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User Manual

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ProNovia SAP DMS MSOfficeIntegration

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Issue March 2017 / A.01.0All rights reserved.

This document is copyrighted and may not be modified without the prior written consent of the publisher.Reproduction and distribution is permitted only with the following legal notice:© 2017 ProNovia AGChanges and updates without notice.Microsoft is a registered trademark of Microsoft Corporation.SAP is registered trademark of SAP AG.ProNovia is a registered trademark of ProNovia AG.

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Disclaimer

ProNovia AG assumes no responsibility for any typographical, technical, or other inaccuracies, errors, oromissions and their consequences. Liability in respect of the software described herein, please see oursoftware terms.

Publisher / Contact

ProNovia AGP.O. BoxCH-8180 BülachFon +41 44 860 13 06Fax +41 44 860 13 07Website www.pronovia.comE-Mail info [at] pronovia.com

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ProNovia AG, P.O. Box, CH-8180 Bülach 3

Table of Content

..............................................................................................5Introduction1

..................................................................................................................................51.1 Other documents

..................................................................................................................................51.2 Prerequisites

..................................................................................................................................51.3 Abbreviations

..................................................................................................................................61.4 Symbols in this document

..............................................................................................7Microsoft Office Settings2

..............................................................................................8Microsoft Word3

..................................................................................................................................83.1 Technical Background

..................................................................................................................................83.2 Insert Fields to a Master Template

..................................................................................................................................93.3 Tipps and Tricks

3.3.1 ...........................................................................................................................9In General

3.3.2 ...........................................................................................................................10Form Protection

3.3.3 ...........................................................................................................................13Error Message

3.3.4 ...........................................................................................................................14View Field Definition

3.3.5 ...........................................................................................................................14Testing

3.3.6 ...........................................................................................................................15Show User-Defined Document Properties

3.3.7 ...........................................................................................................................15AddIn Installation Error

..............................................................................................16Microsoft Excel4

..................................................................................................................................164.1 Technical Background

..................................................................................................................................164.2 Insert Named Cells to a Master Template

..................................................................................................................................174.3 Tipps And Tricks

4.3.1 ...........................................................................................................................17In General

4.3.2 ...........................................................................................................................17Header

4.3.3 ...........................................................................................................................18Format

4.3.4 ...........................................................................................................................18Sheet Protection

4.3.5 ...........................................................................................................................19No Values Are Indicated

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4.3.6 ...........................................................................................................................19Show and Change Names

4.3.7 ...........................................................................................................................20Multiple Usage of Values

4.3.8 ...........................................................................................................................20Testing

4.3.9 ...........................................................................................................................21Show User-Defined File Properties

4.3.10 ...........................................................................................................................21AddIn Installation Error

Introduction

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1 IntroductionThis document describes the main functions of ProNovia SAP DMS MSOfficeIntegration and explains thecreation of template documents for all supported Microsoft Office Applications.

1.1 Other documents

All relevant and available documents are found in the ProNovia Support Center: http://support.pronovia.ch.

1.2 Prerequisites

Prerequisites for using ProNovia products:

· ProNovia products to be used must be installed and setup correctly on the relevant systems.

· ProNovia products must be properly integrated, activated and configured. Details see document ProNoviaBasic Library, Integration and Enhancement Manual.

· To use ProNovia products, valid licenses for each product must be loaded on each system. Details seedocument ProNovia Basic Library, Integration and Enhancement Manual.

· The necessary permissions for the display and maintenance of SAP objects must be present.

