Refresh is a powerful feature, available in the Qorus Add-in for Word, that helps teams keep the content within documents in sync and up to date with the re-usable content stored in OneDrive for Business and/or SharePoint Online.
It works by keeping track of the ‘refreshable content’ in your document. You can insert content into documents as 'refreshable content', and you can also clip and save re-usable content found in documents to the cloud, as ‘refreshable content’.
The Qorus refresh compares the version of the content as it exists in the document (referred to as the 'document content'), with the corresponding content version in the cloud (referred to as the 'source content').
- If someone makes a change to the source version in the cloud, you can choose to refresh and update the refreshable inserted or clipped content in the document
- If you make a change to refreshable inserted or clipped content in the document, you can choose to refresh and update the source version stored in the cloud.
In this article, we'll explain how to:
- View a list of refreshable inserted and clipped content within a document
- Refresh and update a document with changes made to the source content in the cloud
- Refresh and update the re-usable source content stored in the cloud, with changes made in the document
1. View a list of refreshable inserted and clipped content within a document
Click on the 'Refresh' tab in the top nav of the Qorus Content Hub Add-in for Word.
Next, you'll see a list of all the refreshable content that's been inserted into the document, as well as the refreshable content that has been clipped from the document and saved as new re-usable documents in the cloud.
If any of that refreshable content has been updated in SharePoint Online or OneDrive for Business, you'll see the following icons appear on the right of the file title:
Clicking on a file name will reveal information about the refreshable inserted or clipped content versions.
In the example below, we can see that the version of the ‘Lead Management Capabilities’ document that was inserted as refreshable from SharePoint Online, dates back to Aug 14th 2018. This is the 'Document Version'.
Since then however, this ‘Lead Management Capabilities’ document has been updated. In fact, it was last updated on Aug 24th 2018. This is the 'Source Version'.
2. Refresh a document with changes made to the source content in the cloud
To update the document with the latest version of the ‘Lead Management Capabilities’ document now available in SharePoint Online, all you need to do is click on the 'Refresh' button.
Alternatively, it's possible to click on 'Refresh All' to have the whole document refreshed with the latest cloud versions.
After clicking on either one of these options, click 'Ok' to confirm that you would like to refresh and update the document:
TIP: If you're in doubt as to whether you should update your document or not, you can always preview the source content by clicking on the ‘Preview’ button (screenshot below).
Alternatively click on ‘Open’ (exactly as you would from the search) to open and view the source version.
3. Refresh the re-usable source content stored in the cloud, with changes made in the document
It's also possible to update any refreshable content, while you work in Word - and then push those changes to the corresponding source version. This is particularly useful if you've spotted a typo in content you've already inserted as refreshable!
All you'll need to do is edit the relevant part of the document, select the ‘More’ button, and then click on 'Update source document':
There are a few important points to note about using the Refresh: