IBX-9819v: Collaborative editing Product Guide - v4.6 (#2900)

julitafalcondusza · web-flow · commit 69e8c0697f65 · 2025-09-12T13:02:18.000+02:00
* Collaborative editing product guide - v4.6

* mk docs updated

* fixes, mentioned in LTS update list

* 'by default' added while mentioning 5 users

* fixes after review
diff --git a/docs/content_management/collaborative_editing/collaborative_editing_guide.md b/docs/content_management/collaborative_editing/collaborative_editing_guide.md
@@ -0,0 +1,131 @@
+---
+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](editions.md#lts-updates) that allows multiple users to work on the same content simultaneously - 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 collaboration work
+
+### Content preview
+
+The basic option provided by the Collaboration feature, is the ability to preview content.
+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.
+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.
+
+Users can also join a collaboration session using the **Join** button:
+
+- available in new tabs of the **My content** block on the dashboard - *My shared drafts* and *Drafts shared with me*
+- by accessing a content draft in the **Drafts** menu
+
+### Real-time editing
+
+Real-time editing is an advanced part of the Collaboration feature.
+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 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
+
+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 types with Rich Text fields:
+
+- Article
+- Folder
+- Form
+- Product category
+- Custom content types
+
+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.
+Review can be done even by external users without a need to set up an account in [[= product_name =]].
+
+### 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.
diff --git a/docs/content_management/collaborative_editing/img/collaboration_invitation.png b/docs/content_management/collaborative_editing/img/collaboration_invitation.png
diff --git a/docs/ibexa_products/editions.md b/docs/ibexa_products/editions.md
@@ -63,6 +63,7 @@ The features brought by LTS Updates become standard parts of the next LTS releas
 | Feature | [[= product_name_headless =]] | [[= product_name_exp =]] | [[= product_name_com =]] |
 |-----------------|-----------------|-----------------|-----------------|
 | [AI Actions](ai_actions_guide.md) | &#10004; | &#10004; | &#10004; |
+| [Collaborative editing](collaborative_editing_guide.md) | &#10004; | &#10004; | &#10004; |
 | [Date and time attribute type](date_and_time.md) | &#10004; | &#10004; | &#10004; |
 | [Discounts](discounts.md) | | | &#10004; |
 | [Symbol attribute type](symbol_attribute_type.md) | &#10004; | &#10004; | &#10004; |
diff --git a/docs/product_guides/product_guides.md b/docs/product_guides/product_guides.md
@@ -16,6 +16,7 @@ Discover the primary ones with the help of product guides. Condensed content all
     "content_management/rich_text/online_editor_guide",
     "content_management/pages/page_builder_guide",
     "content_management/forms/form_builder_guide",
+    "content_management/collaborative_editing/collaborative_editing_guide",
     "customer_management/customer_portal",
     "personalization/personalization_guide",
     "pim/pim_guide",
diff --git a/mkdocs.yml b/mkdocs.yml
@@ -282,6 +282,8 @@ nav:
                 - Time field type: content_management/field_types/field_type_reference/timefield.md
                 - URL field type: content_management/field_types/field_type_reference/urlfield.md
                 - User field type: content_management/field_types/field_type_reference/userfield.md
+        - Collaborative editing:
+            - Collaborative editing product guide: content_management/collaborative_editing/collaborative_editing_guide.md
     - Templating:
         - Templating: templating/templating.md
         - Render content:
