Step-by-Step Guide for Co-Authoring

What is Co-Authoring?

Co-authoring in DataSnipper refers to the ability for multiple users to collaborate on the same Excel workbook in a cloud-based storage environment while leveraging DataSnipper’s features, such as snipping, and document referencing.

 Step 1: Prepare the Workbook and Documents 

1. Setup your Co-Authoring environment:
   • Ensure that all users have updated to DataSnipper Version 6.1 or, at a minimum, the latest available version.
   • Please verify that you have a shared folder accessible to all your users, such as OneDrive or SharePoint.
   • Currently, documents should not be embedded into workbooks intended for Co-Authoring, as this can result in local XML data being overwritten. For this reason, we do not recommend embedding documents when multiple users are collaborating simultaneously, as it may lead to synchronization conflicts.
2. Store Documents in a Shared Location:
   • Store all source files (e.g., PDFs) in a shared, easily accessible location, such as a shared folder on OneDrive or SharePoint. Ideally, these files should reside in the same folder; if that's not feasible, place them no more than one subfolder level down.
   • Avoid using local paths (such as your desktop) to store files, even when embedding documents. Using shared locations helps prevent file access issues for other users and ensures there's a fallback if files become unavailable due to synchronization problems.
   • Always save screenshots directly to a shared location and avoid importing them from the clipboard. Documents imported via the clipboard aren't saved locally on your computer, potentially causing accessibility issues for other users.
     
     

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. Do Not Embed Documents:
   If you choose to embed documents instead of following the recommended best practice, you risk XML data being overwritten due to Excel's syncing limitations. Even when selecting the "Include PDFs in Excel" option, always store your PDFs separately in a shared location to prevent synchronization conflicts and maintain a reliable fallback if embedding or syncing fails. 
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:
   

   Due to Excel’s inherent syncing limitations (not DataSnipper limitations), it's important to follow these best practices when multiple users collaborate on the same workbook:

   • Avoid simultaneous importing, re-importing, or editing of documents (such as performing redactions or rotations) to prevent mismatches in XML data and potential re-import loops.

   • Clearly notify your collaborators when you're importing or modifying documents, so they can ensure their workbooks are synchronized accordingly.

   • Ideally, only one user should work in the workbook at a time. Multiple simultaneous edits significantly increase the risk of data conflicts and syncing errors.

   • After completing your tasks, do not close the workbook immediately. Instead, save your changes first, wait briefly to allow Excel to sync properly, and then close the workbook.

   • Once a user finishes their edits and closes the workbook, all collaborators should also exit the workbook. Allow a few minutes for Excel to fully sync the changes before another user opens the workbook.

   Following these guidelines helps ensure data integrity, minimizes risk, and accommodates the technical limitations associated with Excel’s co-authoring functionality.

    

   2.  Save your work often:
   • 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.

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 immediately visible, please allow additional time for synchronization via OneDrive or SharePoint. Syncing times can vary significantly, depending on factors such as network speed, document size, and Excel's syncing performance at the time.

Step 5: 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.