Relius Documents ASP Doc Editor , select option 2

Transcription

1 Relius Documents ASP Doc Editor , select option 2

2 Table of Contents Overview...3 User Permissions...5 Creating Doc Edits...6 Doc Edit Library Doc Edit Library Page Doc Edit Maintenance Page Appendix A Glossary of Terms Contact us

3 Overview The Doc Editor is included with your license for Relius Documents ASP. This feature allows you to customize document output via a specialized version of Microsoft Word and save each of your modifications within the system so they are retained with subsequent rebuilds of the same document. In addition, the Doc Editor allows you to save the modifications for one project to a library so they may be applied to other projects within your system. To summarize, the Doc Editor feature will allow you to perform the following actions: Customize any document that is output from the Relius Documents system with images, formatting changes, and modified or deleted language and save the edits so they appear in the document each time it is regenerated through the application. Save your edits to a library so they may be applied to multiple projects at one time. View a listing of all modifications made across all the projects in your system and remove any number of selected edits in masse. Compare your customized plan language to the default language provide by FIS Relius. Important Information Before You Begin Please note that use of the Doc Editor requires the installation of certain prerequisites and confirmations of certain settings on each workstation from which you intend to use this feature. It is recommended that you contact your system administrator to perform installations of any necessary components before attempting to use the functionality outlined in this document. Items that will require attention are as follows: Microsoft.NET Framework this version of.net Framework is required in order to use the Doc Editor add-in for Microsoft Word. A free download of the installation package is available from the Microsoft Download Center website at Visual Studio 2010 Tools for Office Runtime this is required for Doc Editor to install properly. A free download of the registrable is available from the Microsoft Download Center website at Microsoft Word 2010, 2013, or 2016 you must have your own licensed installation of either of these specific versions of Word in order to use the functions of the Doc Editor. All other versions of Word are NOT compatible with FIS Relius Doc Editor plug-in. Word Paragraph Setting to ensure proper outputs within edited documents, your Paragraph settings within Word during Doc Editor sessions MUST be set for Single line, 0 pt. spacing. To verify this setting, from within the Word toolbar go to Page Layout > Paragraph. On the Indents and Spacing tab of the Paragraph dialog box, be sure the Line Spacing option is set to Single and the Before and After options are set to 0pt. Track Changes to ensure the changes you make in Doc Editor are saved, your Track Changes MUST be turned on. To verify this setting within the Word toolbar go to Review > Tacking. Verify that Track Changes is turned on and All Markup is selected. 3

4 Internet Explorer (IE) 10, 11, or Edge if IE is your preferred browser, you will need to make sure you have the proper security zone settings in place in order to install and use the Doc Editor feature. These settings are accessed by going to Tools > Internet Options within IE toolbar Figure 1 Figure 2 From the Internet Options dialog box, go to the Security tab. Select the Trusted Sites zone and then click Sites. Be sure that doc.corbel.com or *.corbel.com is on the list of your trusted sites. Upon returning to the Internet Options dialog box, be sure the security level for the Trusted sites zone is set to Medium-low or Low. This will ensure that the Doc Editor feature can be installed when initiated from Relius Documents ASP. If you fail to comply with these settings the Doc Editor will not launch when invoked from Checklist Entry. Figure 3 4

5 Firefox if Firefox is your preferred browser, you will need to install the.net Framework assistant add-on for Firefox in order to use the Doc Editor feature. A free download of the installation package is available at Framework-Assistant.shtml Google Chrome if Chrome is your preferred browser, you will need to install the ClickOnce extension for Chrome in order to use the Doc Editor feature. A free download of the installation package is available from the Google Chrome web store at User Permissions In order to utilize the functionality provided with the Doc Editor, users must first be given access to the service by someone with Project Administrator rights. Permissions may be granted to one or more users via user group settings. As a subscriber to Relius Documents ASP, your account will be automatically licensed for the Doc Editor service. If you are a project administrator for your Relius Documents system, you can grant users access to this feature by going to Administration > User Group Setup > Modify. Select the user group that you would like to grant access to the Doc Editor feature and click Ok. Under the Services tab, check the box for Doc Editor. Every user that is assigned to this user group will now have the ability to modify documents via Doc Editor assuming their workstation is equipped with a supported installation of Word. Figure 4 5

