Project Online Sync for Word

Seamlessly sync your Microsoft Project Online content with your Word documents.

Project Sync for Word automatically syncs Microsoft Project Online content with your Word documents to create a single source of truth.

SEAMLESS SYNC	INTUITIVE INTERFACE	AUTOMATIC VERSIONS
Information managed in Microsoft Project Online and SharePoint sync seamlessly with Word so you can say sayonara to double handling of data.	All the flexibility you love about Word and the rich data you require from Project brought together in real-time.	Every version history that you sync is automatically added to your SharePoint document library.
FLEXIBLE	DOCUMENT GENERATION	DESIGN
All the flexibility you love about Word and the rich data you require from Project brought together in real-time	Business users can easily generate standard documents for projects in the familiar setting of Word Online or Desktop	Generate Word templates to include your Company’s brand identity

Thank you for purchasing Sensei Project Sync for Word, we hope that it will prove valuable in achieving your reporting goals. If at any time you have a problem that is not covered by this guide, please log a support ticket via email to: Helpdesk@Sensei.Cloud.

Functionality

Sensei Project Sync for Word (POSW) enables you to use Word Online to produce documents with up-to-date information from your project.

This is useful in several key scenarios where templated documents are used in business processes:

• Business Case Generation
• Status Reporting

Pre-requisites

• Word Online. The Word Desktop client may be functional in certain scenarios, however POSW is designed and centrally updated to support Word Online and we can’t make any guarantees that a particular Desktop version of Word will work, or continue to work over time as the Cloud platform changes.
• Exchange Online Mailbox. Centralized Deployment stores the add-ins per user in their Exchange Online mailbox. If you don't have Exchange Online or have on-premises mailboxes please use App Catalog deployment.
• Project Sites. Important: Project Online Sync for Word relies on documents being in a document library of a Project Site associated with a Project Online Project. Note: When using Word Online, the default behaviour is for documents to be saved in OneDrive. The document must be saved to the Project Online Project's document library for Project Online Sync for Word to function.
• DOCX Files. Project Online Sync for Word works with DOCX files and is not supported in other file types.
• No Check-In/Out or incomplete mandatory metadata. A document that cannot be saved or is in draft state cannot be automated by POSW.
• Not compatible with the Track Changes feature of Word Desktop. Disable Track Changes before using POSW on a document.

Deployment

When planning the deployment for Project Sync for Word there are two main steps that need to be performed:

1. Deploy the Web Solution Package (WSP) to PWA
   This must be done by a user that has Site Collection Administrator rights to the site collection hosting PWA and any satellite site collections that host project sites for this PWA.
2. Centralized Office Add-In Deployment
   To make the Add-In visible to users in the organisation an O365 admin user must deploy the add-in from the O365 Administrative portal.

Deploy the Web Solution Package

The Project Sync for Word Web Solution Package needs to be deployed into the PWA site collection and all satellite site collections where the add-in will be used.

1. Download the following file to your computer:

   Sensei Project Sync for Word.wsp

   Note

   For each site collection carry out steps 2 to 6.

2. Within Project Online, click on the Cog, and then select Site Settings:

   

3. From the Site Settings page, locate the Web Designer Galleries group and then select Solutions:

   

4. From the ribbon, within the Solutions tab, locate the New group and click Upload Solution.

   The Add a document dialog will launch.

   

5. Click the Browse button to choose the location where you have saved the Sensei Project Sync for Word.WSP file. Then click OK.

   

6. Once the file has been uploaded, select it from the list.

   Next, from the ribbon within the Solutions tab locate the Commands group and click Activate.

   

Centralised Deployment

This deployment step makes the add-in available to end users. This process needs to be performed once per O365 tenant and can only be undertaken once the Web Solution Package has been deployed.

1. Within Project Online, click on the Cog, and then select PWA Settings

   

2. Within the PWA Settings page locate the Sensei group, then click Sensei Project Online Sync for Word Settings. The Sensei Project Online Sync page will launch.

   

3. Click the Get Manifest button.

   

4. Save the file on your computer for use in the chosen deployment method: Centralised Deployment or App Catalog. Refer to the onscreen deployment instructions for more details on these methods.

