Edit a communication attachment

Documents attached to a communication can be downloaded, edited in their applications and saved back to AVEVA Contract Risk Management.

Microsoft Word and Excel documents can be opened and saved back using the File Assistant Office add-in, if installed (cloud-hosted users only).

Note The same functionality applies to documents attached to communication reviews.

Users with the following contract roles can edit communication documents:

• Contract Owner

• Contract Administrator

• Company Representative

Members of the responsible party for any communication reviews can also edit the communication documents as part of their Review task, provided they have any necessary Confidential permission and the Allow Responsible Party to Edit Communication Documents option has been selected for the review. See Edit communication documents as a reviewer.

To edit a document and save it back to AVEVA Contract Risk Management:

1. On the Communication Details page, click the icon for a document to display its details.

   The Attachment Details window is displayed.

2. Click the Edit This File button.

   The file is automatically downloaded to your local Downloads folder.

   The icon for the document on the Communication Details page now shows a lock - the document is reserved for editing.

3. Open and edit the document as required and save the changes.

4. On the Communication Details page, click the icon for a document to display its details.

   The Attachment Details window is displayed.

5. Click the Reserved button.

   The Edit Options dialog box is displayed.

6. If version tracking is enabled for the document, click Replace file with a new version.

   If version tracking is not enabled for the document, click Replace the File.

   The Replace File dialog box is displayed.

7. Click Browse to search for the document you want to save to AVEVA Contract Risk Management.

8. Edit the attachment details as required and click Save to check in the changes to the document and clear the editing reservation.

   A confirmation message is displayed on the Attachment Details window. If version tracking is enabled for the document, its version number is incremented by 1.

To edit a document using the File Assistant:

Note Only Microsoft Word and Excel documents can be opened and saved back to AVEVA Contract Risk Management using the File Assistant.

9. On the Communication Details page, click the icon for a document to display its details.

   The Attachment Details window is displayed.

10. Click the Edit This File button.

    The file is automatically downloaded to your local Downloads folder.

    The icon for the document on the Communication Details page now shows a lock - the document is reserved for editing.

11. Open the file in the Microsoft Word or Excel desktop application as appropriate.

12. If necessary, log in to the File Assistant.

13. Edit the document as required.

14. Select the appropriate save option from the File Assistant:

    • If version tracking is enabled:

      1. Click Replace File with New Version. The File Assistant pane is refreshed.

      2. Enter a Reason for Change.

    • If version tracking is not enabled, click one of the available options:

      • Replace Existing File: The changes you have made are saved to AVEVA Contract Risk Management.

      • Save as a New File: A new attachment is created.

      If you chose to save as a new file, enter the name for the new file.

15. Click one of the available options:

    • Upload and Keep Reservation: If version tracking is enabled, a version of the document is saved to AVEVA Contract Risk Management. Otherwise, the replacement or new file is saved. You can continue to work on the document you have open. If you saved a new file, it will not be automatically reserved for editing.

    • Upload and Clear Reservation: If version tracking is enabled, a new version of the document is saved to AVEVA Contract Risk Management. Otherwise, the replacement or new file is saved. The document is no longer reserved for editing. To work further on this document through the File Assistant, you must reserve and download the latest version.

    A confirmation message is displayed. Click OK.

    Tip Delete any unneeded versions of the document from Windows Explorer once any reservation has been cleared.

For more information about the File Assistant, see The File Assistant.

To clear an editing reservation:

16. On the Communication Details page, click the icon for a document to display its details.

    The Attachment Details window is displayed.

17. Click the Reserved button.

    The Edit Options dialog box is displayed.

18. Click Clear Reservation.

    The reservation is cleared. If version tracking is enabled for the document, no change is made to the version number.

If you are using the File Assistant with Microsoft Word or Excel, you can use it to clear the reservation for any document you are editing. For more information, see The File Assistant.