Document Model

The models are intended to facilitate document creation and also to help maintain a standard. Thus, when the end user creates a document of a certain type, it will not start from scratch, but from a previously approved model, already containing the style, fonts, figures, content and guidelines to assist. Creating models will cause, on the new document screen, the File field to be filled with a document that will serve as a model.

To access document models, go to Documents > Configure > Document Model, as shown in the following image:

When you access the Document Models screen, you will see the following screen:

New Document Model

To create a new document model, click New. To create more than one new model, click New (batch):

When you click, the following screen appears:

1. Code: Comes filled in, but can be modified. This field is mandatory and unique, that is, besides not being able to be empty, there can be no other document model with the same code.
2. Name: Enter a title for the model being created. This field is mandatory.
3. Description: is an information-only field and is for you to fill in a description of the document model being created.
4. Template File: You can define the document model made available to the user.

• When you select Yes to insert a file as a model, the File field appears. Under File, select the file that will be used as a document model. The selection of a file is mandatory:

• Selecting No in the Model File field displays the Adapter field. In Adapter, necessarily insert a Java class with a custom document model:

5. Document Type that will have the model linked. By selecting a type, you can insert document type fields as quick parts.

After creating the document model, click Ok to save the model.

Editing Document Models

To edit a document model, on the Document Models screen, click the Edit icon, as shown in the following screen:

The model edit screen will be available:

After finalizing the changes, click Ok to save the data.

Parallel File Editing

Parallel file editing works by giving priority to the first editor of that file.

So for example, when a user clicks on the action arrow of a file and selects the option to "Open", at the same moment the connection with FusionBOX will be initiated so that the file will be opened in editing in Word.

The moment this user opens the file in Word, the system automatically creates a lock and links that file to the user performing the edit. Therefore, when editing has been completed and the save option is selected, FusionBOX will perform the action of saving the file on the Fusion Platform if the user has the appropriate permissions.

If a user tries to edit the same file already linked to another user, FusionBOX itself will provide a message informing that the same file is being edited by another user, so it is necessary that the edition is completed, so that a new one can be performed.

The only action that can occur in a file being edited by another user is viewing it and also saving it locally on your machine, if you have the proper permissions.

If the connection to FusionBox is lost while editing a file, it will also be released for other users to edit it if they want to.

Attention

Important to note that at the moment a file is locked in editing with any user, the options to "Sign", "Set Signatories" of the electronic and/or digital signature, "Search", "Scan", click on the "x" of the file, "Remove" and/or drag another file in order to "Replace" the current one, a message will also be available on screen, informing that since the file is being edited, it is not possible to perform such actions on it.

Adding Quick Parts

Quick Parts, or Direct Mail, is a resource for the completed fields to be linked directly to the document. To create a document with quick parts, first of all, create a document that will serve as a model. The following image shows an example:

Notice the spaces left blank in the sentences. These spaces will be configured to be filled with document type fields.

Attention: Quick Parts can be configured in both Word and Libre Office files, but it is important that regardless of the editor used, the file extension is “.docx” or “.doc”.

In the document model, fill in the fields with the model data. Under File, select the created document. Click Ok to save:

After you create the document model, you must create the document type. It will be in the document type where the fields that the user will fill in and that will be displayed in the document will be configured. Go to Document Types and create a new one, to learn how to create a new document type, go to Document Types.

Clicking New Document Type displays the screen for completing the type settings.

In the fields session, add the required fields to the document. In this example, five fields were created, the Full Name, RG, CPF, Plan Number and Cancellation Date field, as shown in the following screen:

Attention: For each field, make sure it's marked as a quick part. This option can be viewed in Edit Field > More Options. As the picture below:

When you finish editing the document, click the Save icon and when you return to the model screen of the document being edited, change the file to that file that was being inserted quick parts, then click Ok to save the document model.

Create the number of fields you need to use as quick parts of the document, then click to save the document type.

To open the document and configure the quick parts, in Document Models, click on the editing icon of the Protocol model (previously registered model):

It should open in edit mode, as shown in the following image:

In the file field, you must enter the previously created .docx file. Then select the Document Type created, with this, the model calls the document type fields:

After selecting the type, click Apply.