5. Sign in to Office 365 with your work or school account.

6. Select the app launcher icon in the upper-left and choose Admin.

7. In the navigation menu, choose Settings > Services & add-ins.

8. Click “Upload Add-in” (If you can’t see the Upload Add-In button please refer this task to someone who has Tenant Admin rights)

   

9. On the Centralized Deployment page choose “I have the manifest file (.xml) on this device.”

   

10. Select Browse to locate the manifest file (.xml) that you want to use and press Next.

    

11. Press Next

12. Add all necessary users / or specify a group.

    

    Note

    Only users that are directly members of the group will get access. Nested groups are not supported.

13. Click Save

    

14. When finished, choose Save, review the add-in settings, and then select Close.

    

15. You now see your add-in along with other apps in Office 365.

    

16. Inform the users who have been given access that they should either see the button in their Word Online ribbon, or it can be added in the “Admin Managed” section after pressing Insert->Add-In

    

    

App Catalog Deployment

1. After downloading the manifest XML file to your local computer, navigate to your tenant App Catalog site.

2. Select "Apps for Office", "Upload" and browse to the manifest file you downloaded earlier.

   

3. Observe that the manifest is listed successfully.

4. Users will see the Add-In on the My Organisation Tab

   

Note

If using App Catalog deployment with Word Desktop Client that is not from the Office 365 Pro Plus SKU, each user may need to add the App Catalog deployment location to their Trust Center

Usage

The following procedures provide detailed steps on:

1. Inserting PWA Fields into a Microsoft Word document
2. Inserting PWA Task Fields as a Table into a Microsoft Word document
3. Inserting SharePoint Lists into a Microsoft Word document
4. Updating the data fields in a Microsoft Word document
5. Updating and Adding Microsoft Word Document Property fields into a Microsoft Word document.

Preparing your Microsoft Word document

1. Open a Project Site.

2. Navigate to the Documents page. From the Documents page, you can:

   1. Create a New Microsoft Word document
   2. Upload a Microsoft Word document
   3. Open a Microsoft Word document already listed on the page

   

3. Click on the required Microsoft Word document listed within the Documents page.

   Note

   This will launch the document by default for editing within Word Online. Word Online does not require a user to save changes, all edits are automatically saved.

4. On the Home tab of the ribbon, locate the Sensei group and click the Update from Project icon.

Note

If the Update from Project button is not visible on your ribbon within the Sensei group please refer to the Instructional Guide on how to Add Project Word Sync to your ribbon.

Add Project Word Sync to your Ribbon

1. Launch a Microsoft Word document from a Project Site within PWA.

2. From the ribbon, select the Insert tab and locate the Add-ins group. Next click on Office Add-ins. The Office Add-ins dialog will launch.

   

3. Select the My Organization or the Admin Managed tab (depending on earlier deployment method) within the Office Add-ins dialog, select Sensei Project Online Sync and then click on Add.

   

4. On the Home tab of the ribbon, locate the Sensei group and the Update from Project will now be available for use.

   

Inserting Fields into a Word Document

1. Launch a Microsoft Word document from a Project Site within PWA.

2. From the ribbon click the Home tab and locate the Sensei group. Next click on the Update from Project button.

   The Sensei Project Online Sync pane will launch on the right side of your Word Online window.

   

3. Select the position within your Word document where you require to insert the required field.

   

4. From the Sensei Project Online Sync pane, click Insert.

   

5. From the Sensei Project Online Sync pane, locate the Where does the field come from? section and click Project Field.

   

6. Still within the Sensei Project Online Sync pane, locate the Project Field group and select the required field.

   Note

   If you are aware of the Field name you can start typing the name of the field in the selection box, in lieu of selecting via the drop-down list.

   

7. Once the required field has been selected, click the Insert button.

   

8. The field data will appear at the point of insertion within your Word document.

   

9. Repeat steps 3 to 8 above to add additional fields within your Word document.

Note

Remember when using Word Online there is no need to Save, Word Online automatically saves your changes to the document you are working in.

Inserting Fields as a Table into a Word Document

1. Launch a Microsoft Word document from a Project Site within PWA.

2. From the ribbon click the Home tab and locate the Sensei group. Next click on the Update from Project button.

   

   The Sensei Project Online Sync pane will launch on the right side of your Word Online window.

