The firesys video zone

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Word

Layout menu ribbon

Design texts with the StyleGuide

The StyleGuide makes the text formats that were developed especially for your publication according to the StyleGuide available in a separate task area.

A detailed explanation of the individual steps

How to use the StyleGuide to assign styles to text areas in Word:

1. In Word, in the “Layout” menu ribbon, click on the “StyleGuide” button in the “Text” group.
   → A work area opens on the right-hand side.

2. Select a text area in Word to which you want to assign a style.

3. In the StyleGuide work area, click on the style you require.
   → The selected style is assigned to the selected text area.

Create a new table in Word

The firesys table assistant helps with with creating, formatting and changing tables.

A detailed explanation of the individual steps

Use this function to create a new, blank table in your Word document in accordance with your style guidelines. You can also insert tables into your document if the contents do not originate from Excel:

1. Click in the place in the document where you want to insert the table.

2. In the tab "*Design" in the group "Tables" click on the button "*Table assistant". .

3. Select the desired template for the table – depending on your layout

4. Enter the number of columns and rows that you want in your table.

5. Then select a width for the new table.

6. Enter the width you require for the “Other columns” (usually the columns filled with numbers). The width of the “First column” (usually the text column) is adjusted automatically.

7. Choose whether the table header is to be repeated on every page.

8. Click OK to confirm your selection and to create
   → a table with the parameters you have specified.

Manually change a table

Change the table and column widths from the specified values or define manual values.

A detailed explanation of the individual steps.

To edit a table, proceed as follows:

1. Hover the cursor over the table you want to change.

2. Open the table assistant. You have two options for this:

1. In the tab "*Design" in the group "Tables" click on the button "*Table assistant".

2. Open the context menu by right-clicking on the table and click on "*Table assistant".

3. Carry out the steps necessary for your editing:

1. Select the desired template for the table - depending on your layout.

2. Enter the number of columns and rows you want your table to have.

3. Select a width for the table.

4. Optionally place a tick in front of "Repeat headers on each page if you wish to do so.

5. Define the desired width of the text and number columns.


Note: After selecting a different template for an existing table, you will be prompted by firesys warning that manual formatting you previously applied to the table will be removed.



4. If you click Yes.
   → you might have to redo some of the manual formatting that you already applied to the table.

Table assistant – change table height

Change the height of the individual rows in your table by using the context-sensitive table menu in firesys.

A detailed explanation of the individual steps

Shrinking and stretching a table allows you to reduce (shrink) or increase (stretch) the height of tables by minute amounts.

1. Hover the cursor over the table you want to change.
   → The following open on the left side of the menu ribbon other context-sensitive tabs.

2. Click on the "*firesys" tab.

3. Use the “Shrink” menu options to reduce the table's height:

1. Click “Decrease the line spacing” to reduce the line spacing in the table by 0.1 pt.

2. Click “Decrease space before” to reduce the spacing between a paragraph and the paragraph above by 0.1 pt in all table rows.

3. Click “Decrease space after” to reduce the spacing between a paragraph and the paragraph below by 0.1 pt in all table rows.

4. Use the “Stretch” menu options to increase the table’s height. The steps involved in stretching the table are identical to the steps required for shrinking the table.

5. Repeat the shrink or stretch commands as many times as necessary until the table has reached the desired height.
   
   Note Click the menu options under “Reset” to undo the modifications and restore the spacing originally set in the style.
   
   → You have shrunk/stretched the table.

Table assistant – insert a row

Use firesys to add a new row to an existing table.

A detailed explanation of the individual steps

Insert a new row

1. Hover the cursor over the table row above or below of where you want to insert a new row.
   → The following open on the left side of the menu ribbon other context-sensitive tabs.

2. Click on "Rows" in the "*firesys" tab in the "Rows and Columns" group.

3. Click either “Insert above” or “Insert below” to add a row above or below the row where your cursor is pointed.
   → You have inserted an additional line.

Insert a new column

1. Click in the column of your table next to which you want to insert an additional column.
   → Additional context-sensitive tabs open on the left side of the ribbon.

2. Click on "Column" in the "*firesys" tab in the "Rows and columns" group.

3. Click on "Insert Right"/"Insert Left" to insert a column to the right or left of the column where your cursor is positioned.

