Contents Release Notes System Requirements Using Jive for Office Administering Jive for Office

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1 Jive for Office

2 TOC 2 Contents Release Notes...3 System Requirements... 4 Using Jive for Office... 5 What is Jive for Office?...5 Working with Shared Office Documents... 5 Get set up...6 Get connected to your community... 6 Add a document to the community... 6 Keep documents synchronized...9 Work with document versions...10 Add a comment Add collaborators Administering Jive for Office Getting Set Up...13 Installing the Extended API JAR File Updating Client Binaries...13 Client Installation Resetting the Binaries...14 Remote Client Customization Remote Client Customization Reference Choosing an Authentication Method...15 Enabling OAuth...16 Setting SSO Connection Behavior for Office Setting an Authentication Method...17 Enabling OAuth...17

3 Release Notes 3 Release Notes Jive for Office enables users to collaborate on documents created in Office and stored in their community. They can also keep up-to-date on comments, ratings, and likings. They'll receive notifications when changes have been made and can decide whether to incorporate or overwrite the changes. New in This Release This new version of Jive for Office supports Office/Outlook 2013 and Windows 8 compatibility. It's also been redesigned to make some of the key elements more usable. Specifically, you'll see: 1. A cleaner Dashboard that shows the key document information front and center. 2. A more powerful Publish workflow that makes it easy to understand the visibility of documents you're putting out in the community. Jive for Office now includes more of the in-community publishing workflow, such as publishing minor updates and restricting visibility to a subset of authors, right in Office. 3. Simple, intuitive searching when you look for docs in your community. See all Recent Documents automatically; search for documents in specific Places, the Entire Community, Your Content, or Bookmarks; and sort documents by date within a group. Jive for Office runs off the Extended APIs plugin that also supports Jive Anywhere, Jive for Outlook, Jive for SharePoint, and Jive for OCS/Lync. Your license will determine which products are activated when you install the plugin. Before You Upgrade Before you upgrade from a version earlier than 2.0, please make sure you have removed any earlier versions of Jive for Office. Installing the Extended APIs plugin with the old version of Jive for Office in place can cause problems. Known Issues in This Version The Office client download link from document pages doesn't work on non-root Jive instances.

4 System Requirements 4 System Requirements For setup instructions, see Getting Set Up. Hardware Prerequisites Jive for Office requires the same hardware as the running version of Microsoft Office, plus 40 MB of free disk space. Software Prerequisites Windows XP SP2 (Windows Installer 3.1), Windows Vista, Windows 7, or Windows 8 (with version 2.5 of Jive for Office only).net Framework 3.5 with SP1 Jive or higher. Microsoft Office 2003 with 2007 Compatibility Pack and Hotfix KB983230, 2007 with SP2, 2010 with SP1, and 2013 (with version 2.5 of Jive for Office only), all in Windows only. Word, Excel, and PowerPoint only.

5 Using Jive for Office 5 Using Jive for Office What is Jive for Office? Jive for Office is an add-in for Microsoft Office that enables users to store documents in their community and allows multiple users to edit the same document simultaneously in Microsoft Office. Documents stay in sync because Jive for Office notifies you when changes have been made to the document, and you can choose how you want to deal with the changes. You can incorporate changes into your document, or overwrite your document with the updated document. You'll get real-time notifications of changes and comments being made to a document when you have it open in supported versions of Office. If someone else has changed the document, you'll also get the chance to merge your changes with other people's. To learn more about using Jive for Office, check out Working with Shared Microsoft Office Documents Working with Shared Office Documents With Jive for Office, you can share your Office documents with others in your online community. As you make changes to a shared document on your computer, Jive for Office synchronizes the document with the version that's visible in the community, and provides real-time notifications to users working in the same document. The notifications tell each user when content has changed, and provides the option to incorporate the changes using a merge tool. Because Jive for Office constantly checks for changes, content is always up to date. And Jive for Office also synchronizes comments, tags, and collaboration settings between the community and your local document. Note: If you have the appropriate permissions, you can edit everything but the content of a shared document in the community. What You Can Do With Jive for Office, you can upload Microsoft Office documents to your community, then keep changes to the document in sync while you work in Office. In particular, with Jive for Office you can: Upload Office documents to your community without leaving Microsoft Office. When you upload a document, the community displays a preview of the document (although it must still be edited using Microsoft Office). Use Jive in the Office toolbar ribbon to: Change collaboration options to indicate who can edit the document in the community. Create a document for your community. View the currently published version of your local document in your community. Share your document with others. Check for updates to the document. Use the Dashboard to: See who else is editing the document. See how many people viewed the document, who created it, and who s contributed to it. View, add, and reply to comments. View and add tags and categories to help categorize the document in the community. View older versions of the document. Browse files similar to the open file.

