Step-by-Step Guide for Co-Authoring

Step 2: Set Up Your Document Structure

Create a Logical Folder Structure

1. Create a dedicated project folder in your shared location
2. Store the Excel workbook in this folder
3. Create a subfolder for source documents (or keep them in the same folder)
4. Keep folder structure shallow - ideally, documents should be in the same folder as the workbook or maximum one subfolder deep

Document Naming Best Practices

• Use clear, descriptive file names
• Include version numbers or dates where relevant (e.g., "Contract_v2_2025-01-15.pdf")
• Avoid special characters that might cause path issues
• Ensure all file names are unique to prevent conflicts

Handle Screenshots and Clipboard Content Properly

For Version 25.1 and later: DataSnipper will prompt you to save screenshots to a shared location automatically.

For earlier versions:

• Never import screenshots directly from clipboard during co-authoring
• Save screenshots as files first, then import from the shared location
• This prevents accessibility issues for other users

Step 3: Configure DataSnipper Settings

Essential Settings for All Users

1. Disable "Include PDFs in Excel"
   • Go to DataSnipper Settings
   • Uncheck "Include PDFs in Excel"
     
     
2. Remove Workbook Protection
   • Ensure the workbook is not password-protected
   • Remove any read-only restrictions
   • This allows DataSnipper to update necessary data
3. Verify Shared Path Access
   • Test that all users can access the shared document location
   • Confirm everyone has appropriate read/write permissions
   
   

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Step 4: Establish Co-Authoring Workflow

Communication Protocol

Due to Excel's synchronization limitations, coordination between users is essential:

1. Before starting work:
   • Check who else is in the workbook (visible in Excel's top bar)
   • Communicate your intended actions via chat or email
   • Announce if you'll be importing or modifying documents
2. During work:
   • One person handles imports at a time - never import simultaneously
   • Save frequently using Ctrl+S or the save button
   • Wait briefly after saving to allow synchronization
3. When finishing work:
   • Save your changes
   • Wait 10-15 seconds for sync to complete

1. • Close the workbook

The Closing Order Protocol

Since the last person to close determines what's saved:

1. Designate a "final reviewer" for each session
2. All other users close first after saving their work
3. The final reviewer:
   • Waits for others to close
   • Reviews the workbook
   • Saves one final time
   • Closes last to preserve all work
   
   

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Step 5: Import Documents Correctly

Initial Document Import

1. Store all documents in the shared location first
2. Import from the shared location - never from local drives
3. Use the Document Organizer to verify all documents appear correctly
4. Check that file paths show the shared location, not local paths

Handling Document Updates (Version 25.1+)

If you have Version 25.1 or later, you can replace documents while preserving work:

1. Use the document replacement feature
2. All snips, comments, and markups are retained
   
   

Step 6: Troubleshoot Sync Issues

When Documents Appear Missing

1. First, wait - synchronization can take 30 seconds to several minutes
2. Check the shared location - verify the file exists and you have access
3. In Version 25.1+: Open the Document Organizer to trigger a fresh check
4. Re-import if necessary from the shared location

If Changes Aren't Visible

1. Save your work and wait for the save to complete
2. Check sync status in OneDrive/SharePoint
3. Close and reopen the Document Viewer to refresh
4. Communicate with teammates to ensure they've saved their changes

Preventing Sync Conflicts

• Never have multiple users importing at the same time
• Avoid making document modifications (rotations, redactions) while other users are working on a document
• Always announce major changes to the team
• Consider working in shifts rather than simultaneously for complex projects

Step 7: Best Practices for Long-Term Success

Daily Workflow

1. Start each day by checking the workbook's sync status
2. Communicate your schedule with the team
3. Take turns for document-heavy tasks
4. End with a coordinated close (following the closing protocol)

Update Management

• Stay current with DataSnipper updates for improved co-authoring features
• Test new versions in a pilot environment first
• Coordinate updates so all users upgrade together

Summary: Keys to Successful Co-Authoring

1. Use shared locations for all documents, even screenshots
2. Communicate constantly about who's doing what
3. Work sequentially rather than simultaneously when possible
4. Follow the closing protocol to preserve everyone's work
5. Save frequently and wait for syncs to complete
6. Stay patient - sync delays are normal and expected

Remember: Co-authoring works best when treated as a coordinated team effort rather than real-time simultaneous editing. Following these steps will help ensure smooth collaboration and minimize the risk of lost work or sync conflicts.