6 Doc Editor Options Once the Doc Editor check box option has been selected under the Services tab for a particular user group, a separate Doc Editor tab will appear. From here you can set certain Doc Editor options for the user group as they relate to saving edits to your account s Doc Edit library. Figure 5 Users in this group can save to the Doc Edit Library check this box to grant the users belonging to the selected User Group with rights to save the Doc Edits for a single project to the Doc Edit Library of the current account. If this box is left unchecked, users in the group will be limited to creating and saving Doc Edits for single projects. Users in this group can apply Doc Edit Library files to one or more projects check this box to grant users belonging to the selected User Group with rights to apply Doc Edits to one or more projects under your account. If this box is left unchecked, users in the group will not be able to apply library modifications to other proejcts. Creating Doc Edits To create a Doc Edit you must first open the checklist for the project you wish to modify. To do so, go to Project > Existing and highlight the project you intend to open and click Open Checklist from the left. Figure 6 6

7 Make elections to complete the opened checklist. When you are ready to edit a document, click the Doc Edit toolbar button. A list of all the documents that can possibly be generated from the current checklist will be displayed. Figure 7 The application will check for an instance of Microsoft Word 2010, 2013, or 2016 on the current workstation. If one of these supported versions of Word is not found, you will not be able to proceed. Otherwise, the application will then check for the necessary Doc Editor add-in components. If you are attempting to use the Doc Editor for the first time on the current workstation, you will be presented with a series of prompts relating to the install of necessary programs on your workstation. Click Yes or Install to all prompts to install the required Doc Editor components. Once the workstation setup has been completed, the application will generate the requested document based off the selections within the current checklist and display the output within Word. If you are not presented with the document, check your Windows system tray for an opened instance of Word and click it to display the generated document. 7

8 Figure 8 Modifying Existing Document Language When you have a document open in the Doc Editor, you will notice that virtually each block of text is preceded by a unique system-assigned identifier or number (denoted by hidden text). These paragraph identifiers are common to the same block of text within the current language type. For example, paragraph CS002A will appear in the Summary Plan Description for every project created using the PPA Corbel language type While attempting to modify a document, one of the most important rules to keep in mind is that every change you make is stored to the Relius Documents system on a paragraph number level. As such, you will notice that to the right of every paragraph number in the document there is an indicator that denotes the current status of the current block number. To the right of the status indicator there is an additional status field that, when clicked, serves as a drop-down field to change the status of the paragraph. In order to save your edits to the system, each paragraph you intend to modify or delete must be flagged with the applicable status as part of your editing session. To make a change to existing language, simply type and/or edit text within the desired paragraph language just as you would with any normal Word editing session. Note that you will have all the standard formatting tools of Word at your disposal, including the ability to insert pictures, charts, etc. anywhere within the document. Figure 9 8

9 Working with Codes Variable Codes Another important rule to keep in mind when performing modifications within the Doc Editor is the existence of system codes that are embedded within most of the paragraph blocks found in each document. The Relius Documents application uses these codes to pull variable values into the applicable areas of the document based on data entered or selected in the project s checklist. Each code is denoted by hidden text opening (<003Z>) and closing tags (</003Z>), which surround the value that will be pulled into the checklist when the system generates the document. Note that if the value or election associated with a code is not present in the current project s checklist, the hidden text code tags will still be displayed without an encompassed value. For assistance in determining how codes correlate to checklist elections, download the language manual for the applicable type of plan from the Current Language section of the Relius Documents support site at Figure 10 Topics of note as they relate to working with variable codes: You will notice that the same code is used for the same variable value across products of the same language type. This is what makes it possible to save the edits of a single project to your Library so they can be used across multiple projects of the same type. Be sure that any codes associated with a value that you intend to keep are part of a paragraph block that will appear in the final built document are NOT deleted as part of your Doc Editor session. If you wish to delete a code so the associated checklist value does not appear within the paragraph block in the final built document, both the opening and closing tags for the code need to be deleted as part of your modification. Codes may be reused throughout the document as you desire. For example, if you wish to reuse the code associated with the Employer Name value as entered in the project s checklist, you may copy and paste the opening and closing tags into other areas of the document. This will ensure that the Employer Name as entered in the project s checklist at the time of build appears wherever the code has been placed. Numbering Tags Many of the documents generated by the Relius Documents system contain articles or lists that are sequenced with alpha or numeric characters. You have the ability to edit the items in these lists and maintain sequence with the use of numbering tags. Numbering tags are hidden text codes within documents that are denoted by <N0#></N0#> throughout document paragraphs. When a numbering tag is present within a paragraph, the Relius Documents build program will automatically maintain the proper sequence for each of the items in the list. As an example, if you wish to add an item to the middle of a list or group of articles in your document without having to worry about re-ordering the sequence, the easiest way to add your item is to copy an existing item in the list and include its numbering tag as part of the coy. Paste the copied text, including the closing and opening numbering tags, into the desired area of the document. The illustration below depicts a scenario where item number (2) in the existing document has been copied to create a new item in the middle of a list and sequence is maintained through the use of numbering tags. 9

10 As modified in the Doc Editor: <N01>(1)</N01> your surviving spouse <N01>(2)</N01> your children, including adopted children in equal shares <N01>(2)</N01> your custom list item <N01>(3)</N01> your surviving parents, in equal shares As resolved in the final document: (1) your surviving spouse (2) your children, including adopted children in equal shares (3) your custom list item (4) your surviving parents, in equal shares Reset Codes You can reset a sequence of list items or start a new sequence by inserting a reset code at any place after the last numbering tag in the preceding list. Reset codes are hidden text codes with documents that are denoted by <R0#> throughout document paragraphs. When a reset code is present within a paragraph, the Relius Documents build program will automatically reset sequence at the next instance of a numbering tag. The illustration below depicts a scenario where a sequence is restarted in the middle of an existing list. As modified in the Doc Editor: <N01>(1)</N01> your surviving spouse <N01>(2)</N01> your children, including adopted children in equal shares <R01> Your custom language <N01>(3)</N01> your custom list item <N01>(4)</N01> your surviving parents, in equal shares As resolved in the final document: (1) your surviving spouse (2) your children, including adopted children in equal shares Your custom language (1) your custom list item (2) your surviving parents, in equal shares Deleting Entire Paragraphs You have the ability to flag an entire block of text for deletion to ensure that all of the language contained within the block does not appear in the final document. To do so, click the status selection drop-down to the right of the number for the paragraph you want to delete and select the Delete Paragraph option. The next time you generate the document through the Relius Documents system, the entire contents of the paragraph will be omitted from the final build. To remove the Delete status from a paragraph, open the applicable document in the Doc Editor and choose the Undo Deletion option. The next time you generate the document through the Relius Documents system, the contents of the paragraph will be included in the final build (assuming the checklist logic associated with the paragraph has resolved as true). Figure 11 10

11 Doc Editor Task Pane On the right-hand side of the screen you will see an Editor Task Pane that is specific to the Doc Editor tool. Functions of the buttons within this task pane are as follows: Figure 12 Add Comment add a hidden text comment to a modified or deleted paragraph. The comment functionality is only available for paragraphs with a Modified or Deleted status. If you are modifying an Individually Designed or Prototype-formatted Volume Submitter plan, the comments you enter will appear in the Nature & Effect statement that the system automatically generates to summarize your changes. Comments will not appear is any build documents outside of Nature & Effect statements. View Default Language view the latest default language for a modified paragraph. If a new version of default language is available for a paragraph that you have modified or deleted, an icon will be displayed next to the applicable paragraph number. Place your cursor anywhere within the paragraph and click the View Default Language button to view the latest default language within the Doc Editor. Save and Continue save all your current edits and continue working. When you click this button, the system will determine any paragraphs that have been modified as part of the current editing session and automatically flag each of the applicable paragraphs so they can be saved to the Relius Documents application. You will briefly see each modified paragraph appear on the screen as the system makes these determinations. Once the save is complete you will be returned to the document editing session to continue working. View Edit Summary view all summary of all edits for the current project in a single document. You can view all the paragraph modifications or deletions you have made across all the documents for a project in a single Edit Summary document. Clicking the View Edit Summary button will generate this document in Word for display in the Doc Editor. Modifications you make directly within the Summary will be applied to the same paragraphs within their applicable document(s). Regenerate Document regenerate the originally requested document. this option will regenerate the document you originally chose to modify. This allows you to confirm the appearance of your edits as they will appear in the final built document. 11

12 Help open and review the user s guide for Doc Editor Exit Editing Session exit the Doc Editor and return to Checklist Entry. Using this button is the only way to properly exit the Doc Editor. Exiting in any other fashion will cause the Doc Editor Task Pane to be present the next time you begin a normal Word session. Helpful Hint: Performing a Document Preview upon returning to Checklist Entry is a good way to confirm how your edits will appear in the final document. To do so, click the Doc Preview toolbar button and choose the document contain your edit. Nature and Effect Statements When you use Relius Documents ASP to generate Individually Designed (IDP) or Prototype formatted Volume Submitter plan documents and you modify or delete the pre-approved language within either of these types of products, you must notify the IRS of the effect of these changes in the form of a nature and effect statement. If the Doc Editor feature is used to perform these types of modifications, a nature and effect statement will be automatically generated as part of your document package. It will be included on the last page of the Plan document. Figure 13 12