6 Using Jive for Office 6 Get set up Rate the document, and see how others have rated it. You'll need the Jive for Office add-in to share documents between Office applications and your community, which requires Microsoft Windows. If you don't have the add-in, you can get it when you're viewing an uploaded Office document in the community. Or, open the menu under your avatar and click Tools to download the program. To get the Jive for Office add-in from any uploaded document: 1. In your community, navigate to -- or upload -- an Office document. 2. To the right of your document, click the Download Jive Connects for Microsoft Office link below your Actions menu. Get connected to your community After you first install Jive for Office, it might not be completely set up to connect to the community you want to synchronize documents with. To connect, you need to provide your username and password. To get connected to your community: 1. In the Jive menu, click Accounts. 2. Click Add to add your Jive account. 3. Enter the Community URL, which is the exact URL that you use to navigate and log in to your community. 4. Enter your Jive username and password. 5. To begin adding documents to the community, see Add a document to the community. Add a document to the community To have an Office document appear in the community, you can either add it using Jive for Office or upload the document from inside the community. To add a document using Jive for Office: 1. Connect to the community. For more on this, see Get connected to your community.

7 Using Jive for Office 7 2. Open or create a document in Microsoft Office. 3. Click Jive > Publish as shown in the following image. Note: Once the document lives in the community, clicking Publish Update uploads your changes to the community. 4. In the dialog box, choose where you want to publish the document--you can post it in your private documents, share it with just a few people, or post it in a place where people who are group members or interested in the topic will be more likely to see it. Or publish it to the whole community if you want everyone to be able to see it. 5. Enter the document's name in the Title field. You can also add tags or categories to help other users find your document in the community, provide an optional description, and decide who can edit your document. You can even change the local file location for your document by editing the Store At path. Note: You don t need to save your document or changes to your document locally before publishing to Jive 6. Click Publish. 7. To synchronize documents with the rest of the community, see Keep documents synchronized. Once the document is added to the community, you can click Dashboard in the Jive tab to show and hide a panel of information about the document, such as comments, ratings, and the current version number. Expand any of the areas in the Dashboard with a click to see more information. You can also click on an editor or viewer's

8 Using Jive for Office 8 avatar to see more information about who else is working on the document. The following image shows the Dashboard: To add a document from inside the community: 1. From your community, click the pencil icon and select Document. 2. Select Upload a File. 3. Select the location for your document. 4. Click Choose File. 5. Select the file from your desktop. 6. Click Publish. Depending on the size of your document, it might take a few seconds to upload it. Create a new document from an existing one To avoid a few steps, you can just upload an existing document and rename it as a new document to start fresh with in the community. This creates a new uploaded document in the community, leaving the previous uploaded document in the community as it was when you last synchronized. The new document will have the content of the previous one, but won't have its other properties, such as comments, collaboration settings, tags, and so on. Note: Making a new document in this way leaves you with an Office document that has the same content, but without all of the community-related information. To get the previous Office document with that information, go to that document's page in your community and click the Download link beneath its preview. To create a new document from an existing uploaded document:

9 Using Jive for Office 9 1. In Office, open the document you want to start from. 2. Select Jive > Publish. 3. Click the Publish as a new document link. 4. In the dialog box, navigate to the place in the community where you want to save the document. 5. Enter the new name in the Document Name field at the bottom of the dialog box. 6. Click Publish. Keep documents synchronized After you've connected your community to Office, Jive for Office keeps your documents synchronized with the community. Jive for Office does the following: Updates the document preview in the community when you save changes to the document's content. Updates the Office document comments list with comments made in the community. Lets you see updates from others in your community and review them before using them. Keeps changes to community-related document properties in sync between the Office application and the community. When a change is made in one place, it shows up in the other. You can see the following properties in the Dashboard: Tags Categories The document's title The document's description Revision activity Document's state To grab document updates from the community: 1. When your document has been updated by someone in the community, you get a real-time pop-up notification. You can also click Manage to see your merge options right away. 2. If there are no changes, a message tells you so. Otherwise, select how you want to deal with the changes: Click Replace my version to accept the newer version, overwriting your own local changes.

10 Using Jive for Office 10 Click Merge and Review to review which changes you want to use. You can choose which changes you want to accept and reject. Ignore to continue working without accepting or rejecting changes at this time. 3. When you're done working, save your changes so others in the community can see your recent changes. 4. If at any time you want to overwrite the current local document with the version on the community, click Manage > Replace my version. Merging Excel and PowerPoint Documents Jive for Office can merge Excel spreadsheets down to the cell level. Detailed messages in the merge interface will alert you of which cells have been added, deleted, and moved by other editors, so you can decide which of the conflicting cells you'd like to keep and discard before you save the merged document. PowerPoint changes, however, can only be merged at the slide level. Work with document versions As you work on a document in Office, Jive for Office keeps track of changes, including community-related information such as comments. It can sync your changes with what's going on in the community with the click of a button. You can even view the changes that have been made since previous versions of the document while in Office. You can also save a previous version as the current one. Note: The version management feature does its work in part by using the change tracking feature built into Office. That means that if you download a document that someone has made changes to, you might see revision marks placed there by the change tracking feature. The document is fine, but the revision marks can make it hard to read. You can hide the marks in the following ways: In Office 2007, 2010, or 2013, select the Review tab. In the Tracking group, select Final in the Display for Review dropdown to hide the changes. In Office 2003, locate the Reviewing toolbar. In the Display for Review dropdown, select Final. Work with document revisions Jive for Office creates a new version of a document whenever you publish your changes to the document. To view previous versions of a document:

11 Using Jive for Office Open a community document. You ll see the dashboard on the right. (If you don t, select Jive in the toolbar and click the Dashboard button.) 2. Under Versions, if the version you want to see isn't visible, scroll down to display it. Previous versions will be listed with the date/time when they were saved and the name of the person who published that version. 3. From the list of versions, click the one you want to view. Note: To recover a previous version, open that version and publish it. Work with document activity Jive for Office displays a list of activity related to the document. This activity includes versions saved and comments added. By clicking certain items in the activity list, you can see more information or add information to the document. For example, you can expand the comment section to view and add comments. To view document activity: 1. In Office, click Jive and then click Dashboard > Show. 2. You can see details about the document, such as when it was last edited and what version you're looking at. 3. Click the arrows next to different fields to add or edit information and have it show up in the community. 4. Click the Comments tab and then Add a Comment to add a comment to the open document. These comments show up in the community as comments. For more on this see Add a comment 5. You can also browse documents similar to the open document. Add a comment When you comment on a document in Office or the community (as opposed to adding inline comments in the body of a document), your comments are synchronized and appear in both places. When you add inline comments in either location, these comments are visible where they are created, but are not synchronized or visible from the other location. There are two kinds of comments for shared Office documents: Document comments are like those people make elsewhere in the community. People can usually comment on shared documents just as they comment on other kinds of documents. These are added in the community or in Office. You can see these in Office when you go to Jive > Dashboard and then click the Comments tab. Inline comments appear in the document itself. An inline comment is a way to add a comment to a particular part of the document. When you add an inline comment in the community, it shows up in the community on the Inline Comments tab at the bottom of the document, as well as in the document preview, but is not visible in Office. Inline comments you create in Office can be seen in the Review tab when you select Final Showing Markup in the Tracking group, but cannot be seen in the Jive community. To add a document comment: 1. In Office, go to the documents dashboard, expand the Comments sections, and click Add a comment. 2. Type your comment. 3. Click Post. 4. You can also click Reply to reply to an existing comment, or Delete to delete an existing comment. Add collaborators When you use Jive for Office to add a document to your community, you have the following initial publication options: A place in the community, where visibility depends on the visibility settings of that group, space, or project. For example, open group content is visible to everyone, but secret group content can only be seen by group members. Hidden, which means only you can see the document unless you give some people access later, or decide to move it to a place or publish it community-wide. Specific people, which means you choose all the people who can see it.

12 Using Jive for Office 12 The entire community. This is what it sounds like. However, you can change these defaults to fit the document needs. If you want to increase the visibility of a document, move it to a bigger container--out of Hidden into a group or space, or from a group into the whole community. You can do this in Jive for Office by publishing the document as a new document in a new place, or in the community by moving it. (Move should be in the Actions menu when you access a document from your community.) If you want to restrict some people to view access, or limit collaboration to a few people, you can choose instead to change the collaboration settings. These settings are available during initial publication after you select a place: select the Restrict Authors checkbox to access them. If you didn't use this checkbox when you created the document, all the people you granted access to when you created it can edit it as well as view it. To change collaboration options of a document that's already created: 1. On the Jive toolbar, click Edit Collaborators. 2. Select Restrict Authors and then: Only I can edit this document -- Only you can make changes to the document's content. Allow specific people to edit this document Only the people whose names you choose can make changes. If you select this, begin typing the person's name in the box. When their full name appears, click it to add it to the list. 3. Click Update. Note: If your document visibility is already limited to "specific people," you'll see a slightly different set of options, but you'll still be able to decide which people who can see the document also have rights to edit it.

13 Administering Jive for Office 13 Administering Jive for Office Getting Set Up After you've uninstalled any older versions of Jive for Office, install the Extended APIs plugin. Getting up and running with Jive for Office is pretty simple: after you install the Extended APIs plugin your license will activate Jive for Office as well as any other Microsoft plugins you're licensed for. This topic should get you started. Install the plugin using the following steps: 1. If you have a version of the Extended APIs plugin earlier than v2.0, or if you have an earlier version of Jive for Office installed, you need to uninstall them before you can install the new Extended APIs. Check the Admin Console page at System > Settings > Plugins. If you have a Jive for Office plugin installed, you have the older version and need to remove it. After you remove the old versions and install the new plugin, you should see the new Extended APIs plugin in the Plugins page. If you still see the old plugin, try restarting the Jive server. 2. Enable the Core API web services at System > Settings > Web Services > Core API. 3. Continue with the procedure in "Installing the JAR file." Installing the Extended API JAR File The Extended APIs plugin JAR file can be downloaded from the Jive Software web site. This plugin supports multiple Jive products including this one. After you add this plugin, you'll need to restart Jive in order for the feature to become available. Once you download the plugin JAR file, install it using the following steps: 1. In the Admin Console, go to System > Plugins > Add Plugin. 2. Under Install a new plugin, click Browse to select and open the plugin JAR you downloaded 3. Click Upload to add it to the community. 4. Restart the application as root: /etc/init.d/jive-application restart. For a cluster installation, restart each node. 5. Once the application has restarted, you can verify that the plugin was installed by navigating to System > Plugins > Installed Plugins and checking the list for the Extended APIs plugin. This is also where you can remove the plugin. 6. Finally, go to System > Settings > Extended APIs and ensure the modules you want are enabled. Updating Client Binaries You can choose to update client binaries manually, or you can set them to be automatically installed on your server from the Cloud, so client users can always access the latest updates. By default, Jive for Office auto-updates the client software on your server to ensure that when a new client version becomes available, it becomes available to your users and they get prompted to download it. (Users can always choose not to install the update: it isn't automatically installed.) You can see a log showing when Jive checks for a new version or downloads one by checking the Auto-Update log at System > Settings > Extended APIs > Auto- Update Logs. You'll also receive an alerting you when an auto-update completes. If you don't want the binaries to be automatically updated on your server, you can choose manual updating. When manual updates are enabled, Jive alerts you by when new client binaries are available, so you can decide when and whether to make them available on your server for users to download.

14 Administering Jive for Office 14 Note: If you use SSO or reverse proxying in your environment, you can't use auto-update until you exclude the following URL from authentication: SERVER_URL/office/download/office.msi. If you use a proxy server to access the Internet, you may encounter some issues with auto-update. See the Proxy Settings topic in the main Jive documentation for more information. To set updating: 1. Click System > Settings > Extended APIs > Desktop Applications 2. Set Auto-Update mode to Automatic. 3. When new client updates come through, you will no longer see the notification buttons next to the client binaries version(s), because you will always have the latest version of the client software. Client Installation You can allow users to install the client program themselves from the Tools menu in the community, or use an MSI to push it to their desktops. You can allow end users to install the client program manually from the Tools page in Jive or directly from YourCommunityURL/artifact/download/office.exe. You can also push the client to user desktops in either enabled or disabled mode. Download the MSI from YourCommunityURL/office/download/ office.msi, or select System > Settings > Jive for Office > Client Binaries to find the MSI. Note: If you're pushing the client to desktops using the MSI, make sure you ensure the client meets the minimum system requirements. The MSI will not verify the requirements. To enable/disable the Tools page (where the user will download the client) go to System > Settings > Extended APIs > Desktop Applications. Then select or clear the Is Download Enabled check box for Jive for Office. This setting is enabled by default. To install the client separately for all the users on one machine, use the argument INSTALLFORALLUSERS=1 when running the MSI. Setting INSTALLFORALLUSERS=0 installs the program for only the current user. INSTALLFORALLUSERS=2 creates a single installation on the client computer in Program Files, to be used by all users who use the computer. To install the client silently on multiple machines, use the /q argument. Resetting the Binaries If you need to make sure you have the correct version of the client binaries on your server (so client users can get the correct version of the client), use the following steps. 1. In the admin console, click System > Settings > Jive for Office > Client Binaries. 2. Check to see what version you'll be reverting to. You'll see the Jive for Office client version you currently have installed on your servers displayed, with a button prompting you to replace your installed client binaries with the latest build of the client software. If you want your users to be prompted to install the latest client version next time they log in, click the button. You should see the new version displayed, and the button will go away. 3. If you don't succeed in updating the binaries to the correct version this way (for example, if the update appears to succeed but your users can't download the client from the Tools page), you can try clicking the Reset Binaries button on the Advanced tab. Keep in mind that this will also reset the binaries for the Jive for Outlook client. Resetting the binaries deletes the binaries posted on your server. They can be recovered using the auto-update setting. Remote Client Customization As of version , you can enable and disable client features by creating an administrator script in the admin console, then pushing it to client machines.

15 Administering Jive for Office 15 Fastpath: Admin Console: System > Settings > Jive for Office > Advanced If you have many users of the Jive for Office client and you need to disable some of the features, you may want to create a script and push changes to the registry on each client computer. The script creates a series of keys on the client in HKEY_LOCAL_MACHINE\SOFTWARE\Jive. For a list of the keys and what they control, see Remote Client Customization Reference. You can select which features to enable and disable in the admin console and then generate a script using the following steps: 1. Click System > Settings > Jive for Office > Advanced 2. In the Shared section, select the settings you want to propagate to the client. 3. Click Generate. Remote Client Customization Reference Remote Client Customization creates a script that modifies a number of registry keys in HKEY_LOCAL_MACHINE \SOFTWARE\Jive. You can also use it to override authentication settings, or to autopopulate the community URL for new users. Setting the Community URL If you want new users to have the URL auto-supplied after a client installation, so they don't have to fill it in, you can create a remote client customization script with or without additional changes. The Jive instance URL will be pushed to clients so they can connect more easily. Overriding Authentication Settings You can override the authentication settings set on the client by selecting Force authentication behavior override and selecting an authentication mode. However, you probably want to use the settings on the Advanced tab for this. See Setting Authentication. Note that if you do create an override using Remote Client Customization, it needs to match the settings on the Advanced tab. Key Disable HTTP header "Expect: 100-continue;" that passes automatically in POST requests Disable prompt if user would like to update credentials in case they are expired (will cause login dialog to pop up automatically) Disable dialog that recommends user to switch to cached Exchange mode Don't suppress script errors in the browser control used to authenticate session-based/oauth clients Don't display the user's private container to clients Disable auto-update for all clients. Explanation True disables this header for specific cases where authentication troubleshooting is required. True turns off the prompt reminding users to reauthenticate when a change to authentication takes place. True turns off the standard reminder to use Cached Exchange mode for best performance. True displays script errors for troubleshooting purposes. True means that private folders like Files Created by You won't be available when uploading files to Jive. True prevents client machines from auto-updating, prevents polling requests from occurring and removes all UI components that have to do with the feature. Choosing an Authentication Method Your authentication method will depend on the required balance between user security and convenience.

