Question:

Why is the Microsoft Word Markup Color related to the Track Changes feature not retained on generated Viewable Renditions in Veeva Vault?

Answer:

The reason why there are different text colors locally compared to the colors in the generated Rendition of Vault is that the Microsoft Word application installed in the Rendition Server has predetermined Track Changes options, as shown below. This is currently the expected behavior.

Insertions, deletions, and formatting are set to "By Author" rather than a single color. This means that, in a document that does not have any tracked changes, the first person that makes tracked changes will have these changes shown as red. The second person that makes tracked changes to the same document will have these changes shown in blue. More unique colors get assigned as more unique authors introduce tracked changes to the document.

An example, where the individual opening and editing the Word Document is referred to as "User 1":

1. User 1 creates a new document called example.docx
2. User 1 sets the color of insertions to blue, turns Track Changes on, and writes Markup Text
3. example.docx will show insertions as blue locally. That is, when User 1 opens example.docx in Word, the changes will appear in blue. Saving to pdf locally also shows the changes as blue, as expected
4. example.docx is opened in the Microsoft Word Application that is installed on the Vault Rendition server. The changes will now appear as red instead. This is because User 1 was the first author to edit the document with Track Changes on, and Word automatically displays the changes of User 1 changes as red.

In case the Track Changes settings of User 1 are the same as in the picture above, the Track Change colors are expected to be consistent both locally and in the generated rendition in Vault.

For this reason, Markup color cannot be set by customers using Viewable Renditions which are auto-generated. As a workaround, the customer is required to upload a manually generated pdf (Manual Rendition) for each given Word document.

Related Documentation:

Vault Help Documentation:

• Working with Renditions

Knowledge Base:

• Why Microsoft Office Mark-up Settings Are Not Retained on Vault Renditions?