Workflows - Document collaboration component
Note
This option pertains to the Hyperproof TPRM product line.
The Document Collaboration component facilitates real-time collaboration among multiple users on a single document. Designed for teamwork and efficiency, it allows users to upload, edit, comment, and track changes seamlessly. See Configuring workflow components.
Note
Only DOCX files are supported in the document collaboration component.
Uploading and accessing documents
When a user goes through the workflow in a project, if a document collaboration component has been included, the user is asked to upload a document for collaboration. To upload and access the document:
Upload document - If no document is currently uploaded, click the Upload Document button to start the upload process.
Alternate file source - The system can retrieve documents from existing project components, such as form inputs, that were configured during workflow setup.
Selecting a file - Choose the desired Docx document from your computer and confirm the upload. The document name and path are displayed upon successful upload.
Collaborating on a document in real-time
Document editing interface
Once the document is uploaded, the DocSpace interface loads within the browser, providing a comprehensive editing environment.
All collaborators can view and interact with the document simultaneously.
Real-time updates - Changes made by any collaborator are displayed instantly for all users, ensuring that everyone is working with the most recent version of the document.
Comments - Highlight a section of text and click the Add Comment button to leave feedback or suggestions.
Viewing comments - Click existing comment indicators to read or reply to comments.
Resolving comments - Mark comments as resolved once they are addressed to keep the workspace organized.
Managing collaborators
Collaborators list - Access the Project Overview button in the workflow diagram. Document collaboration component owners are in the collaborators list.
Adding collaborators - Click the + button in the workflow Document collaboration component to add collaborators and their email addresses. By default, those users are given edit access.
Removing collaborators - From the collaborators list, select the collaborator you wish to remove and click the trash can icon to revoke their access.
Additional document collaboration component features
@Mentions
Tag collaborators directly in comments by typing @ followed by their name.
@mentioning a user sends a notification to the mentioned user, ensuring they see the relevant comment.
Viewing changes
Enable Track Changes to see a record of all edits made to the document.
Each change is attributed to the user who made it.
Accepting/rejecting changes - Review proposed changes and decide to accept or reject them to maintain document integrity.
Revision history - Access the Version History to view all previous versions of the document.
Restoring versions - Select a previous version and click Restore to revert the document to that state.
Exporting documents from the document collaboration component
To export a document, click the Export Document button on the toolbar in the document editor. Once the document is prepared, it is downloaded to your system. Alternatively, you can use the Download As option in the File menu of the editor to save the document in your preferred format.
Progressing from the document collaboration component to the next step in the workflow
The Next button, located at the bottom of the interface, allows you to proceed to the next task in the workflow or save your progress. The Next button is disabled if the component's requirements are not fulfilled, such as not uploading a document.
Troubleshooting document collaboration issues
Real-time updates are not showing - Refresh the page to synchronize with the server.