13 To ensure, you must add a nature and effect comment for each modified or deleted block. The Add Comment button was added to the word processor toolbar to allow you to add nature and effect comments (The system will not prompt you to add comments.) Any comments you add are inserted in the document as hidden text. The nature and effect statement generates during the build. Note: you may not modify the contents of a nature and effect statement from within the Doc Editor. If you open a build document that includes a nature and effect statement, the nature and effect statement is deleted. When you save and close the document, the nature and effect statement is regenerated. If you need to modify a nature and effect comment, you may modify the project s special language to get to the comment (Refer to the help topic, Modifying a project s special language). Doc Edit Library The Doc Edit Library serves as a mechanism for saving and applying the edits for a single project to other projects under your account. In order to name and save Doc Edits to your account s library, your project administrator must first grant you rights to do so through Administration > User Group Setup. Saving Doc Edits to the Library Assuming you have been granted rights to save edits to your account s Doc Edit Library, go to Project > Existing and select the project containing the Doc Edits you want to save to the Library form the Project Listing page. Click Save Doc Edit As item from the left-hand menu. Note that project containing Doc Edits are denoted by an icon in the Project Listing grid. You can click this icon at any time to view a summary of all the Doc Edits associated with the project. Figure 14 13

14 The Save to Doc Edit Library dialog box is displayed. Enter information and click OK to save the Library entry. Figure 14 Library Name you are required to enter a name for the Doc Edit you are attempting to save to the Library. Description entering a description is optional. Use this field to enter an explanation of the edits you attempting to save. Available To All users on this account select this option if you want all the users with access to your account s Doc Edit library to see the library entry you are creating Myself only select this option if you want to be the only user with access to the library entry you are creating. Click the OK button to save the Library entry. The Doc Edit Library page will be displayed by going to Doc Editor > Doc Edit Library page. 14

15 Doc Edit Library Page Assuming you have been granted rights to the Doc Editor service, you can access the Doc Edit Library page by going to Doc Editor > Doc Edit Library. Figure 15 Fields of Doc Edit Library Doc Edit Name displays the name assigned to the Doc Edit when it was saved to the Library. Description displays the description entered for the Doc Edit when it was saved to the Library. - if at least one paragraph within the Doc Edit has a new version of default language available, this icon will be displayed in the record. Click on the icon to see the latest default version of the paragraph language as a PDF in a separate browser window. User Name the name of the user that last saved the Doc Editor to the Library. Modified the date and time the Doc Edit was last saved to the library. Language Type the language type for which the Doc Edit is intended. 15

16 Functions of Doc Edit Library View Edit Summary view a summary of the edits that make up the selected library entry. Select a single library entry and click this button to view a summary of all the edits for the selected library entry as a PDF in a separate browser window. Modify Doc Edit make changes to the selected library entry. Select the library entry you want to modify and click this button to open a summary of edits in the Doc Editor. When you save your changes the library entry will be updated. NOTE: modifying a Doc Edit library entry will NOT automatically update the edits for each of the projects with which the library entry was previously associated. If you have projects with Doc Edits that were applied by a previous edition of the library entry and your intent is to incorporate changes made to a newer edition of the library entry across these projects, you will need to re-apply the library edits to the projects via the Apply to Projects button. Delete Doc Edit delete the Doc Edit library entry. Clicking this button will delete the selected Doc Edit library entry so it is no longer available in the system. NOTE: deleing a library will NOT automatically remove the same edits across all the projects to which the library was previously applied. Paragraph edits for within individual projects may only be undone through Doc Edit Maintenance or through a Doc Editor session for the respective projects. Copy Doc Edit copy a Doc Edit library entry to create a new library entry. Select the library entry you want to copy and click this button to open the Save Doc Edit As dialog box. All the edits of the selected library entry will be copied to create another library entry with the name and description of your choosing. Apply to Projects apply the edits of the select library entry to any number of other projects. Click this button to display a list of all the projects to which you have access that are of the same language type as the selected Doc Edit library entry. Select any number of projects and click OK to apply the edits to each selected project. NOTE: If you have recently migrated a set of library files from the Relius Documents PC system, you will need to assign a Language Type to your library entries before attempting to assign the edits to projects. You will be prompted to do so the first time you click the Apply to Projects button with the library entry selected. It is critical when doing this that you select the language type for which the edits were originally created to ensure accuracy within your documents. After you have applied Doc Edits to any number of projects, they will be visible within your documents the next time the respective project is submitted for build. If you have chosen to apply Doc Edits to a project that already contains modified or deleted paragraphs: The latest edits will be appended to the existing edits. If you are applying an edit for a paragraph number that is already part of a project s edits, a confirmation dialog box will be displayed. From here you can choose if you want to proceed with an overwrite of the existing paragraph edit. 16

17 Doc Edit Maintenance Page The Doc Editor feature is equipped with a tool that will allow you to efficiently analyze and maintain all the edits applied across all your projects. This is particularly useful for confirming edits or making determinations about when certain modifications should be removed from any number of projects at one time. If your system administrator has granted you rights to the Doc Editor service, you can access the Doc Edit Maintenance page by going to the Doc Editor > Doc Edit Maintenance. When the Doc Edit Maintenance page is loaded, it will display each paragraph that has been modified or deleted across each project to which you have access. Figure 16 17

18 Fields of Doc Edit Maintenance Project Name this column will display the name of the project containing the modified or deleted paragraph in the record. If a project features multiple paragraph edits, you will see multiple instances of the project name in the grid. Click the column heading label to sort or you can filter the contents of the grid by specific Project Name value(s) by entering a string of text in the column heading text box and click the filter button. Paragraph Number this column will display the number of each modified or deleted paragraph across every project to which you have access. If the same paragraph has been modified across multiple projects, multiple instances of the paragraph number will be displayed. You can sort by clicking the column heading label or filter the grid contents by a single paragraph number value using the drop-down box in the column heading. Version each paragraph number in the system is assigned a version number. When FIS Relius releases new language for a particular paragraph number, the version for the paragraph will change. In the Doc Edit maintenance grid, the Version column displays the version number at which your paragraphs have been modified or deleted. You can sort by clicking the column heading label or filter the grid contents by a single paragraph version number by using the drop-down box in the column heading. - if FIS Relius has released a new version of a paragraph you have modified, this icon will be displayed in each row for the applicable paragraph number/version. Click on the icon to see the latest default version of the paragraph language as a pdf in a separate browser window. Applied by Library if a paragraph modification or deletion was applied to a project via a library, this column will display the name of the library edit that was used to apply the change. If the edit was made directly to the project, a library value will not be displayed in the row. You can sort by clicking on the column heading label or filter the grid contents by a single Library name value by using the drop-down box in the column heading. User Name this column will display the name of the system user that last saved the paragraph modification. You can sort by clicking on the column label or filter the grid contents by a particular User Name value using the drop-down box in the column heading. Product this column will display the product associated with the project in the current record. You can sort by clicking on the column label or filter the grid contents by a particular product value using the drop-down box in the column heading. Function of Doc Edit Maintenance View Edit view the edited version of the selected paragraph. Click the View Edit button to see the modified version of the selected paragraph in a separate browser window. Undo Edit undo the edited paragraph(s) within each selected project If you no longer want to omit a deleted paragraph or include a modified version of a paragraph in a project s documents each time they are generated you must undo the applicable edit(s). You can do this by selecting any number of projects/paragraphs in the maintenance grid and clicking the Undo Edit button. The next time you resubmit any of the selected projects, the generated documents will feature the default version of the paragraph. Export to Excel icon use the Export to Excel option to offload the entire contents of the maintenance grid to an Excel spreadsheet. Refresh refresh the grid Use the refresh button to refresh the maintenance grid and remove any filters that may have been applied to the contents. 18

19 Appendix A Glossary of Terms Doc Edit any document modifications or deletions created and saved within the Doc Editor feature. Doc Edit Library doc edits for a single project can be named and saved to this area of the system so the same modifications can be applied to any number of other projects residing under your account. Users will need to be given rights to save Doc Edits to the library and/or apply library edits to other projects of the same language type. Doc Edit Summary a summary of all modified and deleted paragraphs for a particular project or library entry. Language Type each product in the Relius Documents system is classified by a language type. This is best described as a set of plan language that is shared amongst the different types of products with which it is associated. For example, all PPA Corbel products (Prototype 401(k), Prototype Profit Sharing, etc.) are classified under the PPA Corbel language type. Locked Paragraph a paragraph that has been locked by the developer to prevent edits to the text contained therein. Paragraph Number each block of text within every document generated by the Relius Documents system is assigned a unique paragraph number. All modifications performed within the Doc Editor are done so on a paragraph number level. 19

20 Contact us If you have any questions about prices, fees, or invoices, please contact our FIS Relius Client Services department at , select option 6. If you have any legal questions about what to select in the checklist or language in the documents, please call , select option 4 and a FIS Relius Representative will create an incident for you to submit to our legal team. For any product questions, issues, or how to, please contact our FIS Relius Documents Product Support department at , select option 2. You can also submit an incident from our support site at and click Incidents from the right. You will receive an incident number and a FIS Relius Representative will contact you via or phone FIS and/or its subsidiaries. All Rights Reserved.