Doc Connect Support

Here, you’ll find some commonly used support information regarding Doc Connect.
You can always contact us directly at support@ebom.se for more information

This section contains information on how to get started with Doc Connect for Arena.

To get started you need to check the following:

Do you have access to Arena Solutions system (Arena) at app.bom.com?

  • Make sure your workspace(s) has the API enabled, check the systems settings or contact your admin
  • You need Arena access that allows you to create items and upload files
  • You will use your own arena credentials when you log in and you get the same permissions using the Doc Connect as you have in when you log in at Arena

Is your Word app up-to-date?

  • You need Word 2013, 2016 or the word web app in Office 365
  • Always use the latest updated version to avoid any issues

Do you have a Doc Connect account?

  • If not, you may still use the service for a limited time (default two weeks) to test the service
  • Once the first user registered an eBOM account we grant your company access for an unlimited amount of users
  • If your company already have an eBOM account users only need to start using the service

Have you added Doc Connect?

  1. From within Word you select the ”Insert” menu
  2. Select the Store, to open the store
  3. In the Store search window search for ”Doc Connect for Arena” or eBOM
  4. Once Doc Connect for Arena is located install it, we don’t charge anything to install Doc Connect

Log in to the Service

    1. Open Doc Connect, view the instructions on top of the Doc Connect
      • Open a browser and navigate to app.bom.com and log in to Arena
      • Navigate to the workspace you like to work with
      • Now switch back to Word and Doc Connect

  1. In the Doc Connect, enter your Arena login credentials and select login
  2. The first time you log in with the Doc Connect, you are presented with a checkbox to tick for accepting the Privacy Policy, please read it carefully and if you agree check the checkbox to continue
    • Please note that we need to get your consent as part of European Union (EU) laws about how we manage your personal data
    • If you can’t login make sure the API is enabled for the workspace you last visited
  3. The app loads your workspace settings and you are ready to start using Doc Connect for Arena!

To find out more details how the service works, check the sections below.

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We would love to get your feedback (good and bad)! Improvements, suggestions and any issues you might run into using the service.

We have set this up is by using a feedback form.
This allows us to connect your feedback in an easy way for you and for us.

You can find the link in the settings menu of Doc Connect.

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Your account is managed by one or more administrator(s) at your company.
They may or may not be the same as your Arena administrators.

To find out who your administrator is, select ”Mail to Admin” button in the settings menu. The email link will open your email editor and you may contact them by email.

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In the settings menu there is a logout option.

Automatic logout

Arena has a time limit, after 90 minutes of inactivity you will be logged out automatically.

Arena updates

Logout may be needed if your Arena administrator updated the settings of the workspace you use.
To access the new settings you need to logout and login again to allow the new settings to load.

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We do not currently support automatic login via Cloud Single Sign On (SSO) services.

We never save your password, for security reasons, and that is why you need to login if you change workspace or update your workspace list.

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If you have run into an issue with Doc Connect for Arena we are very sorry for this.
In order for us to fix the issue we like you to report what happened to us.

What can I do before the issue is resolved?

Doc Connect for Arena is a separate service from Arena and if our service can’t support your work flow because of an issue, we recommend you to report it to us and then revert back to Arena (app.bom.com) while we are working on solving the issue you have reported.

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We have designed this service to be safe to use and to protect your privacy.
The service use secure encrypted communications (SSL protocols) we encrypt our databases and we do not store any of the data (documents) you move through the service.
Your password is only used once for creating a temporary key to use when accessing Arena, we never store your password.

Read more about how your rights are protected and how we manage your data in our Privacy Policy.

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How to access another workspace

In the top right part of Doc Connect you find a list of workspaces to access.

Is there only one workspace and no list?
Then you need to refresh the list of workspaces.

How to update and view available workspaces

In the settings menu select the refresh workspace list option.
You need to login again as we of security reasons don’t store your password.
Your Arena account may have many workspaces available for different users, we test for all registered workspaces with the credentials you supply. The result is a list of workspaces you are allowed to work in. If you are missing a workspace please contact the arena administrator to check if they may grant you access to the workspace.

How to add a new workspace or change workspace to use

There are two ways to add workspaces. A simple way is to go to app.bom.com, login and select a new workspace that you have access to.
Once you have changed workspace in Arena, go back to Doc Connect and log out.
Log in again and you are now in the new workspace.
The workspace is now added to the company account and will be tested by all users when they run the refresh workspace list command in the settings menu.

The second way is for Doc Connect account admin only.
In the settings menu you find the link to the Admin area. Click the link to get to the login page.

In the settings area you may add a new workspace upfront by adding it to the list and login.
The same option is available inside the admin area as well.

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This section contains use cases for how to perform certain tasks using Doc Connect. Click to expand a section for more information.

Steps:

  1. Open Word and write your document
  2. Open Doc Connect and select the title from the dropdown menu and add item* and file category
  3. Select to make a pdf*
  4. Select item revision* and file edition to start with (next release)
  5. Press ”Save to Arena”
  6. Click the item link to open Arena in your default web browser
  7. (optional) Add the item to a Change Order for controlled change management in Arena

*Creation of items and pdf’s are account settings that your administrator set for all users, depending on your account settings you may not have the option to create items and pdf may be created automatically.

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Steps:

  1. Open a blank document and open Doc Connect
  2. Press ”Find in Arena” button to start a search
  3. Press the item or files tab and enter search details, when ready press ”Find”
  4. If you selected item search you need to click on the item to see the file
  5. Click on the file and press ”Open” button to start downloading
  6. File is downloaded* using your default web browser (not Word)
  7. Select to open the file and open Doc Connect in this view
  8. Now edit and update the Word document
  9. When you are ready, select a new edition for the file, select pdf** and press ”Update Arena”
  10. Click the item link to open Arena in your default web browser
  11. (optional) Add the item to a Change Order for controlled change management in Arena

*Microsoft does not allow you open a file in Word directly, as it may overwrite a document that is not yet saved.
**Creation of pdf’s are account settings that your administrator set for all users. Depending on your account settings, pdf may be created automatically.

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If you set up Arena* to support templates, Doc Connect will recognize files as a document based on template and treat the file opened as a new file.

Templates in Arena need to be maintained and approved via the Arena web interface.

Steps:

  1. Open a blank document and open Doc Connect
  2. Press ”Find in Arena” button to start a search
  3. Go to the files category dropdown and select the category needed under Templates* (structural category) and press ”Find”
  4. Select the form or template you want and press ”Open”
  5. Open the file from the browser and open Doc Connect
  6. Work in the form/template to define your new document
  7. Select a new item category** and file category
  8. Select the revision** and edition numbers
  9. Select to make a pdf** if needed
  10. Press ”Update Arena”
  11. Click the item link to open Arena in your default web browser
  12. Add the item to a Change Order for controlled change management in Arena

*File categories under the structural category are organized by your Arena administrator and is a setting in your Arena workspace.
Arena Doc Connect recognizes any category under a structural file category ”template” or ”templates” as a template.
For example, a file category ”Form” organized under a structural file category ”Templates” will be recognized as a template.

**Creation of items and pdf’s are account settings that your administrator set for all users, depending on your account settings you may not have the option to create items and pdf may be created automatically.

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If you need to create a new document based on an existing document.

Steps:

  1. Open a blank document and open Doc Connect for Arena
  2. Press ”Find in Arena” button to start a search
  3. Press Item or files tab and enter search details when ready press ”Find”
  4. If you selected item search you need to click on the item to see the file
  5. Click on the file and press ”Open” button to start downloading
  6. File is downloaded* using your default web browser (not Word)
  7. Select to open the file and open Doc Connect in this view
  8. Go to ”Save as” in Word and rename the file to a new file name
  9. Now in Doc Connect, select a new edition and press update
  10. Select ”Create new”
  11. Select the title from the dropdown and edit the name if needed
  12. Add item** and file category and select to make a pdf**
  13. Select item revision** and file edition
  14. Press ”Save to Arena”

*Microsoft does not allow you open a file in Word directly, as it may overwrite a document that is not saved yet.

**Creation of items and pdf’s are account settings that your administrator set for all users, depending on your account settings you may not have the option to create items and pdf may be created automatically.

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  1. In Word, open the file you wish to associate in Arena
  2. Press the blue button to the left of the “Save to Arena” button
  3. Press “Associate with File”
  4. Enter File Name, File Title, or select File Category and press “Find” button
  5. Select the correct file from the list and press the “Associate” button

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