4. Then call up the Table assistant to adjust the width of the table and columns.
   → You have added an extra column to your table.

Menu ribbon contents

Highlight data in text

This highlights in green all linked Excel objects in the body text, or else it removes the highlighting.

A detailed explanation of the individual steps

How to define coloured highlighting in firesys:

1. In Word, in the “*Content” menu ribbon, in the “Linked objects” group, click on the “Set” button in the “Selection” area.
   → A selection menu opensHere you can select whether you want to be supported by coloured highlighting for identifying data in text elements, lost Excel data links or firesys stories.

2. Select the option you require.
   → The selected option is then executed and the coloured highlighting is displayed in Word.

Reference: If you no longer require the coloured highlighting that is currently set, you can use the “Remove” button to return the visual display to the its original status.

Insert data in text from file

Use this function to insert the content of a single cell as a linked firesys object in the body text of your Word document.

Insert data in text directly from the selected Excel cell

Use this function to insert the content of a single cell that you have just selected in Excel directly as a linked firesys object in the body text of your Word document.

Insert data in text directly from the selected Excel cell with options

Use this function to insert the content of a single cell as a linked firesys object with a different unit or as an absolute value into the body text of your Word document.

Insert a table from a file

Use this function to insert a table from an Excel file as a linked firesys table object in Word.

A detailed explanation of the individual steps

This is how you insert a table in Excel into Word with firesys:

So that a table can be inserted, a table must have been formatted properly beforehand. You can find information about this here.



1. On the “*Content” tab in the “Excel Data” group on the “Insert” menu and select “From file” from the “From file...” area.

2. The following dialog selection shows the Excel files that are already linked and open.

3. Files that are currently open on your desktop are displayed as

4. Files that you have already used to import objects into your Word document are displayed as

5. You can add documents by clicking the “Additional files” button or dragging the files directly to the corresponding button.

6. Select the Excel file from which the data is to be inserted (“Data source”).

7. A selection dialog opens. Select here the worksheet from which you want to insert your data.

8. Then select the range in the worksheet that you want to insert in Word. You can search both lists when they are expanded.

9. You can also select “Format manually” to prevent your tables being automatically adapted and formatted during insertion and updating Confirm the dialog with “OK”.

10. The table is inserted with the saved preset layout.

Insert table directly from the selected Excel range

With this function you insert the content of a range you have selected in Excel directly into Word as a linked firesys object.

Update Excel contents

You can use these functions to update your linked Excel data with one click. This means that your business report always contains correctly maintained values.

A detailed explanation of the individual steps

This is how you update linked Excel objects with firesys, in three different ways:

• Option 1: By using the “Update” function in the menu ribbon (shown in this video)

1. Use the mouse pointer to select a linked Excel object that you want to update.

2. In the “*Content” menu ribbon, in the “Excel data manager” group, click on the “Update” button.
   → A progress dialog appears.
   Note:The “Update all Excel objects” function is also available on the split button.
   →The Excel object was updated.

• Option 2: By using the context-sensitive menu in firesys

1. Use the mouse pointer to select a linked Excel object that you want to update.

2. Right-click in the object’s area.
   →The context-sensitive menu appears.

3. Here you can select the “Update” function.
   → A progress dialog then appears.
   → The Excel object was updated.

• Option 3: By using the menu ribbon in the Excel data manager

1. Use the mouse pointer to select a linked Excel object that you want to update.

2. In the “*Content” menu ribbon, in the “Excel data manager” group, click on the “Excel data manager” button.
   →This opens the Excel data manager and the “Update” ribbon contains the update functions.

3. Here you can choose whether you want to update all or just the selected Excel objects.
   →A progress dialog then appears.
   → The Excel object(s) are updated.

Insert a graphic into body text

Inserts any graphics file (such as JPG, BMP, EMF, GIF, PNG, TIF) as a linked firesys graphics object in the existing format in your Word document.

A detailed explanation of the individual steps

This is how you insert a graphic from a file (into the body text):

1. Point the cursor at the position in your Word document where you want to insert the graphics.

2. In the “*Content” tab, click on the “Insert...” menu in the “Graphic” group and select “From file...”.

3. You can insert graphics by clicking on the “Additional files” button, or by dragging the files directly to the corresponding button.