3. Select the position within your Word document where you require to insert the table with required fields.

4. From the Sensei Project Online Sync pane, click Insert.

   

5. From the Sensei Project Online Sync pane, locate the Where does the field come from? section and click Project Field.

   

6. Still within the Sensei Project Online Sync pane from the Add Columns section, select from the displayed fields what you require to appear in your table. Note: Once selected a tick will appear against selected fields.

   

   

7. Once all required fields have been selected, click the Next button.

   

8. Order the field’s appearance within the table by utilising the arrow symbols next to the fields and drag them into order.

   

9. Once you have finalised the order of the fields, click the Next button.

   

10. Add a filter You will now be presented with an option to add a filter to your table. Click the Add Filter button.

    

    Note

    Without a filter, all tasks within the project will be displayed.

11. From the Only display items when: section, start typing the name of the field you wish to filter by. Fields will be displayed based on what text you enter.

    

12. Select a function to apply to the filter, by selecting from the drop-down list.

    

13. Next enter a Value to Compare.

    

14. To add additional filters, repeat steps 10 to 13.

15. Delete a Filter For the required Filter, click the Delete Filter button.

    

16. Once you have completed adding a filter(s) for your table, click the Next button.

    

17. Sort Data To add row sorting click the Add Sort button.

    

18. From the First sort by the column: section, start typing the name of the field you wish to sort by. Fields will be displayed based on what text you enter.

    

19. Specify the item order by clicking on either the Ascending or Descending button.

    

20. Delete Sort For the required Sort, click the Delete Sort button.

    

21. Once you have completed adding a Sort(s) for your table, click the Next button.

    

22. Confirm and Insert This next step provides you the opportunity to confirm what you have selected or to go back and make changes.

    If you are ready to proceed with building your table, ensure that the Confirm and Insert checkbox is ticked.

    

23. Click the Insert button to create your table. At your predetermined insertion point, the table will be inserted into your Word document.

    

    

Repeat Steps 4 to 24 to add additional tables to your Word document.

Inserting a SharePoint List into a Word Document

1. Launch a Microsoft Word document from a Project Site within PWA.

2. From the ribbon click the Home tab and locate the Sensei group. Next click on the Update from Projectbutton.

   The Sensei Project Online Sync pane will launch on the right side of your Word Online window.

   Note: Any existing fields chosen for use within the document will be displayed in the pane.

   

3. Select the position within your Word document where you require to insert the SharePoint list.

4. From the Sensei Project Online Sync pane, click Insert.

   

5. From the Sensei Project Online Sync pane, locate the Where does the field come from? section and click SharePoint List.

   

6. Select a SharePoint list From the displayed list, select the required SharePoint List you wish to include in your Word document.

   Note: Once a list is selected, a tick against the list will identify your selection.

   

   

7. Once all required lists have been selected, click the Next button.

   

8. From the available list of views, select the required View for your SharePoint list.

   Note

   Once a view is selected, a tick against the view will identify your selection.

   

   

9. Confirm and Insert This next step provides you the opportunity to confirm what you have selected or to go back and make changes.

   If you are ready to proceed with inserting your SharePoint list, ensure that the Confirm and Insert checkbox is ticked.

   

10. Click the Insert button to create your table.

    At your predetermined insertion point, the SharePoint list will be inserted into your Word document. Depending upon the size of the list, it may require formatting, applying styles for the table can be an easy approach.

    

    

Repeat Steps 6 to 10 to add additional SharePoint lists to your Word document.

Updating Fields in a Word Document

1. Launch a Microsoft Word document from a Project Site within PWA.

2. From the ribbon click the Home tab and locate the Sensei group. Next click on the Update from Project button.

   The Sensei Project Online Sync pane will launch on the right side of your Word Online window.

   Note

   Any existing fields chosen for use within the document will be displayed in the pane.

   

   

3. Click the Update button to refresh the fields within the Word document.

   You will see the fields updating throughout your document.

   Note

   If required you can select from the list of available fields with the pane that are being utilized with the document, to specifically select fields vs updating all fields.

   

Support

For any further details or questions please email us at helpdesk@sensei.cloud.