Using the Document Editor

Use the Document Editor tab to add, organize, and edit document content. Policy Manager uses the Microsoft Word Editor to support document authoring and collaborative editing.

The Outline pane on the left shows the document structure and helps you manage sections and components. The Document pane on the right is where you manage the document name, section titles, and other content.

Collaborative editing

Collaborative editing is available during the DRAFTING and REVISING phases for documents with a Review Queue:

• Review Queue members can edit the same Microsoft Word document at the same time without taking ownership.

• If no Review Queue is assigned, only the document owner or an administrator can edit the document.

• To start a collaborative editing session, select Open in Microsoft Word. Other members can join the same session by selecting Open in Microsoft Word.

• Up to 5 users can edit the document simultaneously.

• You can continue editing content and adding new components during the session.

• Renaming, reorganizing, replacing, or deleting existing or newly created components is unavailable while collaborative editing is active.

• Replace Document and Mark Complete are unavailable while at least one user remains in the collaborative editing session.

• After all users close the Microsoft Word session, the document is no longer actively being edited and Replace Document and Mark Complete become available again. If you recently closed the editor, wait a moment and try again.

Editing the Outline section using Microsoft Editor

Use the following steps to add or change the Outline of the document.

1. Navigate to Finding and managing documents.

2. Select the Document Editor tab.

3. In the Outline pane on the left, select the more options to the right of Document. From the Outline pane, perform these steps:

   1. From the Document level, select the more options to Add a section or Rename. The section is to organize the document and does not contain document content. You can move sections to reorganize the document.
      

   2. From a section, select the more options to Add a component, Rename the section, or Remove the section. A component is where the document contents are placed.

   3. From a component, you select the more options to Rename or Remove the component. To move a section or component down to a new location, drag the section to the left then to the new location.

   4. Choose the Select button to add a component .

   5. Select the Upload button to upload a document file.

   6. Select Upload & Save document.

   7. Select the Preview button to view your changes.

   8. Select Save Document.

When collaborative editing is active, you can edit content and add new components, but you cannot rename, reorganize, replace, or delete components until all users have closed the editing session.

Microsoft Word Editor

You can edit or create a document from scratch using the Microsoft Word editor.

Key Benefits

• Auto Save: You can save your changes automatically every 30 seconds, ensuring work is not lost due to browser crashes or network issues, removing the need for manual saving.

• View auto refresh: The Document Editor view refreshes automatically when you close the editor page by using the Close button.

• Manual Save After Component Creation:You must manually save your content after you have created it from the Document level. A warning message appears prompting you to save your changes before creating a new component. This message disappears after you click the Save button.

• Save Button in Document Component:The Save button is now at the top of the metadata fields and only saves those fields under the Document Component, while the auto save feature supports the Document Editor in saving the documents.

• Hidden meta data during document editing:The metadata panel is hidden during editing, providing a wider view of the editor.

Using the Microsoft word editor toolbar

The Microsoft word editor consists of the following components:

Name	Description
Title bar	Displays the name of the document.
Quick Access toolbar	Offers shortcuts to common functions like Save, Undo, Redo. Shows document information like page number, word count, and language.
Status bar
Navigation pane	Helps in document searching and structure visualization.
Tell Me box	Allows you to quickly find and execute functions.
Dictate tool	Enables voice typing for hands-free text input.
Ribbon tab	It is the top toolbar in MS Word. It consists of multiple tabs: File tab: It contains file management components like new, open, save, print, export, and share.
Home tab	It consists of the following components: Formatting tools like font style, size, bold, italics, underline, and text color. Paragraph settings like alignment, line spacing, bullets, numbering. Clipboard options like cut, copy, paste.
Insert tab	It consists of the following components: You can add elements like tables, pictures, shapes, headers & footers, page numbers, and hyperlinks. Tools like text boxes, word art, and equations.
Design tab	Consists of page borders, colors, and fonts.
Layout tab	Supports you to adjust page setup options like margins, orientation, size, columns, and page breaks.
References tab	Consists of tools for citations, bibliography, footnotes, endnotes, table of contents, and captions.
Review tab	Consists of spelling & grammar check, track changes, comments, and word count.
View tab	Consists of print layout, read mode, web layout. Provides access to navigation pane and grid lines.

After editing your contents, select Save Document button to save your document.

Adding content to the document using Microsoft word editor

On the Document Editor tab, select a section and choose between the following buttons:

1. Select the Upload button to drag and drop or browse for a .doc, .docx, document to import to the section > Upload & Save. Once uploaded, you can edit the content. There is no link between the uploaded document and your document.

   Note

   If you upload a document in .pdf format, it cannot be edited within the Document Editor.

2. Select the Select button to select an existing component.

3. Select the Edit button to edit the existing content or add comments.

4. Select the Create New button to add the initial content.

Version History during collaborative editing

Version History continues to work as before when collaborative editing is enabled.

• Changes made by all users are captured in Version History.

• Available document versions remain accessible for review.

• Review Queue members can use Version History to verify and validate document changes.

• Collaborative editing changes how users work together, but does not change version tracking or history management.