4. Select the file you want to insert and confirm by clicking “OK”.
   → The graphic will be inserted

Insert a graphic directly from PowerPoint

Inserts a diagram created in Excel or PowerPoint as a linked graphic in EMF format. The source program can remain closed and you do not have to manually save the diagram as a graphic beforehand.

A detailed explanation of the individual steps

This is how you insert graphics from PowerPoint/Excel (into body text):

1. Place the cursor at the position in your Word document where you want to insert the graphic.

2. In the “*Content” tab, click on the “Insert” menu in the “Graphic” group and select “from PowerPoint...”.
   → The following dialog shows the already linked and open PowerPoint files:

1. Files that are currently open on your desktop are displayed as “Open”.

2. Files that you have already used to import objects into your Word document are displayed as “Linked”.

3. You can add documents by clicking the “Additional files” button or dragging the files directly to the corresponding button.

4. Select the Excel file from which the data is to be inserted (“Data source”).

5. Select the graphics that you want to insert into your Word document. You can see a preview of the selected graphics in the right-hand window.

1. If you enable the “Including Microsoft Office graphics object” option, linkgraphics automatically imports the diagram’s automatically generated elements from the spreadsheet into the Word document.

2. If you disable this option, the elements are ignored as auxiliary graphics when imported.

6. Click “OK” to confirm your selection.
   → The graphic will be inserted.

Insert a graphic directly from Excel (into body text)

Inserts a selected graphic into the currently opened Excel document directly as a linked graphic.

A detailed explanation of the individual steps

This is how you insert a graphic directly from Excel:



1. In Excel, highlight the graphics that you want to import into Word as a linked graphics object.

2. Go to the Word file and point the cursor where you want to insert the graphics.

3. On the “*Content” tab in the “Graphics” menu, click “Insert...” and select “Directly from Excel”.
   → The graphic will be inserted

Create a story

Select the text you require in your master document. This is saved as a new story and integrated into the master.

A detailed explanation of the individual steps

How to create a new story:

1. Use the cursor to select the area in your Word document that should be the content of the new story.

2. On the “*Content” tab, in the “Collaboration” group, click on the “Create” menu.
   → An information dialogue opens, indicating that the Master must first be saved.

3. This opens an information dialog indicating that the master must be saved first of all. To continue, click on “Yes”.
   → A Windows save dialogue opens.

4. A Windows save dialog then opens in which you have to specify the storage location of the new story.

5. "Click on "OK".
   → After a short calculation time, the selected area of the document is then saved as a new story at the specified path.

Create a version

You can manually create a new version of the current Word document (if desired with all Word, Excel, PowerPoint and graphics files) and assign a status to a version.

A detailed explanation of the individual steps

To create a new version in firesys

1. In the “*Content” menu ribbon, in the “Versioning” group, click on the “New version” button.
   → A dialog opens with the following settings options:

1. Version type
   Select whether you wish to create a main version or auxiliary version. The versions are automatically numbered before the point (new main version), or after the point (new auxiliary version).

2. Workflow status
   Gives you the possibility of assigning the new version one of three statuses “Draft”, “Pending” or “Approved”.

3. Version comments
   Comments on the version can be entered here.

2. Click on "OK.
   → Versioning is carried out.

Publish menu ribbon

The AutoCorrect function

You can use the firesys AutoCorrect function to define terms which can then be converted automatically into a different spelling, meaning that undesirable abbreviations can be avoided, for example.

A detailed explanation of the individual steps

How to add a term to the AutoCorrect function:

1. Select a word in your document.

2. On the “*Publish” ribbon, in the “Layout and wording” group, click on the lower half of the “AutoCorrect” button and select “Add term”.
   →A dialog window opens.

3. Here you can define your entries more precisely with the following settings:

This term

• Enter the incorrect spelling of the term here.

Replace with

• Enter the correct spelling of the term here.

Group

• Select a group for the new term or create a new group via “Manage groups”.

Comment

• Add a comment to the term (optional).

Add

• Adds the term to the AutoCorrect function.

Cancel

• Closes the task field without adding a new term.

4. Click on "Add".
   → Der Begriff wird der Autokorrektur hinzugefügt.

The layout check

The “Layout check” function checks your files for formal design problems and detects such problems faster and in more detail than the human eye ever could. It also immediately provides assistance with their correction.

