include:

• When you preview the clause in the configurator, note the paragraph style applied to the clause in the Microsoft Word document. Then, review the details of that paragraph style's outline numbering and indentation specified for each level, and correct the issues in the Microsoft Word template associated with the configurator.

• Remove any custom paragraph styles used directly in clauses, and, if possible, use normal style so that the document generation can apply default paragraph styles to the clause. If you cannot use Normal style, you must indent the information in the clause body definition in Microsoft Word to match the outline position that it would normally align with in a generated document. You need to do this because the system does not use outline numbering and alignment from Microsoft Word templates when you use custom styles with a clause.

Research task pane lookups and bind variables in Microsoft Word.

The Research task pane does not return results from the search.

Possible causes include:

• Messaging between the Microsoft Word client and the PeopleSoft system is not set up correctly.

• The local client machine has not been updated with client updates.

• The configuration file has incorrect information defined in it for client installation.

You use files in the setup directory to set up Microsoft Word integration. The setup utility must be run on the workstation for each user who wants to use the Microsoft Word integration with PeopleSoft Supplier Contract Management. See Setting Up PeopleSoft Integration Broker for Microsoft Word.

Research task pane lookups and bind variables in Microsoft Word.

The Research task pane does not insert the clause content into the document after you click the Insert Full Text button.

If a clause is too large to integrate into the Research task pane, the insert can fail. The system issues a warning if there is potential for failure.

If a clause contains a large amount of custom formatting and paragraph styles, it can be too large to include in the search. This might be due to XML representation as well as the visible clause text.

Attempt to simplify the custom formatting of the clause or divide it into smaller clauses.

Research task pane lookups and bind variables in Microsoft Word.

When you type or select valid bind variables from the Research task pane and check in the document, the PeopleSoft system indicates there are validation errors for the bind variable.

The Microsoft Word auto correction and tracking of grammar features highlight errors in documents that may be visible as you type variable names. The variable is highlighted with a red line underneath it.

When a field has this underline beneath it, it typically means that extra values are included in the XML value that you will check in. This makes the bind value invalid.

Change the spelling and grammar setting so that it is off. Then, delete and retype the bind variables. Verify that there are not any red underlines for the bind variable. Check in the document again. See Spelling and Grammar Checks in Microsoft Word.

Research task pane lookups and bind variables in Microsoft Word.

When inserting clauses from the Research task pane, the system includes the clause within the content control of another clause which leaves the clauses nested in the document.

The system inserts clauses based on where you position the cursor in the document. If the cursor is within a content control of another clause, the system inserts the clause within the existing content control.

During processing, the system attempts to identify this issue and logs the newly inserted clause as an add activity versus a change activity for the clause.

You can avoid the nested clause affect by performing these steps in the Microsoft Word XML Document:

1. Place the cursor at the beginning of the first line of the clause below where you want to insert the new clause.

   Use the Home key to position the cursor at the beginning of the content control.

2. Use the Return key to insert a new line above the current line.

3. Place the cursor on the new line to insert the new clause from the Research task pane.

   You can validate that the clause is inserted correctly by hovering your mouse pointer over the new clause.

Document generation and editing

The table of contents does not appear when you preview a generated document.

Possible causes include:

• The Include Table of Content If Available check box was not selected on the Document Configurator Definition page.

• The Table of Contents field code was not inserted in the default Microsoft Word template used by the document configurator.

• When you open the document file, Microsoft Word does not expand the table of contents.

Ensure the Include Table of Content If Available is selected on the Document Configurator Definition page and that the Table of Contents field code has been added to the Microsoft Word template. After you generate the document, click the Preview Document button. The Microsoft Word window displays a message at the point when the Table of Contents was inserted in the Microsoft Word template. The messages indicates: Error! No table of contents entries found. To display the table of contents, right click on this message and select Update Field. The system displays the table of contents.

Document generation and editing

Document headers and footers do not display.

Headers and footers should be added to the Microsoft Word template that the document uses.

If the current view in Microsoft Word is set to Normal, the headers and footers might not display.

Add headers and footers to the Microsoft Word template used by the document configurator. After you preview the generated document, set the View menu to Print Layout to view the headers and footers.

Document generation and editing

Change tracking and red lining are not working when a document is checked out from the PeopleSoft system. Or, you cannot enable track changes in Microsoft Word.

The Use Track Changes in Word check box in the Processing Option grid on the Installation Options for Supplier Contract Management is not checked. This check box sets the default value for the Microsoft Word change tracking function.

Select the Use Track Changes in Word check box on the Installation Options page. Set the document protection in Microsoft Word. Click the Tools option on the toolbar, and then select the Unprotect Document menu option. See Protected Areas.

Document generation and editing

When uploading a file, you cannot locate a file that has been checked out, edited, and saved on a remote file server.

The default location for the Microsoft Windows Save and Save As actions are set from the Save command.

The location in which you saved the document is a file server that is not currently available.

Microsoft Windows sets the default save location to the My Documents or Winword folders. You can establish a default location for the documents. Contact an administrator for help in establishing a default file location and resolving issues with remote file servers.

Document generation and editing

Additional content controls appear in a document that has been opened using the Preview Document button. The content controls appear when the display for hidden text check box has been selected in Microsoft Word, and the content controls appear empty.

Additional content controls might also exists for structures such as repeating clauses and sections.

During document generation, the system expands the content in the document configurator. During this expansion, it evaluates rules. If a rule evaluates true, the system adds the rule object and referenced content in the rule to the document. If the rule evaluates false, the system still adds the rule element to the document. Similarly, any repeat elements or alternates that are added to the document, the system inserts these content controls as placeholders. The objects do not have any content associated with them and only have attributes.

Authors should be aware of these content controls in the document and understand that these are only placeholders for the rules, and repeat or alternate clauses. In general, these content controls do not cause document issues and should not be edited or deleted. The document appear correctly in the Microsoft Word Print Layout view.