Attention

It is possible to create more than one document template and select the same type. This option should be used only when, in the document type, there are more fields of file type, because in this way, you will be able to choose the template that will be used in each field. As shown in the image below:

If the scenario does not apply to the one specified above, it is not recommended to use the same type of document in more templates, since the template that will prevail when creating the document will always be the first one that was created.

Attention

From here the settings may differ according to the editor used by the user (Word or Libre Office).

Note

Character limits are set for quick-share documents. For files in the format .doc, the limit is 1500 characters, for the Office 2016 suite. For .docx files, the limit is 100 thousand characters, which is the limit set by Fusion.

Word

After selecting the document type, click the file actions arrow:

Select the Open option, then the document will open in edit mode.

Note: You must have Fusion Box configured to perform this action.

With the document open in edit mode, place the mouse where the quick part should be inserted, and in the Word menu go to: Insert > Quick Parts > Field. According to the following screen:

Clicking Field displays the following screen:

For Fields Name, select DocProperty:

Under Property, select the fields created in the Document Type. For example, if in the document the space that will match the full name was selected, then in Property find the field that corresponds to the full name:

Note: Document type fields are displayed with “Neomind” in front of the name of each field.

To save the inclusion of this field, click Ok.

When you finish adding the metadata, the fields in the document will be displayed, as exemplified in the following image:

Note: It is possible to add system variables in the configuration of quick part fields, such as Document Version, Publication Date, and more. To do this, simply locate within field properties, the desired variable, in the image below we have, for example, the document version field:

When you are finished editing the document, click the Save icon and when returning to the model screen of the document you are creating, click Ok.

Attention

Once you have finished editing the document and downloaded the file in DOCX format, the field information will appear correctly updated and populated in the quick parts of the downloaded file. That is, when you open this downloaded document (DOCX), you will be able to see the fields in the document already correctly entered, as filled in within Fusion.

However, for DOC files, the information cannot be downloaded with the fields already updated in the file. This happens due to limitations of WORD itself. Thus, when downloading the DOC file and opening it, it will be necessary to right-click inside the file and update the information so that the quick parts fields are updated and receive the data from Fusion.

Libre Office

After selecting the document type, click the file actions arrow:

Select the Download option, then the document will be downloaded to your computer.

When finished, find it on your computer and select the option to open with Libre Office:

With the document open, place the mouse where the information will be inserted, then go to: Insert > Field > More Fields as shown in the following screen:

Clicking More Fields displays the following screen:

Attention: Make sure you're on the DocInformation tab:

Expand the Custom section:

Then select the fields created in the Document Type. For example, if in the document the space that will match the full name was selected, then in Property find the field that corresponds to the full name:

Note: Document type fields are displayed with “Neomind” in front of the name of each field.

To save the inclusion of this field, click Insert, then Close.

When you complete the inclusion of the quick parts, the fields will be displayed in the document, as exemplified in the following image:

Note: It is possible to add system variables in the configuration of quick part fields, such as Document Version, Publication Date, and more. To do this, simply locate within field properties, the desired variable, in the image below we have, for example, the document version field:

When you finish editing the document, click the Save icon and when you return to the model screen of the document being edited, change the file to that file that was being inserted quick parts, then click Ok to save the document model.

Publishing Documents with Quick Parts

Publish a new document. To do this, go to the document center and select the desired folder. Click New Document, select the type of document you created, in the Data tab, complete the fields and click the action arrow next to the next button, click the Save in Edition option (if you want to see what your document will look like before you publish it itself), as shown in the following screen:

After saving in editing, click the File field to see if the fields for the quick parts have been filled with the values entered during publication. When you click, the following screen appears:

Ready! The creation of quick parts in the document model is now complete

Deleting Document Models

To delete a model, click on the x as the following screen displays:

To delete more than one model, select the desired ones and click Delete:

Clicking Delete will display a confirmation screen. Confirm to effect the deletion.