A detailed explanation of the individual steps

How to use the layout check in Word:

1. Open the Layout check window via the “Layout check” button in the “Layout and wording” group on the “*Publish” tab.
   → The layout check task area opens and comprises three elements (Parameters/Results/Exceptions).

2. Choose what should be checked in the “Parameters” group:

1. “Complete” conducts a comprehensive review all categories.

2. Under “Selection” you can choose from the following profiles for the check: colours, typography, tables, proofreading, Federal Gazette.

3. “Complete” conducts a comprehensive review all categories.

4. Click “Custom” to select what you want to check.

3. Then click “Start” to carry out the Layout check.
   → The Layout check is carried out.

The coupler

Use the coupler to join certain terms together so they are never separated through line breaks. Rules can be defined by using regular expressions.

A detailed explanation of the individual steps

This is how you insert a new rule in the coupler:

Note: The steps listed here execute a maximum example. The video does not include all steps.

1. First set the rules according to which non-breaking spaces between specific terms (text and/or numbers) should be inserted. In the “*Publish” ribbon, in the “Typography” group click on “Typography functions”.
   → The typography task field will open.

2. In the task field, select “Add rule” in the following dialog on the “Coupler” tab.
   → A dialog appears.

3. In the dialog box you can define the respective elements of the coupler rule in the “Left” and “Right” area.

Left/right [0-9] and [a-z]

4. Enter the exact text that is situated to the left or right of the non-breaking space or select placeholders:

1. [0-9] for any numbers

2. [a-z] for any letters

5. Select how the two terms should be coupled:

1. Couple:
   A “normal width” non-breaking space; example: EUR 251 million.

2. Closely couple:
   inserts a narrow non-breaking space to reduce the spacing between two terms; example: 100 %.

3. Hide spacing:
   suppresses spacing between two terms. This function is particularly useful when different rules apply to different languages; example: the spacing required in German between the number and percent symbol should be suppressed in English

4. Force space:
   ensures a non-breaking space between certain terms even if it was not manually inserted when the text was input; example: “[0-9]” and “%”

6. Click “OK” to confirm your selection.
   → You added a Coupler rule.

Hyphenation

Here you can determine where certain words can be hyphenated. You can also determine hyphenation suggestions on how certain words are to be hyphenated in Word.

A detailed explanation of the individual steps

How to enter a new word as a hyphenation rule:

1. In the “*Publish” menu ribbon, in the “Typography” group, click on the “Typography functions” button.
   → The typography task field will open.

2. Select “Add rule” in the task field on the “Hyphenate” tab.
   → An entry dialogue opens./

3. Enter the term you require in the input dialog.

4. Place the cursor at the point(s) at which you would like the word to be hyphenated and click on the “hyphenate” button. Repeat the process at all points at which you would like the word to be hyphenated.

5. Click “OK” to confirm the dialog.
   → You have added a new syllabification rule.

Never hyphenate word

With the "Never hyphenate word" function you can define words that must always be kept together in your document and must not be separated with line breaks. This enables you to better adhere to your corporate identity, for example.

A detailed explanation of the individual steps

How to enter a new never hyphenate word rule:

1. In the “*Publish” menu ribbon, in the “Typography” group, click on the “Typography functions” button.
   → The typography task field will open.

2. In the task field, select the “Add rule” button on the “Never separate word” tab.
   → An input dialogue opens.

3. Enter the term you require in the input dialog.

4. Click “OK” to confirm the dialog.
   → You have created a new word never disconnect rule

Execute the typography functions

All typography functions are executed at a click. This sets couplers, excludes words from hyphenation and applies separations to specific words.

A detailed explanation of the individual steps

This is how you execute the firesys typography functions in Word:

1. Position the mouse pointer at any location in your document or, if you want to execute the typography functions for only a specific area in your document, select a text area in Word.

2. Select a range of text in Word to perform Typography functions only on a specific range in your document.

1. In the “*Publish” menu ribbon, in the “Typography” group, click on the “Start” button.
   → A query appears asking whether you want to execute all typography functions now. You can confirm this dialog box with “OK”.

2. Confirm the dialogue with "Ok".
   → The typography functions are then executed by firesys
   → A results dialog appears showing you a summary of the changes that were made.

Reduce letter and word spacing

You can reduce your text quickly by a line with just one click.

