8 About document editing

The document editing feature provides permisioned users with an efficient way to edit documents without the need to download and edit documents locally.

Role permissions

To use document editing, a user must have:

1. "Enable digital document preview annotation/editing capabilities" setting turned on for the user account.
2. A role assignment that allows the user to access at least one activity for the item. A user who does not have a role assigned cannot edit a document using the document editing feature.
3. Box Tools for document editing installed on the user's local machine. If necessary, users can view a video with installation instructions. Users can launch the installation instruction video from the document's Preview mode.

Editing flow and document locking

Users access the editing flow within an item modal using an edit icon () or from document Preview () mode using an "Edit document" button. The editing feature allows permissioned users to edit any Microsoft Office Word, Excel, or PowerPoint document.

When a user opens a document for editing, Oracle Site Activate automatically locks the item. This lock prevents other users from making edits, adding/replacing the file attachment, or completing the activity. When a lock is active, the item modal displays the following text next to the "Attach a file" button and in the modal's Required panel: "Document editing needs to be completed or canceled to upload a new file." The note also indicates the date and time of document check out and the name of the user who checked out the file for editing.

Oracle Site Activate users who have "Allow for cancel of document editing" business role permission can cancel in-progress document editing. Canceling discards any changes made by the user who checked the document out for editing and unlocks the activity in Oracle Site Activate so that it can be completed. Note that the editing user has the option to cancel editing and discard changes, as preferred, with no additional permission required.

Oracle Site Activate automatically refreshes the item modal or grid when the user takes an action on the Preview screen (e.g., check out/check in, save or discard edits, etc.). This refresh ensures that the modal view reflects the user’s actions when the Preview screen is open in a separate tab or different browser.

When the editing user completes the desired edits and finalizes the editing flow, Oracle Site Activate saves both the original document version and the new document version in the modal's Files section. Oracle Site Activate also lifts the file lock, and users can complete activities in the modal as necessary – including editing the document again if desired.

Editing lineage documents

Management of lineage documents is one of the best examples of how the editing feature improves Oracle Site Activate users' efficiency. Using the document editing feature, users can create a copy of a country or site level lineage document, edit the copy as necessary, and check in the edited copy as the document attached to the activity. This process uses the lineage document as the "starting point" and creates the document attachment while preserving the lineage file; the lineage file itself may not be edited and continues to be the original document.

• Install Box Tools for document editing
  To edit documents in Oracle Site Activate, you must install the Box Tools app to make edit functionality accessible to you on your machine.
• Edit a document
  With the document editing feature, you can open a Microsoft Office document from Oracle Site Activate, make your desired changes in the document’s default application, and save the updated document back to Oracle Site Activate.