1.3 Abbreviations

Some abbreviations used in the ProNovia documents:

Abbreviation Stands for

ADM ProNovia SAP PLM Administrator

AFW ProNovia Application Framework

CDB ProNovia SAP PLM CFM DynamicBaseline

CFM ProNovia SAP PLM ConfigurationManager

CHD ProNovia SAP DMS ChangeDoc

DMC ProNovia SAP DocumentManagementClient

ESB ProNovia SAP EasyBrowse

GCP ProNovia SAP PLM ProcessManager Generic CAD Plugin

MMS ProNovia SAP MaterialMasterSupport

MSC ProNovia SAP PLM StructureControl

MSO ProNovia SAP DMS MSOfficeIntegration

OBJ ProNovia Object Services

OLM ProNovia SAP ObjectLifecycleManager

PCF ProNovia SAP Client Framework

PCM ProNovia SAP PLM ChangeManager

PLC ProNovia SAP PLM Client

PRL ProNovia SAP PLM ProcessManager LogisticExtension

SDF ProNovia SAP DMS FrameWork

http://support.pronovia.ch

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Introduction


Abbreviation Stands for

UTI ProNovia Basic Library

More terms are described in the ProNovia SAP PLM Glossar.

1.4 Symbols in this document

In this document following symbols may be used:

Important or critical hint, to pay special attention to.

Additional information.

BusinessAddIns (BAdi) are available. They are described in the corresponding Installation andEnhancement Manual.

Function protected by SAP authorization.

Microsoft Office Settings

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2 Microsoft Office SettingsTo work with macros in Microsoft Office, the ribbon for development tools must be enabled. Enable DeveloperRibbon in File Word Options Customize Ribbon. See Microsoft Developer Network note 608625(https://msdn.microsoft.com/en-us/library/bb608625.aspx).

https://msdn.microsoft.com/en-us/library/bb608625.aspx)

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Microsoft Word


3 Microsoft WordThis chapter explains the creation of master templates which can be used and/or automatically filled byProNovia SAP DMS MSOfficeIntegration. How to file master templates in SAP DMS is described in theProNovia SAP DMS FrameWork Manual.

3.1 Technical Background

Values from the SAP system are stored under user-defined file properties. In order to show the value in a Worddocument, a field with function DocProperty and name of the property must be inserted.

3.2 Insert Fields to a Master Template

The following steps are necessary to insert a field in a Word document. All fields available by default aredescribed the manual of ProNovia SAP DMS FrameWork. Customizing exits allow the output of additionalfields.

Microsoft Word

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Procedure

· Position the cursor where the field shall be inserted: Insert Quick Parts Field.

· After field DocProperty has been selected, the user-defined file property can be defined.

If an automatic filling has already been carried out once to this master template, the field can beselected via push button Options...

3.3 Tipps and Tricks

Please regard the following tipps and tricks, which can be helpful for customizing as well as for debugging.

3.3.1 In General

Microsoft Office Word must allow the execution of application AddIns.

No digital signatures are supported in Microsoft Word documents. Already existing digital signatures willbe lost. In general digital signatures become invalid when a document is edited.

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Microsoft Word


3.3.2 Form Protection

The ProNovia SAP DMS MSOfficeIntegration AddIn for Microsoft Word supports documents which are workingwith forms and are having a form protection. In order to add values to such a document, the user must know therelevant password. The password set in the customizing will then be canceled temporarily and reset with thesame password. All values in the form fields will remain.

In case the form is protected without a password, „no password“ must be set as password in the customizing.This way the AddIn will cancel the form protection temporarily and reset it without password.

For documents without form protection, no special procedure is required (independent of customizing settings.)

Microsoft Word always requires a password in lower-case letters. ProNovia SAP DMSMSOfficeIntegration AddIn for Microsoft Word always converts the password into lower-case letters.

Customizing ProNovia SAP DMS MSOfficeIntegration

Document Protection

How to prepare a MS Word 2010 file

Step Description

1 Open the Word file

Open the Word file and position the cursor at the very beginning of the file.

Microsoft Word

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Step Description

2 Breaks

· Insert section break „Continuous“.

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Microsoft Word


Step Description

3 Document Protection

Protect Document: Restrict formatting and editing in ribbon Developer Tools.

Microsoft Word

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Step Description

4 Select Sections

· Section 1 must be selected as protected section (use "Select sections...")

· Header and footer are automatically assigned to the first section.

5 Password

· Add password for document protection.

· Password must match the password as deposit in ProNovia SDF (lower case letters).

6 · Header and footer are now protected against editing

3.3.3 Error Message

After a field has been added, the following error message may appear:

„Error! Unknown name for document porperties.“

Possible reasons:

· AddIn has not been installed correctly. If the correct values are registered in the file properties, the AddIn hasbeen installed correctly, see also View User Defined Document Properties .

· The master original wasn’t automatically filled before, the relevant user-defined file property was not yetdefined.

· The name of the user-defined file property is incorrect or the prefix for the key is missing.

· The property used is a characteristic value, which is not used in this document type.

· The name is not yet filled by the filling component.

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Microsoft Word


3.3.4 View Field Definition

Using the context menu, the field code will be indicated and can be modified.

Short Cuts

· Display field codes: Shift+F9

· Hide field codes: F9

3.3.5 Testing

In order to test the master template, the AddIn must be available in the correct directory (acc. MicrosoftMicrosoft Office Option „File storage“) and the automatic filling file must be copied into the designatee directory(Directory defined with variable %TEMP%, file name $_SAPtoWord.dat).

For the testing, the automatic filling file should contain the program lines as listed below. It is important for thetesting, that options „SAVE“, „QUIT“ and „KILL“ are set „N“. All fields which shall be tested, have to be listed in[DATA] with a key (upper case letters, no prefix). For additional information please refer to the ProNovia SAPDMS FrameWork Manual for default keys and values. It is also described how to create such a file withProNovia Trace.

[INFO]

VERSI=1

UNAME=TEST

DATUM=20000316

UZEIT=122652

SAVE=N

QUIT=N

KILL=N

RESET=Y

PREFIX=SAP

FILENAME={TESTMODE}

[DATA]

DOKNR=1234567890

...

The execution of the macro is possible via Developer Macros. For the execution select macroStartSapToWord. Or just close and reopen the master template.

Microsoft Word

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3.3.6 Show User-Defined Document Properties

All currently defined file properties can be displayed in the Microsoft Word menu: Information Properties Document properties.

3.3.7 AddIn Installation Error

If any Word application is used, when ProNovia SAP DMS FrameWork is installing ProNovia SAPtoWord AddInit may lead to an error.

The AddIn will only be installed once (or after an up-date). If this error occurres, all Word applications must beclosed and the automatic filling (or Installation) must be repeated.

In general it is recommend to install the AddIn by a software distribution.

MSO

Microsoft Excel


4 Microsoft ExcelThis chapter explains the creation of Microsoft Excel master templates which can be used and/or automaticallyfilled by ProNovia SAP DMS MSOfficeIntegration. How to file master templates in SAP DMS is described intheProNovia SAP DMS FrameWork Manual.

4.1 Technical Background

Values from the SAP system are stored in the user-defined file properties. In order to show the value in aMicrosoft Excel cell, the relevant cell must be name after the user-defined file properties. The AddIn will then fillthe named cell with values form the user-defined documents properties.

4.2 Insert Named Cells to a Master Template

The following steps are necessary, to assign a name to a cell in a Microsoft Excel documents. The availablefields are described in the ProNovia SAP DMS FrameWork Manual. Customer exits allow the output ofadditional fields.

· Mark the cell, which shall be automatically filled.

· Mark the name cell.

Microsoft Excel

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· Enter the user-defined file property or the SAP value which shall be indicated.

4.3 Tipps And Tricks

Please regard the following tipps and tricks, which can be helpful for customizing as well as for debugging.

4.3.1 In General

Microsoft Office Excel must allow the execution of application AddIns.

No digital signatures are supported in Microsoft Excel documents. Already existing digital signatures willbe lost. In general digital signatures become invalid when a document is edited.