A detailed explanation of the individual steps

How to change the letter spacing in your document:

1. Select the text area in your document whose letter spacing you want to change.

2. In the “*Publish” menu ribbon, in the “Typography” group, click on the lower half of the “Typography” button and press the button you require in the “Word spacing” function.

   ReferenceIn this example, the letter spacing is changed to a smaller value than before by using the “Reduce” function.
   → The letter spacing of your selected text area is changed by 0.05 Pt.

Excel

Layout menu ribbon

Design a table with the StyleGuide

Design your contents in Excel with the StyleGuide

Prepare a table for import into Word

Use the following steps to prepare the table so it can be linked with your Word document.

Die Erklärung der einzelnen Schritte im Detail

This is how you can assign ranges to a table in Excel:

1. To be able to insert a table in Word, it needs an assigned name or print area. To do this, select the complete range of the table in your Excel document.

2. Click on the "Print Area" button in the "*Design" ribbon in the "Areas" group to set the previously defined selection as the print area.
   → The print area is set, the table can now be used in Word (see Insert a table from a file).

To assign a line type, proceed as follows:

1. Select the corresponding row or a cell from this row that you want to assign.

2. Click on "Line types" in the "Formatting" group in the "*Design" ribbon.
   → A menu opens with various options.

3. Select the line type you want to assign - e.g. "Table header single" for the table header line.
   → The line type is assigned.

To assign a column highlight, proceed as follows:

1. Highlight the column to be highlighted.

2. Klicken Sie im Menüband „*Gestaltung“ in der Gruppe „Formatierung“ auf das Menü „Highlight“ und wählen Sie ein Highlight aus dem Dropdown-Menü aus.
   → Das Highlight wird zugewiesen.

Remove styles from the Excel workbook

Remove all unnecessary or duplicate styles from your Excel workbook.

A detailed explanation of the individual steps

How to remove superfluous styles:

1. In the “*Layout” menu ribbon, in the “Formatting” group, click on the lower half of the “StyleGuide” button and choose “Remove styles”
   → A dialog opens.

Note: If there are no unused styles in your document, an information dialog is displayed.

2. In the dialog, select the styles that you want to remove...

1. either individually and manually from the list of displayed styles.

2. or use the “Select visible” function to select all styles that are currently displayed.

   Note: You can use the search function at any time to filter the styles that are displayed according to your requirements.

3. Click “OK” to confirm your selection.
   → A final result report shows an overview of the number of styles that were removed

Format cells in color with the function "Highlight"

Colours cells in Excel yellow or removes this highlighting so that this can be transferred to Word. This way, numbers or texts in tables, that have not been defined yet, can be highlighted sustain-ably.

Vorlage:Video-HervorhebungHervorhebenENG

= Format cells in color with the function "Hide numbers"

Colours selected cells red or removes this highlighting so that the cells can be replaced with Xs in Word. This function is useful if you want to transfer your confidential data to external parties, e.g. your translator.

Vorlage:Video-HervorhebungZahlenverbergenENG

= Format cells in color using the "Ignore number format" function

Highlights the selected cells in green or deselects them so that when you transfer them to Word, the number format specified in Word is ignored.

Vorlage:Video-HervorhebungZahlenformatIgnorierenENG

Format cells in color with the function "Import brackets"

Selects or deselects the selected cells in blue so that the brackets are displayed when the table is transferred to Word.

Vorlage:Video-Hervohebungen-Klammern einlesenENG

= format cells in color with the function "Strikethrough"

Highlights the selected cells in light blue or removes this highlight again. With cells that are highlighted in light blue, two diagonal lines are set when they are imported into Word. This can be used in reports, for example, which are created in accordance with the Solvency II Standard.

Vorlage:Video-HervorhebungDurchkreuzenENG

Formatting cells in color using conditional formatting

In firesys it is possible to use the functionality of conditional formatting known from Excel. With this you can quickly visualize your data sets in color or with symbols - which helps you to recognize trends quickly.

Vorlage:Video-BedingteFormatierungFarbskalaENG

Translation menu ribbon

Create a dictionary

If the texts of the master language are in the first column and those of the secondary language are in the second column of the print area, you can create a dictionary with just one click.