16 Administering Jive for Office 16 You have several options for user authentication with Jive for Office. The method you choose depends on your security requirements and user convenience. The best practice is oauth, because for most users, this method will integrate most securely and seamlessly with an existing SSO implementation. However, the following descriptions provide further information about each method so you can select the best method for your community. For details on configuration, see Setting an Authentication Method. Basic Authentication With basic authentication, credentials are saved locally and passed in Base64 format with each http request. This method is the most convenient (because credentials only need to be provided once), but the least secure. Session-Based Authentication Session-based authentication saves credentials using a cookie, which expires according to the policy you set in Jive or in your SSO implementation. Session-based authentication is much more secure than basic authentication, but can require users to provide credentials frequently. oauth OAuth provides a process for client users to authorize third-party access to their server resources without sharing their credentials (typically, a username and password pair), using user-agent redirections. In Jive for Office, this means that user credential information is secured within Jive, and then persisted in a token that can be refreshed for a specified period of time--the default setting is one year. If necessary, the token can be expired manually at any time by the client user using the Office tab of the user's Preferences page (accessed from the menu under the user's name). This method best balances security and convenience. Enabling OAuth You can choose OAuth as your authentication method for Jive for Office. OAuth provides a process for client users to authorize third-party access to their server resources without sharing their credentials (typically, a username and password pair), using user-agent redirections. To enable OAuth, configure the following settings in your company's proxy and firewall: Allow #JIVESERVER#/api/oauth2/* calls without any authentication headers. Accept the oauth2 authorization header as a valid and authenticated call to the server. For example, Authorization: oauth2 xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx If you want to enable auto-updates, allow outgoing network access through the firewall to files.jivesoftware.com. Setting SSO Connection Behavior for Office By default, the Jive for Office client program detects any SSO configuration and allows the client program to connect to your community accordingly. However, you can override this behavior by using the admin console to create an administrator script and deploying it to client computers. The Jive for Office client program typically auto-detects your Jive SSO configuration. If you want to specify how clients should connect, you can create an administrator script that modifies the registry. This customization will also affect Jive for Outlook for any users who have it installed. To create a script that sets the SSO connection method on the client: 1. In the admin console, click System > Settings > Jive for Office > Advanced 2. Select the Force authentication behavior override check box. 3. Select Force session-based authentication login to enforce using the Jive SSO implementation. Session-based authentication is more secure, but requires users to provide credentials more frequently. Select Force basic authentication to enforce that clients connect using basic authentication by username and password. This method is more convenient, but less secure.

17 Administering Jive for Office 17 Setting an Authentication Method You can set the authentication method for Jive for Office users by going to System > Settings > Jive for Office > Advanced. You can set the authentication method used for Jive for Office in the Advanced tab. For information about choosing an authentication method, see Choosing an Authentication Method. The default setting, and the recommended authentication method for most users, is OAuth. Note: You can also use Remote Client Customization to set the authentication method. However, this method is not recommended unless you have a problem using the non-registry method. If you do need to use Remote Client Customization, make sure the settings match what you have set elsewhere. To set your authentication method: 1. Go to System > Settings > Jive for Office > Advanced. 2. Under Authentication Method, choose the authentication method you want to use. 3. Restart your Jive server. The changes will affect your server after restart, and your client users will be prompted to reauthenticate the next time they interact with Jive for Office. 4. If you chose OAuth as your authentication method, then Enable OAuth. Enabling OAuth You can choose OAuth as your authentication method for Jive for Office. OAuth provides a process for client users to authorize third-party access to their server resources without sharing their credentials (typically, a username and password pair), using user-agent redirections. To enable OAuth, configure the following settings in your company's proxy and firewall: Allow #JIVESERVER#/api/oauth2/* calls without any authentication headers. Accept the oauth2 authorization header as a valid and authenticated call to the server. For example, Authorization: oauth2 xxxxxxxx-xxxx-xxxx-xxxx-xxxxxxxxxxxx If you want to enable auto-updates, allow outgoing network access through the firewall to files.jivesoftware.com.