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In addition to outlining the new functionality, limitations and known bugs are detailed.

Word

Word comes with the most features as it natively supports every type of visual marking we are adding to documents:

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Note: Automatic classification events include default classification, auto ML classification and the classification event that is triggered on saving the document to prevent editing of visual markings. This applies to PowerPoint and Excel too.

Limitations/Known Bugs

  • There is a known bug when using the right-click classification of a document (applies to Excel and PowerPoint as well) where any pop-ups will be using the dark mode theme instead of obeying the current agent theme.

  • If a user classifies a document that contains an existing header/footer and applies the “All Pages Except Title Page” option, then they may note that there is no longer any header or footer on the first page of the document, including the original header and footer. This is a known limitation/behaviour for Word. The text hasn’t been deleted. The agent is simply applying the Header & Footer option (as seen in the ribbon) called “Different First Page”. This is necessary to allow for the option “All Pages Except Title Page”. What is happening under the hood is that Word is now apply a new “first page header/footer” to the first page of the document, and maintaining the standard header/footer on the remaining pages. As it has just been created, it is blank. If the user wishes to apply their own text to the first page, they can do so after classifying. It isn’t possible to automatically copy over the data with the agent, as we can’t arbitrarily support all possibilities of document formatting. And it goes against the convention set by Microsoft.

Notes

  • Unless alwaysShowPopup is set to true, then pop-ups will only be shown in the cases where user input is required to decide on ambiguity between the config and the current document.

    • For example: By default the agent will always try to write headers and footers with the type “fixed” (as described above). But if the document already contains a fixed header, the pop up will be shown to ask the user what type of header to apply in this case. And to choose to append or overwrite the existing header.

    • In the case where the classification tag type is set to binary in the config, the default behaviour of the agent switches to apply “floating” headers and footers (as described above). So in the previous example where there is an existing fixed header in the document, there will be no pop-up shown as there is no conflict that user needs to provide input on.

PowerPoint

The features for PowerPoint are largely the same as in Word, but with some key differences:

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  • Note:

    • If popupConfiguration is not configured by default markings will be applied to all slides

    • fromSlide and toSlide are only used when slideLayoutOptions is set to slideRange

  • PowerPoint Visual Label Options Pop-up:

    image-20240126-162036.pngimage-20240126-162054.png

Limitations/Known Bugs

  • There is a known bug with the Office API that prevents the agent from being able to detect when a user is about to print a document in PowerPoint. To work around this, the default printer options that a user sees in PowerPoint have been removed and replaced with a single “Print” button that when pressed will allow a user to set their print parameters. This custom print settings pop-up allows the agent to correctly detect when the user is about to print a document and so apply our logic, such as reverting any changes to visual labels before printing.

Excel

The features for Excel are largely the same as in Word, but with some key differences:

  • Excel does not support watermarks.

  • Excel splits its headers and footers into 3 sections: left, right, and center. Which section is used is determined by the text-align style attribute from the header/footer config.

  • As there is only the option to add headers and footers to these specific text boxes, there is no need to ask the user for input on the type of footer to apply, so there is no header/footer type section of the Visual Label Options pop up as in Word.

  • Additionally, as these are the only text boxes where headers and footers can be added, we support asking the user if they would like to append or overwrite in all cases without needing to explicitly support specific 3rd party headers/footers.

  • Excel has a limitation on the length of text that can be used in headers/footers of 240 characters. In cases where the text length exceeds this (including existing text being appended to, if chosen), the text will instead be rendered as an image which will be inserted instead. Please note this then prevents the text from being modified later as it is rendered as an image.

  • If a user classifies a workbook and then changes the Excel Header & Footer options (in the ribbon) to set different first page, or different odd and even pages, the user may notice that the visual labels are no longer applied on all pages of the sheets. This is a known behaviour in excel for how headers and footers operate. This will be resolved on the next classification of the file, or when it is next saved or printed.

  • As Excel has no concept of a title page, in the “Visual Label Options” pop up there are only the options to apply to all sheets, or to choose which sheet numbers to apply From - To. These are inclusive.

    • Note: The chosen numbers do not refer to the names of the sheets in Excel (“Sheet1”, “Sheet3”, etc) as these are re-nameable placeholder names. It refers to sheets counting from left to right.

    • To use this, please use the fromSheet and/or toSheet fields in Excel configuration. If excluded from config or both set to 0, markings will be applied to all sheets. By default, these values will be automatically applied. For users to be allowed to choose when classifying, please set alwaysShowPopup to true.

  • Sample Excel Visual Tagging Config:

    Code Block
    languagejson
    "visualTagging": {
  "showHeader": true,
  "header": "<span style = \"color:#00FF00;\">Excel O H Classification: <strong>{classification}/{distribution}</strong></span>",
  "showFooter": true,
  "footer": "<span style = \"color:DarkTurquoise;\">Excel O F Classification: <strong>{classification}/{distribution}</strong></span>",
  "popupConfiguration": {
    "alwaysShowPopup": false,
    "enforceSheetLayoutOption": false,
    "sheetLayoutOptions": "allSheets",
    "fromSheet": 1,
    "toSheet": 2,
    "enforceOverwriteOption": false,
    "overwriteOption": "append"
  }
}

  • Excel Visual Label Options Pop-up:

    image-20240126-162851.png

Outlook

The features available in Outlook are the most different from the other Office applications as there is no native support for headers, footers, or watermarks. Below is an outline of the currently supported features and their limitations.

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  • No pop-ups in Outlook as there is no concept of title pages, different header/footer types in Outlook

  • We support emails, appointments, and meetings in formats like HTML, Rich Text, and Plain Text.

  • Prevention of markings being modified is done by sending an email. This step will also remove the previously mentioned hidden tags so they won’t be visible to email recipients.

  • Note:

    • Modification of the markings is prevented only in the current email body and not in the email chain in case of replies and forwarded emails.

    • Since appointments can only be saved they can be classified regularly but the new changes of non-editable markings do not apply to them.

PDF

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We have added a new functionality to add visual labels to pdf files.

  • Currently visual tagging for PDFs only supports headers

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  • and these are placed are placed

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  • in

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  • the top left of the document and are static.

  • The functionality of the visual labels is limited due to PDF not being intended as an editable format, so library options for modifying PDFs are limited.

  • Re-classifying a PDF file will update the visual label text and meta data.

  • Also, there is no supported plugin for PDFs (in applications such as Adobe Acrobat) as this isn’t possible

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  • so PDFs need to be classified from Windows Explorer using the existing option in the right click menu, or via CLI.

  • PDF functionality do not apply in custom rules

NOTE:

  • The intended use of this functionality is where the source document like word is not available to classify.

  • In cases where a Word file has been classified in MS Office and exported using the GV Save As Classified PDF button, and the users wishes to alter the classification: the user needs to update the source Word file and save as PDF again. This PDF visual label functionality isn’t able to detect labels created with the Word plugin, as it lacks the deeper API integration found in MS Office. This will result in a doubling of visual labels. This should only be used on PDFs that have never been classified and that lack a source file.