fileroom add-in release notes - may 2013 · may 31, 2013 fileroom add-in release notes . index...

FILEROOM ADD-IN RELEASE NOTES

NEW FEATURES * OPEN ISSUES * ADDRESSED ISSUES

RELEASE DATE: MAY 31, 2013

ONESOURCE.THOMSONREUTERS.COM

MAY 31, 2013 FILEROOM ADD-IN RELEASE NOTES

Proprietary Materials

No use of these Proprietary materials is permitted without the express written consent of or license from ©1999-2013, Thomson Reuters/Tax & Accounting. Altering, copying, distributing, or reproducing any of these proprietary materials in any manner is expressly prohibited.

Software License Agreement

The right to use the software product described in this workbook is specifically conditioned upon your execution of and compliance with the Tax License Agreement with ©1999-2013, Thomson Reuters/Tax & Accounting.

All contents copyright ©1999-2013, Thomson Reuters/Tax & Accounting. All rights reserved.

2


FILEROOM ADD-INS RELEASE NOTES About This Document This document provides information for the May 31, 2013 update to the FileRoom Add-In.

The update will begin at 11pm Central Time, and will not result in any associated downtime.

3


TABLE OF CONTENTS New For This Release .............................................................................................................................. 5

Support for Microsoft Office 2010 64-bit ...................................................................................... 6

Ability to add and work with linked Microsoft Excel spreadsheets ............................................. 6

Adding spreadsheets with links to other spreadsheets in FileRoom ............................. 6

Locating and checking out linked FileRoom spreadsheets from Microsoft Excel ......... 7

Updating values in linked spreadsheets ......................................................................... 7

Ability to add links to FileRoom documents within Microsoft Word and Microsoft Excel ........... 8

New Control Panel component of the FileRoom Add-In ............................................................. 8

Profiles tab ..................................................................................................................... 10

Index Documents window ............................................................................................. 12

Batches tab .................................................................................................................... 13

Local Files tab ................................................................................................................ 14

Configurations tab ......................................................................................................... 15

Open Issues ............................................................................................................................................ 20

Addressed Issues ................................................................................................................................... 20

4


NEW FOR THIS RELEASE For the May 31 update, we renamed the ONESOURCE Add-In to FileRoom Add-In and added

the following features to the Add-In:

• Support for Microsoft Office 2010 64-bit

• Ability to add and work with linked Microsoft Excel spreadsheets

• Ability to add links to FileRoom documents within Microsoft Word and Microsoft

Excel

• New Control Panel component

To download the new FileRoom Add-In, complete the following steps.

1. Log in to the Platform.

2. From the Applications menu, select FileRoom. The main FileRoom page

appears.

3. Click Add-Ins. The Add-Ins page appears.

4. In the List of Add-Ins to Download, locate the FileRoom Add-In section.

5


5. Click Download.

Important! Click the Installation Instructions link in the FileRoom Add-In section to view

complete instructions for downloading and installing both the FileRoom Add-In and the Microsoft

.NET Framework 4.0. The Microsoft .NET Framework 4.0 is required for 32-bit and 64-bit

operating systems, and must be installed prior to installing the FileRoom Add-In.

Support for Microsoft Office 2010 64-bit Support for Microsoft Office 2010 64 bit environments is available in the FileRoom Add-In.

Ability to add and work with linked Microsoft Excel spreadsheets Within the FileRoom Add-In, we added the ability to create external reference links to FileRoom

documents in formulas within Microsoft Excel. Also, you can add these externally referenced

documents to FileRoom or, if they are already in FileRoom, search for them and establish links.

Adding spreadsheets with links to other spreadsheets in FileRoom To add spreadsheets with links to other spreadsheets in FileRoom, complete the following

steps.

1. Open or create a Microsoft Excel document with formulas that utilize values

in other spreadsheets.

2. From the toolbar, click the Add to FileRoom button, then log in to FileRoom

if prompted.

3. Complete the required indexes and click Index. The status of the current

document in the top-right corner of the window changes from "Not Indexed"

to "Indexed". You now have the option to add the next referred document.

4. To add the linked spreadsheets to FileRoom, complete the required indexes

and click Index. To skip a document, click Skip, and you will be prompted to

index the next linked document.

5. Click Done when all of the documents that you wish to add to FileRoom have

been indexed.

6


Locating and checking out linked FileRoom spreadsheets from Microsoft Excel To locate and check out linked FileRoom spreadsheets from Microsoft Excel, complete the

following steps.

1. In Microsoft Excel, open a spreadsheet stored in FileRoom that has external

links.

2. From the toolbar, click the Checkout Linked Files button.

3. Select the desired spreadsheet from the search results.

4. Right-click the selected spreadsheet, then select Edit Document.

Updating values in linked spreadsheets Updating values allows you to verify that you are viewing the most recent data when working

with linked spreadsheets. To update a value, complete the following steps.

