The FYI Co-edit function allows more than one user to work on an internal document at the same time. This allows team members to work together on the same document, even remotely. Refer also to Overview - Co-editing Internal Documents. For information on what needs to be set up for Co-edit, refer to Preparation for Co-Edit and Associated Security.
You can either mark an existing document for Co-edit, or you can mark that a document is for Co-edit when it is initially created.
Creating a Document as Co-edit
When creating a new Word, Excel spreadsheet or PowerPoint presentation, in the Create New drawer, from the Opening Method after Creating select Co-edit.
When the document is created, it is created as marked for Co-edit and immediately available for more than one user to work on at the same time. Refer to Creating Word Documents from FYI, Creating Excel Spreadsheets from FYI and Creating PowerPoint Presentations from FYI.
Marking an Existing Document for Co-edit
- Select the document in a Document list
- From the Edit button drop-down, select Co-edit. Or right-click and select Edit then Co-edit from the tool bar pop-up menu (refer to Tool Bar and Right-Click Functions).
- Click Yes to confirm the Co-edit.
Note: If you receive a message about the pop-up blocker, this is a known issue. FYI has to give permission every time. Click OK
Note: If you do not see the Co-edit option, check if the document is an old Office version (refer below to Legacy Documents)
When a document is marked for Co-edit, it shows the Co-editing icon in the lists.
Making Changes to a Document that is in Co-edit
Documents in Co-edit can be edited by any user, as long as the user has access to the Cabinet the document is filed under.
Once a document is in Co-edit, it cannot be edited exclusively by a user.
- Select the document in a list.
The Co-edit button displays in the tool bar (instead of the Edit button).
- Click Co-edit to open the document for editing in the relevant Office Online product (Word Online, Excel Online or PowerPoint Online).
The following is an example of a document opened in Word Online.
Note: When you make a change to a document in Co-edit, it does not show in your Dashboard - My Edits.
More than One User Working on a Document at the Same time
If another user Co-edits at the same time that you have the document opened, and you are working in the same area of the document, you will also see any changes being made by the other user as they make them.
A flag displays next to where the other user is working. This displays the initials of the other user for a few seconds.
Then the flag displays as follows.
You can hover over the flag to see the name of the other user who is Co-editing the document.
Using Co-edit for Excel Spreadsheets with Linked Cells
If you are using spreadsheets with linked cells between spreadsheets, to refresh the calculations, the spreadsheets have to be opened in the desktop app (this is a limitation from Microsoft Office).
- Put all the referenced spreadsheets in Co-edit (and leave them in Co-edit mode).
- Open each of the linked spreadsheets in FYI with the Co-edit button to open them in Excel Online.
- Then for each of the spreadsheets, click Open in Desktop App at the top of the Excel Online screen.
Within Excel desktop, you can add cross-linked cells and refresh any calculations.
It is recommended to leave the linked spreadsheets in Co-edit mode until no further work is needed on them.
Document in Co-edit Cannot be Edited, Deleted or Saved as New Version
- In the same way that you cannot edit a document that is locked because it is already being edited by another user, or because of its workflow Status, you cannot Co-edit a locked document.
- When a document is in Co-edit, you cannot use Save as New Version from the Versions section in the drawer.
- You cannot delete a document that in in Co-edit. First finish the Co-editing and then you can delete.
Workflow Status and Co-edit
If the workflow Status of a document that is already in Co-edit is changed, for example, to "Approved" or "Completed", the document is locked for users and no further Co-editing changes can be made. If further changes are needed, change the workflow Status to unlock it.
Refiling a Document that is in Co-edit
If you need to refile a document that is in Co-edit, it is recommended to finish Co-editing, change any filing details and then Co-edit again. This ensures that there are no issues with users accessing the document if you select a Cabinet that some users do not have access to.
Only the person who started the Co-edit, or an FYI administrator can finish Co-editing.
- Select the document in a list.
- In the drawer, click Finish Co-editing.
- Click Yes to confirm.
If you need to make the document Co-edit again, you can do so at any time.
Activity Section in the Drawer
As well as any changes to the filing details, the Activity section in the drawer shows the audit trail of who Co-edited the document and when the Co-edit started and was finished,
Versions Section in the Drawer
When the document is Co-edited, a new version is added to the Versions section in the drawer.
When a document is marked “Finished co-editing", the updated document is added as a new version in FYI. This automatically creates the audit trail and, if needed, allows you to restore earlier versions.
'Legacy documents' (that is, from old versions of Office such as .doc or .xls) cannot be Co-edited. Export the file, save it as the latest Office version (.docx, .xlsx), import it to FYI and you will then be able to Co-edit it.