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Microsoft Word and Powerpoint Add as New File Formats

Monika Pickard 1 year ago in Productivity Management updated by Rachel Phillips 8 months ago 8

Need word and powerpoint added as file formats in Aprimo for annotation

In release 106 we have released the ability to annotate on the following Aprimo DAM asset types: DOC, DOCX, XLS, XLSX, PPTX, PSB, PSD, AI and video files.

As Eric stated below, this is the flow:

  1. User is assigned a task in a workflow to upload a working document. Behind the scenes in the workflow the admin has defined that document to be added as a working document in the DAM.
  2. The user just clicks upload, picks the file from their PC and say upload (no different than loading an attachment today really) but in this case that file is stored directly into the DAM.
  3. Using the media engines in the DAM, we dynamically generate another format of that file. I.e. you add a Word document and we automatically also create a PDF, you upload a vector image file and we generate a JPG for it, etc.
  4. The user closes their task and the workflow sends out a new Review Task with that document assigned as review material
  5. The review gets the review task and clicks "Open Annotations". We look behind the scenes and grab the annotatable version of the file and open it in the annotation viewer. So in the use case of a Word document, the user loads a word document, the reviewer sees the word document, could open or download the word document but if they click annotate we actually pull the PDF we created of the word doc out of the DAM and show it in the Annotation viewer.

The review file will need to be configured to generate for each of these document types. If the review file generation is not set up then the annotation viewer will not be available for the file types I listed above.


Would you not be able to do something like use the dynamic rendering feature so that if a workflow step option/attachment option is set to yes, then upon upload of the PPT/Doc version the system will automatically generate a separate PDF that can be reviewed in the annotation viewer?  While not absolutely ideal, I believe our users would be ok with having both a PPT/Doc version and a PDF version for each activity, where the PDF version is the one that is used for reviews and the PPT/Doc can be the one that's used as the final file.  Additionally, we would just want the ability to limit what doc type is visible (maybe through attachment type) for certain steps like our final distribution steps.  

Example: Through the review process, users have the ability to have the system automatically create a seperate PDF version of a PPT/Doc when the PPT/Doc version is uploaded.  If a new version of the PPT/Doc is uploaded over an original version, then the PDF generated would version over the original PDF as well.  Once the review process is complete, and the PDF "review file" is no longer needed, the user or admin could turn the setting off so that the remaining steps only show the final PPT/Doc version and not the PDF version.

Hi Eric,

I have a couple of questions:

A. When you say DAM are you referring to the legacy DAM, ADAM, or both?

B. Is this more or less what the process is:

  1. User uploads working file to the DAM where a PDF version is automatically created as an associated use file;
  2. If not already created, the User must create a Project in Productivity Management to generate tasks;
  3. The user then goes back to the DAM to associates the uploaded working file to each assigned, in-process, or projected task specific to that document;
  4. When the project and working file reach the associated review task and the reviewer clicks to open the document to perform their review, the system will first reference the DAM to see if there is an associated PDF file and if there is it will open the file in Annotation Viewer; and
  5. If unforeseen or additional reviews are needed the user will need to go back to the DAM to associate the file(s) to those tasks as well?

Let me know if this is correct.

Matt

Being able to accept documents in a word format would be helpful as we have two larger groups of users who we are trying to migrate into using the Aprimo tool however they need the ability to load and accept changes from the various groups in a word format rather having to retype all changes provided by the various groups.  We would also need to be able retain the original noted change as part of the record.  This will greatly help these two groups in keeping all pertinent approvals within the tool. 

Qualified

Support for office documents is on our roadmap.  However, I want to be clear how we plan to support this.  The intent would be to leverage the media engines in the DAM so that when Word or PPT files are uploaded a PDF version of the document can be created and stored as a related file on the record automatically.  Then when you associate that Word document to a task, when the annotation viewer is opened it will look at the record and see if there is a related "annotation use" file associated and will open that in the annotation viewer.

Taking this approach will allow us to support many more file options.  MS office file types, InDesign, Photoshop, varying image types and more video file types beyond MP4.

The initial steps towards this will be to leverage the package ingestion option for an InDesign file which would include a PDF to use in annotations and to use the MP4 preview generated for videos when loaded in the DAM.

Following that we would look to expand to other file types.  Initial stages of this would focus on customers using both DAM and Productivity Management.  We are not sure yet if this would something we could extend to attachments as well or not. 

Hi Eric,

I have a couple of questions:

A. When you say DAM are you referring to the legacy DAM, ADAM, or both?

B. Is this more or less what the process is:

  1. User uploads working file to the DAM where a PDF version is automatically created as an associated use file;
  2. If not already created, the User must create a Project in Productivity Management to generate tasks;
  3. The user then goes back to the DAM to associates the uploaded working file to each assigned, in-process, or projected task specific to that document;
  4. When the project and working file reach the associated review task and the reviewer clicks to open the document to perform their review, the system will first reference the DAM to see if there is an associated PDF file and if there is it will open the file in Annotation Viewer; and
  5. If unforeseen or additional reviews are needed the user will need to go back to the DAM to associate the file(s) to those tasks as well?

Let me know if this is correct.

Matt

Hi Matt,

When we say DAM we are referring to new Aprimo DAM (so former ADAM).  When we are referring to the legacy Aprimo Digital Asset Library we will refer to that as our DAL to try and avoid confusion.  So yes this would be at least initially limited to customers with both new DAM and Productivity Management.

The flow would be much smoother though than your steps.

  1. User is assigned a task in a workflow to upload a working document.  Behind the scenes in the workflow the admin has defined that document to be added as a working document in the DAM.  
  2. The user just clicks upload, picks the file from their PC and say upload (no different than loading an attachment today really) but in this case that file is stored directly into the DAM.  
  3. Using the media engines in the DAM, we dynamically generate another format of that file.  I.e. you add a Word document and we automatically also create a PDF, you upload a vector image file and we generate a JPG for it, etc.
  4. The user closes their task and the workflow sends out a new Review Task with that document assigned as review material
  5. The review gets the review task and clicks "Open Annotations".  We look behind the scenes and grab the annotatable version of the file and open it in the annotation viewer.  So in the use case of a Word document, the user loads a word document, the reviewer sees the word document, could open or download the word document but if they click annotate we actually pull the PDF we created of the word doc out of the DAM and show it in the Annotation viewer.

Hope this helps clarify but again to start this will be for customers with both new Aprimo DAM and PM.