Open Bee™ Portal allows you to store all types of documents, including Office documents.
These documents can be viewed and edited using the online Office editor.
Enabling this configuration is described in the paragraphs below.
Online Office Restriction
To use both the online reader and the online Office editor, Open Bee™ Portal must be accessible on the Internet.
That is to say, either use an Open Bee™ Portal Cloud or on-premise version version that can be accessed outside its local network.
Office Online Privacy
When using the online Office Reader or Editor, document data temporarily travels to Microsoft’s servers but is not permanently stored on those servers.
Online Office Reader
Office documents can be viewed directly from the Open Bee™ Portal in two different ways:
- Or from the Open Bee™ Portal document reader. This reader uses a PDF conversion of the document, which can in some cases cause problems with the display of documents
- Or from the online Office player
The activation of the online Office reader must be set up in the general configuration menu, via the “Preview of Office documents” option.
This configuration allows Excel, Word and PowerPoint documents stored in the Open Bee™ Portal to be displayed from the online Office drive.
This reader allows you to have a more faithful rendering of the document than the Open Bee™ Portal reader .
Once enabled, all users will have this drive for Office documents.
PDF Previews
Switching to the “Online Office Reader” mode deletes the PDF previews generated by OCS.
If you want to switch back to the Open Bee™ Portal player after activating this configuration, you will have to manually regenerate each preview.
Office 365 account
The Document Reader does not require an Office 365 account to be used.
Online Office Drive Limitations
The online Office Reader brings many improvements, but there are two limitations compared to the Open Bee™ Portal Player :
- Mobile app: Office documents will no longer be able to be opened directly from the Open Bee™ mobile app.
You will need to use a third-party application such as Microsoft Office to view these types of documents. - Watermark : If the watermark is used, it will not be affixed to Office documents and it will not be possible to download an Office document where the watermark should be affixed.
This limitation only applies to Office documents, including no impact on PDF documents.
Online Office Edition
As with viewing documents, there are two ways to edit Office documents:
- With Office (Word, Excel or PowerPoint) installed on your workstation
- Or with the online version of Office that doesn’t require you to have Office installed on your computer
This configuration is to be done in the general configuration.
Office 365 account
A Microsoft Enterprise account with a license to insert changes into Office Online is required to use the built-in Office Online Editor with Open Bee™ Portal.
Creating a new version (Office Online)
The Office Online Editor saves changes to Office documents very frequently.
In order not to take up too much storage space, a parameter allows you to set a time interval for the creation of a new version.
Example
If this option is set to 60 minutes, and a user edits an Office document between 16:00 and 17:30, a version will be created in Open Bee™ Portal for changes made between 16:00 and 17:00 and a second version will be created for changes between 17:00 and 17:30.