Microsoft Office For The Web Integration

Purpose: Collaboratively edit certain files that are stored in LegalServer.

Cost: No additional cost. Your organization's users will need to have access to their own licensed Microsoft Office accounts.

Status: Available on all sites (new as of 2024-11-08 on live sites).

In this article:

• Files that Support Editing
• Files that Support Viewing Only
• Files that Can be Created in LegalServer
• Benefits of OFTW Integration
• Confidentiality
• Administrative Setup
  • Enable
  • Controlling which Documents Display the OFTW Icon(s)

Files that Support Editing

Microsoft Office for the Web (OFTW) allows users to seamlessly open, edit, and save certain types of documents directly within LegalServer using Microsoft's web-based Office applications. These include Microsoft Word (.DOCX files, not older .DOC files), Excel (.XLSX files, not older .XLS files), PowerPoint, and ODT files (with a warning about compatibility).

Files that Support Viewing Only

Other files, for example RTF (Rich Text Format) files will open in read only mode, but may have an icon to "Convert to DOCX".

Files that Can be Created in LegalServer

Beyond Document Templates, the Document List block provides a button to create either DOCX or XLSX files. In the top right corner there is icon to create the file and to create a folder. This button will open in a new tab.

Creating a file allows you to give it a name and all the LegalServer metadata. You can choose the File Type of either Word or Excel. Once the file is created, you'll be taken to the Office for the Web editor of that file so you can immediately start modifying it.

Benefits of OFTW Integration

• Enhanced Collaboration: Multiple users can work on the same document in real-time.
• Accessibility: Access documents from any device with an internet connection.
• Secure Storage: Save and manage documents directly within the secure LegalServer environment.
• No Installation Required: Use Microsoft Office applications without installing desktop versions.

Once this feature is enabled, navigate to a document and click its title to see options, or click this icon:

Upon clicking the document icon, you will be taken to a Microsoft Office Authentication page unless you are already logged into a single Microsoft account. It will then take you to Microsoft Word/Excel/PowerPoint Online and let you edit.

Edits are automatically saved back to LegalServer. Collaborative edits are available if multiple people edit the same document.

Confidentiality

Users should assume that all content of the documents viewed with OFTW are processed at least in part in Microsoft's cloud environment, and should be aware of the data privacy policies contained in the agency's Microsoft 365 license with Microsoft and/or other agreements with Microsoft.

Administrative Setup

Enable

Site administrators enable this feature on the Admin > Document Settings page:

Site administrators will also need to confirm that the Admin -> Document Settings page also has this setting enabled:

Without that setting, you'll end up seeing the older Document list that does not offer the Office for the Web Links.

Controlling which Documents Display the OFTW Icon(s)

The OFTW File Types lookup lets administrators control which file extensions offer the the OFTW icons.

Setting an extension to open in OFTW does not control whether those files open in OFTW in edit mode or read only mode. That is controlled by Microsoft.