Overview
This article gives a detailed understanding of how co-authoring works in DataSnipper, including its limitations and how to resolve common issues. For a step-by-step setup guide, see Step-by-Step Guide for Co-Authoring.
Pre-requisite: You must be using DataSnipper Version 6 or later. Version 25.1+ provides additional improvements.
Key Concepts
Referenced Documents: DataSnipper creates a reference to a file on your local drive or shared network location. Other users can only see these documents if they have access to the same file path.
Embedded Documents: Documents stored within the Excel workbook using CustomXML. Each user maintains their own local CustomXML during co-authoring , these do not sync in real time. Only the last user to close the workbook writes their data into the file.
Best Practices
Disable embedding when co-authoring to prevent confusion and data loss.
Always use shared locations (SharePoint, OneDrive, shared network drive) for source documents.
Coordinate closing order: If embedding is necessary, the person who closes last determines what is saved.
Save frequently to preserve work and reduce sync delays.
Common Issues and Solutions
Case 1: "The source file you are trying to access is missing"
One user imported files from a non-shared location (e.g., their desktop). Other users cannot access that path.
Solution: Ensure all users save source documents in a shared location accessible to all collaborators, such as SharePoint or a shared network drive.
v25.1+ improvement: DataSnipper now prompts users to save screenshots to shared locations automatically.
Case 2: Source files synced at different timings
SharePoint and Excel have their own sync timelines. If synchronization doesn't complete properly, users may see missing file popups.
Solution: Allow synchronization to complete, then check whether the documents are available. Larger documents can take longer. If the wait has already failed or the symptom persists, check shared access and contact Support with the available information instead of repeating the same wait.
Case 3: Sync speed limitations
Co-authoring synchronization time depends on OneDrive/SharePoint and the workload. If Snips are not immediately visible, allow the current synchronization to finish and check again. If they remain unavailable, use the existing access checks and Support rather than treating a fixed wait as a guaranteed recovery.
Case 4: EY Canvas imports, disappearing Snips and the Include PDFs option deactivating
Canvas ECP is the EY Canvas integration used to import documents. For disappearing Snips or corrupt-document messages during co-authoring, follow the Step-by-Step Guide for Co-Authoring for shared storage and version requirements, alongside the storage, access and synchronization checks below. The embedded-document/CustomXML limitation can explain missing documents when the affected documents were embedded; it does not by itself establish why the Include PDFs in Excel option deactivated.
Preserve a copy of the workbook and coordinate imports so that one person changes documents at a time.
Keep Include PDFs in Excel OFF for ongoing co-authoring. Check how the affected documents were originally imported: embedded documents can be affected by the CustomXML limitation above, while documents referenced throughout need shared-source access checks. An option that is OFF now or deactivates does not by itself show the earlier storage state or why it changed.
Confirm that each collaborator can access the actual source documents and that the sources have not moved or changed. Save, allow cloud synchronization to complete and check whether the documents and Snip links return.
If the setting keeps changing, the Canvas import provides no shared reference accessible to collaborators, or these checks do not resolve the issue, contact us with the import steps, DataSnipper and Excel versions, and what you have already tried. Preserve the workbook and source documents while investigating.