In order to ensure every user can edit FYI Office documents from their desktop, you will need to configure your OneDrive and the Office Upload Center.
This configuration must be made when you first start using FYI, to ensure you can fully utilise FYI’s document automation features.
OneDrive is Microsoft's service for hosting files in the "cloud". It is available for free to all the owners of a Microsoft Office 365 account.
With OneDrive, you can sync files between your computer and the cloud, so you can access your files from anywhere. You can work with your synchronised files directly in File Explorer and access your files even when you’re offline. Whenever you are online, any changes that you or others make will synchronise automatically.
FYI leverages OneDrive to give users rich desktop editing functionality despite being a cloud application. Therefore, it is critical to get OneDrive configured correctly in order to get the most from FYI.
The Office Upload Center is part of the Microsoft Office desktop suite. It manages Office documents being edited on the desktop using OneDrive to intelligently cache each document, avoiding excessive uploads and downloads.
The Upload Center can cause issues with FYI if not configured correctly, causing error messages such as: "There is a newer version of this document available on the server..."
Individual users can configure their OneDrive and the Office Upload Center in four simple steps:
- Ensure you have the lastest version of OneDRive
- Configure OneDrive to not use Office to sync
- Configure the Office Upload Centre to delete files from the cache
- Configure OneDrive to always keep on this device
The instructions below outline each of these steps.
Step 1. Ensure you have the latest version of OneDrive
Microsoft is transitioning from the old "OneDrive For Business" to a new version "OneDrive". If you have "OneDrive For Business" installed, it will need to be removed.
To check what version of OneDrive you have:
- In the bottom right corner, right mouse click on the OneDrive icon and select settings
- Select the About tab
- Check that the version listed is the most recent
Step 2. Configure OneDrive to not use Office to sync
Follow these instructions to deselect "Use Office applications to sync Office files that I open" in OneDrive
- Left-click the OneDrivecloud icon in the Windows taskbar notification area.
If you have multiple OneDrive accounts installed, we recommend doing this configuration for all of them.
Note: You might need to click the Show hidden icons arrow next to the notification area to see the OneDrive icon.
5. Click the Office tab.
6. Uncheck "Use Office applications to sync Office files that I open"
7. Click OK
Note: If you don't see this tab, and you're using Office with a work or school account, the setting might be controlled by your IT admin.
8. Restart your computer to ensure changes are applied.
Step 3. Configure the Office Upload Centre to delete files from the cache
Follow these instructions to select "Delete files from the Office Document Cache"
Go to Start
Type Upload Center in the "Search" field
Press Enter or click Open
- In the Office Upload Centre, click Settings.
Click to add the checkmark to "Delete files from the Office Document Cache when they are closed"
Step 4. Configure OneDrive to always keep on this device
- Open up File Explorer
- Right click on the top folder of OneDrive - Your Company Name and then select Always keep on this device. You'll know when this is complete as a small tick will appear next to the Always keep on this device action.
The status will change as your folders and documents are syncing with OneDrive. When the status has changed to a green tick (as per above), both your local and online OneDrive documents and folders are synced.