4.3.2 Header

Microsoft Excel does not allow references on user-defined file properties or cells; therefor no values can beindicated.

In order to create a header with values from the user-defined file properties, one or several lines can be definedas print area. ( Page Layout Sheet Print Area).

Template File" Example Excel Template.xls", which is added to the ProNovia SAP DMS MSOfficeIntegrationKit has defined such a print area.

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Microsoft Excel


4.3.3 Format

The cell can be formatted like any other cell in Microsoft Excel, all format options can be used.

In case of leading zeros in values, e.g. part document or version shall be indicated, the cell must beformatted as text ( Tab Format cells Category Text).

4.3.4 Sheet Protection

ProNovia SAP DMS MSOfficeIntegration for Microsoft Excel supports tables with protected sections. Thepassword must be available for the automatic filling. The password set in the customizing will then be canceledtemporarily and reset with the same password.

In case the form is protected without a password, „no password“ must be set as password in the customizing.This way the AddIn will cancel the form protection temporarily and reset it without password.

For documents without form protection, no special procedure is required (independent of customizingsettings)..

Microsoft Excel requires passwords in lower case letters. The ProNovia SAP DMS MSOfficeIntegrationAddIn for Microsoft Excel will always convert the password set in the customizing in to lower caseletters.

Regarding the customizing settings, see also ProNovia SAP DMS FrameWork Customizing Manual.

Microsoft Excel

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4.3.5 No Values Are Indicated

Unlike Microsoft Word the values will be written to the cells during the automatic filling process. As aconsequence, the user-defined file properties can be filled, but the cells don’t indicate fields or only of values.

If the value is incorrect after the automatic filling, it may have the following reasons:

· Incorrect installation of the AddIn. If the field properties indicate correct values, the AddIn was installedcorrectly. See also Show User-Defined File Properties .

· The cell name is wrong or the prefix before the key was forgotten.

· The user-defined file property is a characteristic value, which is not supported for this document type.

· The name is not (yet) filled by the filling module.

4.3.6 Show and Change Names

On the Formula Tab Define Name Name Manager it is possible to indicate and change already definednames.

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Microsoft Excel


4.3.7 Multiple Usage of Values

A name can only be used once in a Microsoft Excel spreadsheet. In order to use the same value several times,the first cell must be named after the name of the user-defined file property and for other cells the „=“ sign isentered, followed by the desired name.

4.3.8 Testing

In order to test the master template, the AddIn must be available in the correct directory (acc. MicrosoftMicrosoft Office Option „File storage“) and the automatic filling file must be copied into the designated directory(Directory defined with variable %TEMP%, file name $_SAPtoWord.dat).

For the testing, the automatic filling file should contain the Program lines as listed below. It is important for thetesting, that options „SAVE“, „QUIT“ and „KILL“ are set „N“. All fields which shall be tested, have to be listed in[DATA] with a key (upper case letters, no prefix). For additional information please refer to the ProNovia SAPDMS FrameWork Manual for default keys and values. It is also described how to create such a file withProNovia Trace.

[INFO]

VERSI=1

UNAME=TEST

DATUM=20000316

UZEIT=122652

SAVE=N

QUIT=N

KILL=N

RESET=Y

PREFIX=SAP

[DATA]

DOKNR=1234567890

...

By closing and opening of the document, the automatic filling will be performed.

Microsoft Excel

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4.3.9 Show User-Defined File Properties

All currently user-defined file properties can be indicated via Microsoft Excel menu: Information Properties Document properties.

4.3.10 AddIn Installation Error

If any Excel application is used, when ProNovia SAP DMS FrameWork is installing the ProNovia SAPtoExcelAddIn it may lead to an error.

The AddIn will only be installed once (or after an up-date). If the error occurred, all Excel applications must beclosed and the automatic filling (or Installation) must be repeated.

In general it is recommend to install the AddIn by a software distribution.

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