The File Assistant

The AVEVA Contract Risk Management File Assistant is a Microsoft Office 365 add-in, which enables users to directly open a Word or Excel document in its Microsoft Office application for editing and saving back.

The File Assistant add-in is only available for cloud-hosted AVEVA Contract Risk Management systems, and can be used in the Word and Excel desktop applications for Microsoft Office 365. It cannot be used in browser-based Microsoft Office 365 applications and cannot be used with Office 365 IRM restricted documents. For further information about the availability of the File Assistant, contact your Administrator.

Once your Administrator has made the File Assistant available for use, you can download any Word or Excel document that is attached to a communication or communication review, edit it in the desktop application, and save it back to AVEVA Contract Risk Management.

The File Assistant is also used to bulk update the details of pending company users. See Update pending users for more information.

When you open an AVEVA Contract Risk Management document in Word, you must log in to the File Assistant using the appropriate credentials. Your login will expire after a default time of one hour, but you will be able to log back in again without losing any changes.

Warning You cannot use the File Assistant if you are a delegate performing tasks on behalf of another user (Temporary delegation of authority). Instead check the file out, edit it, and check it back in manually.

Reserve and download a document

1. On the Communication Details page or the Communication tab of the review, click the icon for the document.

   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 in AVEVA Contract Risk Management now shows a lock - the document is reserved for editing.

Open a document in the File Assistant

3. From Windows Explorer, open the Word or Excel file in the desktop application (for example, from the Downloads folder). You can also open the application and browse for the file.

4. On the Home ribbon bar, click the AVEVA File Assistant icon.

   The File Assistant opens in a panel on the right side of the screen.

5. Click Login to sign in to AVEVA Contract Risk Management with your CONNECT user ID. This is required even if you are already logged in through your browser.

   The File Assistant pane is refreshed to show your options.

   You can:

   • Click View File Details to see the details of the file, including information about the communication it is attached to. Click the Home icon in the top left to return.

   • Click the User icon in the top right to see the name and email address of the currently logged-in user, and to log out if required.

Save a document back to AVEVA Contract Risk Management

Once you have made your changes, save the document back to AVEVA Contract Risk Management as follows.

Tip You can save your document locally at any time and continue to work on it without needing to save it back to AVEVA Contract Risk Management. Save it using the File Assistant to ensure changes are uploaded to AVEVA Contract Risk Management.

If version tracking is enabled:

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

7. Enter a Reason for Change.

8. Click one of the available options:

   • Upload and Keep Reservation: A new version of the document is saved to AVEVA Contract Risk Management and you can continue to work on the document you have open.

   • Upload and Clear Reservation: A new version of the document is saved to AVEVA Contract Risk Management and 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.

9. A confirmation message is displayed. Click OK.

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

If version tracking is not enabled:

10. 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.

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

12. Click one of the available options:

    • Upload and Keep Reservation: The replacement or new file is saved to AVEVA Contract Risk Management and 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: A replacement or new file is saved to AVEVA Contract Risk Management and 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.

13. A confirmation message is displayed. Click OK.

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

Clear your document reservation

If you reserve and download a document but no longer need to make any changes or wish to discard the ones you have made, you can clear the reservation.

14. On the File Assistant pane, click Clear Reservation.

15. Click Confirm. A confirmation message is displayed.

16. Delete any unneeded versions of the document from Windows Explorer.

Troubleshooting

If you find yourself unable to sign out from the File Assistant because, for example, your credentials have changed, you can force the end your session so that you can sign in as a different user. On the File Assistant, click the arrow at the very bottom of the pane to open the Advanced Options page, and click End session and log in as new user.