Microsoft Word Integration

The HIVO Extension for Microsoft Word is a solution that directly integrates the HIVO asset library into the word processing interface. This feature allows users to access, search, insert, and manage digital assets without leaving the Microsoft Word application.

Installing HIVO Extension for Microsoft Word

For customers who have purchased the HIVO for Word integration, you can download the extension from the Microsoft Store.

🔹 Step 1: Installation instructions

Open Microsoft Word on your computer, go to the “InSert" tab and select Get Add-ins.
The Add-ins store will appear, in the search bar, enter the keyword “HIVO".
Click the "Add" button and then follow the prompts to complete the installation

Or visit the listing page on Microsoft app source here and "Get it app".

🔹 Step 2: Login to HIVO via your Word extension

In the HIVO extension panel, go to the Login tab and enter your HIVO credentials (username and password).

If you have purchased Single Sign-On (SSO), you can log in using the passwordless option. If you log in via email and password, ensure you enter the email linked to your HIVO account with the purchased Word connector.

Opening the HIVO Extension in Word

Go to Word, in the Home tab, click on the "HIVO logo" in the right corner to open the HIVO extension.

Customize HIVO window size to optimize workspace according to needs

Browsing and Searching HIVO assets in Word

The HIVO Plugin offers a search function to help users find assets stored in the HIVO library directly from within the Microsoft Word interface.

In Word, click on the Assets tab in the HIVO extension.
Users can browse HIVO files that they have permission to access by clicking on the Assets tab within the Word connector. You can search for assets by:
- Using the search bar, combine with tags.
- Or browsing through folders in your HIVO library.

Importing and Swapping HIVO asset versions in Word

You can import assets from the HIVO library directly into your Word document:

Locate the assets you need in the HIVO plugin.
Select the version of the asset you wish to import. The asset will appear in your document and be ready to use.
To swap between different asset versions:
- Just click on the image that you have imported.
- Click on the new version you want to use and the connector will swap the versions for you.

Upload assets (image) from Word to HIVO

Select the asset you want to upload to HIVO. In the HIVO window, you can enter a name and select the file format.

Adding tags will help you find the asset more easily.

Before uploading, you can describe the asset in detail and add a thumbnail and version options if you want.

Save Asset / Save as new version

Go to Document tab, enter name and select folder to store asset in HIVO library.

Click the "Start Upload" button to complete the asset upload to the HIVO library. The system will then automatically create a link between the current document and the file uploaded to HIVO.
You just need to click on the document name to go to HIVO working interface.

Asset Permissions in the Word Plugin

User permissions in the HIVO plugin match those in the main HIVO platform. When a user logs in through the Word extension, they can only view and use the assets they have access to in HIVO. At the same time, you can also change the permisssions to assets you have uploaded to HIVO from Word.

Comment asset in HIVO and change comment status

After saving the document to the HIVO library, other members can view the document you just uploaded to HIVO (if they have permission to view it) and comment it.

Comments will be displayed on the word document file.

From the HIVO extension window on Word, you can reply to comments, change the comment status as well as filter comments by status to quickly process and resolve.

⚠️ Note: Comment visualization is supported when saving assets (using the Save Document feature), but not when exporting assets because uploading the file to the library as a standalone archive or updating the file version is not supported.

Export asset (document) from Word to HIVO library

This feature allows you to upload documents directly from Word to the HIVO library quickly without leaving the application. As a result, you can save time and ensure your documents are centrally stored and managed within the system.

🔹 Step 1: Open the Export tab & Choose the saving method

On the HIVO add-in toolbar in Word, navigate to the Export tab. You will have two options depending on your needs:

Export as New Asset: Use this option if you want to save the current document as a completely new asset in the HIVO library.
Export as Existing Asset: Use this option if you want to update (overwrite) an existing asset with the current Word version.

🔹 Step 2: Configure Asset Information

Before exporting, you need to review and complete the necessary information:

Name: Edit and confirm the file name
Format: HIVO provides two format options: Word (doc) and PDF
Approval Template (optional): If the document requires internal approval before being used, you can select an approval template. Once uploaded, the system will automatically trigger the approval workflow configured by the Admin.
Select Folder: Choose the correct destination folder in the HIVO library to ensure the asset is stored in the right location.