1. In Microsoft Excel, open a spreadsheet stored in FileRoom that has external

links.

2. From the toolbar, click the Update Values button.

3. Click the desired source, then click the Update Values button.

4. Click Close.

7


Ability to add links to FileRoom documents within Microsoft Word and Microsoft Excel To add links to FileRoom documents within Microsoft Word documents or Microsoft Excel

spreadsheets, complete the following steps.

1. Open a Microsoft Word document or Microsoft Excel spreadsheet.

2. From the toolbar, click the Insert Link button, then log in to FileRoom if

prompted.

3. Enter the indexes required to locate the documents that you want to link to,

then right-click, and select Insert Link(s).

4. Enter text in the Text to Display and Tool Tip fields.

Note: These fields are optional. If these fields remain blank, the link will

display the URL of the documents to which you are linking.

5. Click OK.

New Control Panel component of the FileRoom Add-In The Control Panel component of the FileRoom Add-In allows you to

• Add a single file, multiple files, or an entire folder to FileRoom by dragging and

dropping the files or folders on a desktop shortcut.

• Add a single email message or multiple email messages by dragging the

messages to your Microsoft Outlook FileRoom folder.

Note: To use this functionality within Microsoft Outlook 2010 64-bit, click the

Windows Start button, then select All Programs, then Thomson Reuters, then

FileRoom, then select Enable Control Panel Outlook Integration.

8

http://cs.thomsonreuters.com/facebook/�

http://cs.thomsonreuters.com/twitter/�

http://cs.thomsonreuters.com/youtube/�

http://cs.thomsonreuters.com/linkedin/�

http://cs.thomsonreuters.com/community/�


• Perform uploads in Silent mode. Send to FileRoom profiles can be configured to

run in Interactive or Silent mode. When you enable Silent mode, an indexing

window will not appear when uploading files to FileRoom.

• Monitor the status of uploaded files.

• View uploaded files.

• Maintain your files (other than Word, Excel, and PDF) that are currently checked

out for editing from FileRoom.

To open the Control Panel component of the FileRoom Add-In, complete one of the following

actions:

• Double-click a profile shortcut on your desktop.

• Click the Windows Start button, then select All Programs, then Thomson Reuters, then FileRoom, then select FileRoom Control Panel.

9


Profiles tab A profile contains a drawer and index information. After successfully creating a profile and

adding the shortcut to the desktop, you can drag and drop the shortcut to upload files to

FileRoom.

• Add a profile: To add a profile, click the New Profile button . A temporary

profile will be created and named [New profile]. Select a drawer and indexes for

the profile, then save changes by clicking the Save button.

• Save a profile: To save a profile, click the Save button . A dialog box

appears, and includes the current profile name in the text field. You can save

changes to the current profile or save the updated profile as a new profile.

• Delete a profile: To delete a profile, click the Delete button . A dialog box

appears, and asks you to confirm the deletion.

• Create a profile shortcut: To create a profile shortcut on your desktop, click the

Profile Shortcut button . Creating a desktop shortcut for a profile allows you

to add documents with predefined indexes to FileRoom by dragging and

dropping files to the profile shortcut. A dialog box appears, and confirms that a

profile shortcut was created successfully.

10


• Map the drawer index to file attributes: File mapping check boxes allow you to

map the drawer index on the left to the selected file attribute on the right. You

can map the following attributes:

− Folder Name: Selecting the Folder Name attribute allows you to use the

folder name as the value for the selected index.

− File Name: Selecting the File Name attribute allows you to use the file

name as the value for the selected index.

− Last Modified Date: Selecting the Last Modified Date attribute allows

you to use the date that the file was last updated as the value for the selected

index.

− Current Date / Date Time: Selecting the Current Date/Date Time

attribute allows you to use the current date or date time as the value for all

date/date time indexes.

• Clear a profile: To clear a profile, click the Clear Button to clear drawer

index values, as well as file mapping check boxes of the current profile.

• Reset a profile: To reset a profile, click the Reset Button to return all drawer

indexes and file mapping check boxes to their original profile selection.

11


Index Documents window The Index Documents window appears when you drag and drop a file to a profile desktop

shortcut. This tab contains drawer information and file mapping check boxes.

• Click OK to use selected values to index the document, send it to FileRoom, and

close the Index Documents window.

• Click Cancel to close the Index Documents window. The file is not sent to

FileRoom and the Indexing tab closes.

• Load recent index values: To load the most recently used index values when

last adding a file to FileRoom, click the Recall Indexes button .

• Clear values: To clear values in all drawer index fields as well as file mapping

check boxes, click the Clear button .

• Change drawer indexes: To return all drawer indexes and file mapping check

boxes back to their original profile selection, click the Reset button .

• Map the drawer index to file attributes: File mapping check boxes allow you to

map the drawer index on the left to the selected file attribute on the right. For

details on attributes, refer to the “Profiles tab” section of this document.

12


Batches tab The Batches tab displays information for files that have been sent to FileRoom. You can filter

items listed in the Batches tab by application (All or Send to FileRoom).

A batch is created when you drag and drop a file or folder to a profile shortcut. Each batch can

have one or more files.

The Batches tab is divided into two panes.

• Top pane: The top pane displays batch information, including the application

name, profile name, batch ID, status, number of files, and FileRoom login used

for each batch. You can filter items on the Batches tab by clicking the Filter

button to the left of each column heading. You can sort each column by

clicking the column heading.

• Bottom pane: The bottom pane displays the files associated with the batch that

is selected in the top pane, and includes the file name, path, and status for the

selected batch file. An upload progress bar appears for files with a status of

"Processing." A Document ID link appears for files with a status of "Completed."

If you click a Document ID link, the file recently uploaded to FileRoom opens in

View mode.

13


Working with batches

• Display indexes for specific batches: To display the indexes used to upload a

specific batch, click the Information button .

• Delete a selected batch: To delete the selected batch, click the Delete Batch

button .

• Reset filters: To reset all filters to show all available batch information, click the

Reset Filter button.

Local Files tab The Local Files tab displays all file types (other than Word, Excel, and PDF) that have been

edited from FileRoom. The files are filtered by drawer.

The Local Files tab is divided into two panes.

• Top pane: The top pane displays file information, including the file type,

document ID, checkout date and time, and indexes specific to the selected

drawer. You can filter items in the Local Files tab by clicking the Filter button

to the left of each column heading. You can sort each column by clicking the

column heading.

14


• Bottom pane: The bottom pane displays the progress of files that are being

checked back into FileRoom, and includes the file name, path, status for the

selected files, and an upload progress bar.

To display the options available for the checked out files, click the Options button . The

Local Files dialog box appears. From the Options section of the Local Files dialog box, you

can select one of the following tasks:

• Check in saved changes and keep checked out

• Check in saved changes

• Undo checkout(s).

To reset all filters to show all available Local Files information, click the Reset Filter button.

Configurations tab The Configurations tab allows you to configure your FileRoom application settings.

Profile Settings section

You can configure the following profile settings.

15


• Default profile: This profile will be used for error handling. If you try to access

the application through a shortcut that refers to a deleted profile, the option of

using the default profile appears.

• Automatically create desktop shortcut: Select this check box to enable the

creation of desktop shortcuts for new profiles. Clear the check box to disable this

feature.

• Include file extensions: Select this check box to enable the addition of file

extensions to file names configured through file mapping.

• Mapping delimiter: Allows the ability to set delimiters to use when combining

predefined values and file mapping through selections in the drop-down list.

• Display indexes: Selecting the Display Indexes check box under the drawer

will open an indexing window when dragging and dropping a file to a profile

desktop shortcut. This is referred to as setting a profile to Interactive mode. This

allows you to modify the predefined index values before sending the file to

FileRoom. Clearing this check box sets a profile to Silent mode, in which indexes

do not appear and predefined profile values are used to index the document

when sending it to FileRoom.

Note: If mandatory fields are not predefined, the Index Documents window will

appear, regardless of the option selected.

• Default shortcut action: Select an option to define what happens when you

click a Control Panel shortcut on your desktop. By default, Run Document Search is selected. You can also select to open a document search or open the

Control Panel profile.

• Add profile to FileRoom folder in Outlook: Select this check box to add a

folder to Outlook for each profile that you create. When you drag an email

message to the Outlook folder, the message is added to FileRoom as specified in

the profile. You can also specify a default action that determines whether

message attachments are combined with the message as a single file or added

separately. Select the Show these options each time check box to make the

selection on a case-by-case basis.

16


Email Settings section

You can configure the following email settings.

• Notifications: Use the drop-down list to select one of the following options.

− Disable: No notifications are sent to the customer email address.

− Errors Only: Notifications are sent to the customer email address only if

errors occur during the upload process.

− Completed Only: Notifications are sent to the customer email address when

the upload process is complete.

− Errors+Completed: Notifications are sent to the customer email address

when errors occur in the upload process and when the process is complete.

• Customer Email: This setting determines the email address used for

notifications during the upload process. Either enter an email address or use the

default email address which is based on the login ID used to access FileRoom.

17


Log Settings section

Log files are located within each user profile.

You can select the following log level settings from the Log level list.

• Disable: No entries are recorded to the log file.

• Errors: Only errors are recorded to the log file.

• Errors+Warnings: Errors and warnings are recorded to the log file.

• Errors+Warning+Information: Errors, warnings, and additional information are

recorded in the log file.

18


Purge Settings section

You can configure the following purge settings.

• Purge History: Enter the number of days before the batch history is purged. This

field is also used to control when backups are purged for local files.

• Delete Backups: Select this check box to enable the deletion of backup copies

upon successful upload.

19


20

OPEN ISSUES There are no open issues for this release.

ADDRESSED ISSUES There are no addressed issues for this release.