Step-by-Step Guide for Co-Authoring

What is Co-Authoring?

1. Enable Co-Authoring:
   • Ensure that all users are on DataSnipper Version 6 or later.
   • Confirm that co-authoring features are enabled and supported in your environment (e.g., OneDrive or SharePoint).
2. Store Documents in a Shared Location:
   • Place all source files (e.g., PDFs) in a shared, accessible location, such as a shared folder on OneDrive or SharePoint. Even when you have embedded the supporting documentation
   • Do not use local paths (e.g., your desktop) to prevent issues with missing files for other users even when you embed documents.
   • Always save screenshots in a shared location, and avoid importing from the clipboard.
   • Where possible save supporting documents in the same folder as the workbook
     (not in sub-folders), this ensures the path to the supporting documents can be found under diverse conditions.
3. Ensure File Names Are Unique:
   • Use distinct names for source files to avoid conflicts or overwriting issues during imports.

Step 2: Configure DataSnipper Settings

1. Check the “Include PDFs in Excel” Option:
   • When you choose to include your PDFs in your workbook, we strongly suggest still saving the relevant document in a shared location to prevent a mismatch of syncing issues. A fallback option if syncing is not successful.
2. Disable Workbook Protection:
   • Remove any password protection or read-only settings from the workbook to allow updates to the very hidden sheets and XML data.

Step 3: Coordinate Co-Authoring Activities

1. Communicate Before Importing or Modifying Files:
   • Avoid importing, re-importing, or modifying documents (e.g., redactions, rotations) simultaneously to prevent mismatched XML data or re-import loops.
   • Notify collaborators if you are importing or editing documents so they can sync their workbooks.
   • Do not make modifications to a an imported document while multiple users are editing the same workbook.
2. Synchronize Workbooks Regularly:
   • Save your changes frequently to ensure that updates are synced to OneDrive/SharePoint for other users.
   • Wait for synchronization to complete before making further edits. This time may increase with large documents.
3. Avoid Simultaneous Workbook Access:
   • If possible, coordinate access to the workbook to reduce the risk of conflicting XML updates or sync errors.

Step 4: Troubleshoot Common Issues

1. Missing Documents:
   • If a document is missing, check if:
     • It is stored in a shared location.
     • The workbook is protected or read-only.
     • The “Include PDFs in Excel” option is configured correctly.
   • Re-import the document if necessary and ensure it is saved in the correct shared path.
2. Re-Import Loops:
   • Ensure the edited or re-imported document is saved in the shared location.
   • Communicate with collaborators to avoid re-importing different versions of the same document.
3. Slow Synchronization:
   • If updates are not visible immediately, allow time for synchronization via OneDrive/SharePoint.

Step 5: Finalize and Save

1. Close the Workbook Sequentially:
   • To avoid XML timestamp conflicts, ensure all users close the workbook in an orderly manner, saving their changes before exiting.
2. Back-Up the Workbook:
   • Create a backup of the finalized workbook, especially if additional edits are planned by other users.

Step 6: Best Practices for Long-Term Co-Authoring Success

1. Regularly Update DataSnipper:
   • Keep all users on the latest version to benefit from bug fixes and performance improvements.
2. Export and Share Modified Files:
   • If a document has been redacted, rotated, or compressed, export the modified version and share it with collaborators to avoid checksum mismatches.
3. Test Co-Authoring in a Pilot Environment:
   • Before widespread use, test co-authoring workflows with a small group to identify potential challenges.