A detailed explanation of the individual steps

This is how you create a dictionary with firesys:

1. On the “*Translation” ribbon, in the “Dictionary” group, choose the “Create/update” button. In the dialog that follows, select one of the two options:

1. Single-language tables
   In this case, the text is entered as the master language (language 1) within the print areas of your workbook.

2. Bilingual tables
   Choose this option if you have the texts of the master language in the first column and those of the secondary language in the second column of the print area. Column labels must be entered manually in the translation manager.

2. Check the information in the following window.
   Note:In the dialog you can see which worksheets in your Excel workbook in the dictionary or ignored. Sheets without a print area and protected sheets cannot be added to the dictionary.

3. Click on

1. “Cancel” to correct the settings

2. “OK” to create the dictionary or
   → The dictionary is created.

Propose translations for tables

The translation manager automatically proposes translations from the firesys dictionary.

A detailed explanation of the individual steps

This is how you use firesys to propose translations for existing terms in the original language:

1. Position the mouse pointer in the cell in your Excel workbook where you want to have a translation proposed for a term.

2. In the “*Translation” menu ribbon, in the “Dictionary” group, click on the “Translation manager” button.
   → After the translation manager opens.

3. the term is automatically selected in the currently selected Excel cell in the list view. Now click on the “Propose translation” button in the “Translation” group.

4. A dialog opens in which you can select

1. Whether a translation should be proposed for all terms or only the selected term

2. Which languages should be used.

5. Then click on “OK” and end the process.
   → Translations are then displayed in the list view of the translation manager according to your specifications.

Validation menu ribbon

Create a validation

The validation function provides support with defining the required number pairs for the validation.

A detailed explanation of the individual steps

This is how you insert a new validation in Excel:

1. Click on the “Create validation” button in the “*Validation” menu ribbon in the “Validation and consistency” group
   → A selection dialog opens, displaying the various validation types.

2. Select the “Single validation” function here.
   → Your Excel worksheet is extended with the validation work area.

3. Use the mouse cursor to select the cell for which the validation should be created and in the “Value 1” range, click on “Transfer value from cell”.

4. Now select the cell in your Excel workbook that contains the second value of the validation and in the “Select value 2” range, click on “Transfer value from cell”.

5. Click “OK” to confirm the prompt.
   → An information dialog confirms that the validation was created.

6. You can then use the “Go to validation worksheet” function to open the validation worksheet.
   → your validation is displayed.

Create a Autovalidation

The autovalidation is a tool from firesys which quickly creates a validation by selecting a cell.

Approve a deviation

When using the validation function in firesys, you can additionally release deviations, which you want to release manually for further use, with one of the tools from firesys according to your requirements.

Create a manual value

A manual value is one of the different value types in firesys, with which you can use the MeetingPoint to use numbers across files.

Insert a manual value

You can insert a manual value in Excel at any time in a cell of your choice (this cell must not contain another master value).

Creating a transmitter value

A sender value is one of the different types of values in firesys, with which you can use the MeetingPoint to use numbers across files. Here the distinction between the sender and the receiver value is important.

Insert a transmitter value

You can insert a sender value in Excel at any time in a cell of your choice (this cell must not contain another master value).

Create an account value

You can use the account workbook to quickly transfer a large number of individual account values to the MeetingPoint and then use those account values across files, for example, for an account calculation. In addition, account values stored in the MeetingPoint can also be inserted into Excel worksheets.

Insert an account value

The insertion of an account value is shown in the "Insert values" work area. Here you can insert an account value in Excel at any time in a cell of your choice (this cell must not contain any other master value).

Create account calculation

You can create an account calculation from individual account values, which allows you to add/subtract several items.

Insert account calculation

The insertion of an account calculation is shown in the "Insert values" task pane. Here you can insert an account calculation in Excel at any time in a cell of your choice (this cell must not contain any other master value).

Synchronize values

You can quickly check the integrity and validity of your central values with the "Synchronize values" function and restore them if necessary.

Highlight master values

When working with firesys you can always quickly see which cells of your workbook are currently interacting with the MeetingPoint as a master value using the sheet inspector.

Edit an already rolled forward table

In firesys it is always possible to edit defined "roll forward" configurations of tables afterwards.

Vorlage:Video-Vorgerollte Tabelle bearbeitenENG

See also

Home page
The firesys functions in Word
The firesys functions in Excel
The firesys basic functions

Further contents

→ firesys website
→ Customer area
→ YouTube