Special considerations for Microsoft Word documents, Microsoft Excel tables, image files, and more

How are archive files saved?

You have two options to create and save archive files in CAS genesisWorld as document data record:

• Creating file references

The application files are saved in a folder on your computer or your network, and are available without CAS genesisWorld. The data record window for the document contains a reference, i.e. the absolute file path, and allows starting the corresponding application.

The file can be opened and edited with or without CAS genesisWorld. Such a file might not be available for others if you have moved the file to another folder.

• In the Document Archive

The files are saved to a special area of the database and are always available to users with sufficient rights. Due to a lock mechanism, a file cannot be edited by two users at the same time.

Only if you have saved a document in the Document Archive, all CAS genesisWorld functions are available.

When are archive files saved?

You edit archive files with the corresponding program, that is, Microsoft Word, Microsoft Excel, and so on.

If you open an archive file with CAS genesisWorld, this file is copied from the Document Archive to your local hard disk. When saving the file with Microsoft Word, Microsoft Excel, and so on, this copy is saved on the hard disc.

As long as the archive file is opened in Microsoft Word, Microsoft Excel, and so on, you cannot save the document data record in CAS genesisWorld.

Saving archive files and document data records

• To save an archive file, save the file first to Microsoft Word, Microsoft Excel, and so on.
• Close Microsoft Word, Microsoft Excel, and so on.
• Save the document data record in CAS genesisWorld.

Updating archive files automatically

In the Management Console, the administrator can define that archive files are saved in the Document Archive each time they are saved in Microsoft Word, Microsoft Excel, and so on.

The automatic update in the Document Archive is only available for documents which have been opened with the CAS genesisWorld Desktop Client.

The automatic update of archive files has the following consequences.

• Every time you save the archive file with Microsoft Word, Microsoft Excel, and so on, the archive file will automatically be updated in the Document Archive.

When automatically saving with Microsoft Word, Microsoft Excel, and so on, the archive file will not be updated.

• A record is kept on the Change log tab, each time the archive file is refreshed.

You will not be able to discard changes to the archive file by simply closing the data record without saving.

• Change log tab

• If the Create version automatically when saving option has been activated on the Versions tab, a version is created each time the archive file is updated. An automatic comment will be entered.

• Document/Versions tab

Different versions of Microsoft Office

It may occur that different Microsoft Office versions are deployed in your company. Then, users who work with older Office versions may not be able to open files that have been created with newer versions of Microsoft Office. In Microsoft Office programs, you can set the Compatibility to work with older versions. This setting must be defined during saving in the newer Microsoft Office version. Please contact your administrator for more information.

With the Overwrite archive file function in the Tools menu of a document data record, you can replace an existing archive file with another file. In the process, neither the file name extension nor the Microsoft Office version are checked.