Collaborative editing product guide - v4.6

Author: julitafalcondusza

docs/content_management/collaborative_editing/collaborative_editing_guide.md

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+---
+description: The Collaborative editing product guide provides a full description of the features and benefits that this LTS update brings to the clients.
+page_type: landing_page
+editions:
+    - lts-update
+month_change: true
+---
+
+# Collaborative editing product guide
+
+## What is collaborative editing
+
+Collaborative editing is an LTS update that allows multiple users to work on the same content or product - whether to preview, review, or edit it.
+By giving users access to preview the content before it's published, review and collaboration become much easier.
+An additional option here is the ability to copy a link to the content item, which allows to share it through communication channels.
+It improves collaboration with external users, such as third-party agencies.
+
+A more advanced part of the collaboration feature is the Real-time editing.
+Users can edit and review content in real time, making teamwork faster, more efficient, and streamlining the content review process.
+The system automatically tracks changes, allowing seamless collaboration within a single content item.
+
+## Availability
+
+Collaborative editing is an opt-in available as an LTS update starting with the v4.6.24 in all [[= product_name =]] editions.
+To start using Collaborative editing, you must first install the required packages and perform initial configuration.
+To use Real-time editing feature, you must make arrangements with [[= product_name_base =]], and accept Terms & Conditions and Service Level Agreement in the Support Portal.
+
+## Prerequisites
+
+To use the **Copy link** option, which allows you to copy a link to the clipboard and share it through communication channels with other users, the Clipboard API is required.
+As a result, this option may not work in some browsers, such as Safari.
+
+## How does collaborative editing work
+
+### Content or product preview
+
+The basic option provided by the Collaboration feature, is the ability to preview content or a product.
+This allows the user to grant preview access to logged-in users, as well as share a public link with external users.
+
+You can share a direct link to the collaborative session using the **Copy link** button.
+Link is copied to the clipboard and you can share it with the users through communication channels.
+
+### Collaboration session
+
+Collaborative editing allows to work together on the same content items or products.
+This is done through a collaboration session.
+
+When you create a new draft of a content item you can invite other users to join a collaboration session, thanks to [CKEditor collaboration features](https://ckeditor.com/ckeditor-5/capabilities/collaboration-features/).
+This action generates a unique session for that draft.
+Collaboration session begins when first invited user accepts the invitation and joins the session.
+
+To start collaborative editing, you need to invite collaborators using the **Share** button.
+
+You can invite other users to join the session, both internal and external:
+
+- **Internal** - by searching their name or email address. These users can either edit the content item or preview it, depending on your choice.
+- **External** - by providing their email address in the field. They can only preview the content item.
+
+Once they accept the invitation, they are able to join you in editing content item or reviewing it.
+
+![Collaborative editing - invitation](img/collaboration_invitation.png)
+
+You can change the users access or remove it at any time.
+
+After inviting users to a collaboration session, they receive a notification visible on the main dashboard or by email.
+
+### Real-time editing
+
+Real-time editing is an advanced part of the Collaboration feature, allowing *up to five users* to work together in a single session.
+It works by syncing changes in real time, so everyone can see updates instantly.
+Avatars of the users invited to collaboration session are visible at the top of the editing screen, also in distraction free mode.
+While editing Rich Text fields, you can see colored tracking tags with user avatar thumbnails that indicate who is currently working on it.
+
+Everyone in the session can see each other's updates as they happen — no more switching between tools or waiting for feedback.
+This makes content creation and review faster, more interactive, and much easier to manage as a team.
+
+Users can edit the content or product only if an administrator gives them the necessary permissions.
+These permissions must be set before the user is invited to the session, otherwise the **Edit** access option is unavailable (grayed out).
+
+#### Editing content items or products
+
+Collaborative editing is enabled in [Rich Text](rich_text.md) fields.
+Other fields are disabled and can be only edited by the owner of the content item.
+
+Collaboration is available for the following content or product types with Rich Text fields:
+
+- Article
+- Folder
+- Form
+- Product category
+- Custom content types
+- Custom product types (without variants)
+
+All changes made by collaborators are automatically saved when owner publishes or saves content.
+Collaborators can leave collaboration session any time without losing data.
+
+## Benefits
+
+### Simplified content review process
+
+With preview access to the content draft, reviewers can jump in, check the content, and approve it more quickly.
+This streamlines the entire review cycle and minimizes delays caused by version confusion or slow feedback.
+
+### Cross-functional collaboration
+
+Collaborative editing allows teams to involve users from across the organization.
+Their input can be integrated directly into the editing process, leading to more accurate and aligned content.
+
+### Enhanced teamwork
+
+All the users invited to the collaboration session can share ideas, make suggestions, and refine each other’s work in a shared environment, creating a stronger sense of team ownership and collaboration.
+
+### Real-time collaboration
+
+Collaborative editing enables multiple users to work on the same content item at the same time.
+Everyone in the session can see changes as they happen, which shortens the feedback loop and allows multiple people to work in parallel.
+
+### Improved efficiency
+
+By allowing simultaneous editing, the content creation and review process becomes significantly faster.
+Team members can work together and finalize content in a fraction of the time it would take with a standard workflow.
+
+### Seamless feedback loop
+
+Users can share and receive feedback instantly within the same editing interface.
+This reduces the need to switch between apps or track changes manually.
+
+### Change tracking
+
+All changes made by the editors belonging to the session are automatically tracked, so you can see what was edited, by whom, and when.
+This provides full transparency and makes the review process easier.