Edit Documents Using Office for the Web

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Estimated Read Time: 7 Minutes

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Sections in this article:

• Overview
• How Saving and Versioning Works
• Using OFTW in the Vault
• Using OFTW within a Workflow
  • On a Workflow Card
  • Via Email
• Configuration
  • Enable the OFTW Connection
  • Enable OFTW Editing in Workflows

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Overview

Office for the Web (OFTW) allows Gatekeeper users to open and edit Microsoft Word documents directly in a web browser, removing the need to download and re-upload files.

How Saving and Versioning Works

While editing:

• The file is read-only for others. They can still preview it, but they can’t make their own edits until you save.
• The version history in Gatekeeper doesn’t update while you're working. If you download the file from Gatekeeper during this time, it will reflect the last saved version.
• Your edits are temporarily stored, so if you close your tab or browser, you can return and continue editing where you left off.

When you're done editing:

• Save your changes back to Gatekeeper via the Add-in. This creates a new version in Gatekeeper’s file history.
• Once saved, the document is then available for others to edit.

Using OFTW in the Vault

To edit documents directly from contract or vendor records:

1. Navigate to the relevant contract or vendor record and click the Files tab.
2. Expand the 3 dots next to a Word document, then expand Office for the Web.
   
   
   1. Select Preview to view the document in a read-only window.
   2. Select Edit to make changes to the document.
3. Once editing is complete, click Save in the Gatekeeper Add-in.
   

Previous versions will remain accessible from the version history.

Using OFTW within a Workflow

OFTW editing can be enabled during internal eNegotiate phases, so internal users can redline documents without having to download and manually re-upload the new version.

On a Workflow Card

Users with access to a workflow card in a phase where Submit Draft and OFTW actions are enabled can edit drafts using OFTW. 

To do this:

1. Navigate to the relevant workflow card.
2. Click Edit in Office for the web to edit the draft.
   
3. Add redlines and comments in Microsoft Word Online.
4. Once editing is complete, click Save in the Gatekeeper Add-in. This will appear as the next version in the Gatekeeper version history.
   

Via Email

If email notifications are enabled for a phase that includes both Submit Draft and OFTW actions, users will receive an email with a View Form button. Clicking this takes them to the workflow card where they can access and edit the file.

Configuration

Enable the OFTW Connection

OFTW is enabled by default, so in most cases no action is needed. If you need to reconnect it, for example after switching from another document management integration, follow the steps below:

1. From the navigation menu, expand Settings, then click Configuration.
2. Click Document Management.
3. On the GK Office for the Web tile, click Connect.
   

Enable OFTW Editing in Workflows

To allow users to edit files in OFTW on internal eNegotiate phases:

1. Click to edit the workflow phase where users will edit drafts using OFTW.
2. From Actions, select the OFTW checkbox under the Submit Contract Draft action.