IBX-9387: Collaborative editing described in User Documentation - v5.0

docs/content_management/collaborative_editing.md

@@ -0,0 +1,141 @@
+---
+description: Learn about Collaborative editing feature and its capabilities.
+---
+
+# Collaborative editing
+
+Collaborative editing is a feature 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 members of other teams, such as subject matter experts, compliance professionals, and sales representatives, to increase content quality.
+
+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.
+
+## Collaboration session
+
+When you create a new draft of content item you can invite other users to join a collaboration session.
+
+To invite collaborators, click the **Share** button, which creates a new collaboration session.
+
+![Share button](img/share_button.png)
+
+Then, in a pop-up window, you can invite users to newly created session.
+
+!!! note
+
+    Only the owner can invite other users and initiate collaboration session.
+    You can only invite users with Collaboration permissions to access the shared content.
+    Users without permissions are grayed out and you can't select them and invite them to the session.
+
+You can invite two types of users:
+
+- **Internal** - by searching their name or email address. These users can either edit the content item or preview it, depending on your choice.
+
+![Internal users - invitation](img/invite_internal_user.png)
+
+- **External** - by providing their email address in the field. They can only preview the content item (editing option isn't available, it's grayed out).
+
+![External users - invitation](img/invite_external_user.png)
+
+To confirm the provided email address, press the **Enter** key on your keyboard.
+
+After inviting the user by clicking the **Invite** button, they appear in the *People with access* list.
+In the same pop-up window, you can change the type of access for specific user, for example, by granting them the ability to preview the content, or remove access.
+To do it, click the **Arrow symbol** and select the option from the list.
+
+![Change access](img/change_access.png)
+
+Additionally, you can share a direct link to the collaborative session.
+To do it, click the **Copy link** button.
+Link is copied to the clipboard and you can share it with the users through communication channels.
+
+After inviting users to a collaboration session, they receive a notification:
+
+- visible when clicking the **Notification** icon on the main dashboard (internal users)
+- by email (external users)
+
+![Notification - internal user](img/internal_notification.png)
+
+Collaboration session begins when first invited user accepts the invitation and joins the session, and ends when the owner performs one of the action:
+
+- save and close
+- publish the content (including "Publish later" option)
+- delete content draft
+- discard
+- move the draft in the workflow
+- end collaboration session
+
+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
+
+Each user can leave collaboration session anytime or rejoin it.
+
+### Real-time collaboration
+
+Real-time collaboration is an advanced option of the Collaborative editing feature.
+It works by syncing changes in real time, so everyone can see updates instantly.
+
+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).
+
+While editing Rich Text fields, you can see colored tracking tags with user avatar thumbnails that indicate who is currently working on it.
+
+![Collaboration - users tags](img/users_tags.png)
+
+This allows other users in the same session, who are working the same content, to see what each person is editing in real time.
+
+You can see all users belonging to a given content item's collaboration session.
+Avatars of the users invited to collaboration session are visible at the top of the editing screen, also in distraction free mode.
+
+When you hover over the user avatar, the user’s first and last name is displayed.
+If you want to see all participants list, click at the avatars group.
+
+![Participants list](img/participants_list.png)
+
+## Editing content item
+
+Collaborative editing is enabled in Rich Text 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 containing Rich Text fields:
+
+- Article
+- Folder
+- Form
+- Product category
+- Custom content types
+
+There are two modes of the collaboration:
+
+- **Real-time (online)** - editing content at the same time with real-time tracking of the presence and changes of other users
+- **Asynchronous** - editing content independently
+
+!!! warning
+
+    Only the owner can publish content, save it, delete the draft, or publish it.
+    Changes are automatically saved when the owner saves or publishes the content.
+    Users can continue collaboration without the owner presence, but they cannot save, or publish changes.
+    They can also leave collaboration session any time without losing data.
+
+## Work with draft
+
+You can access created draft in **Content** -> **Drafts**.
+Here you can join your collaboration session, share with more users, edit given permissions, or delete the draft.
+
+![Work with draft](img/work_with_draft.png)
+
+## Dashboard blocks
+
+Collaborative editing feature brings two new tabs in **My content** dashboard block:
+
+- **My shared drafts** - displays all drafts with active collaborations and shared by the user. Includes following columns: Name, Content type, Modified language, Version, Modified, Shared with (lists all the users who received the invitation to the collaboration session). From this tab, you can perform following actions: Share, Join, Edit
+
+- **Drafts shared with me** - displays all drafts with active collaborations and shared with the user. Includes following columns: Name, Content type, Modified language, Version, Modified, Shared by (displays the user who invited to join the collaboration session). From this tab, you can perform following action: Join
+
+From the dashboard, you can share drafts or join collaboration session for selected content draft.
+
+![Dashboard block - My content - new tabs](img/my_content_tabs.png)

docs/content_management/create_edit_content_items.md

@@ -122,6 +122,12 @@
 
 <!--ARCADE EMBED START--><div style="position: relative; padding-bottom: calc(51.27314814814815% + 41px); height: 0; width: 100%;"><iframe src="https://demo.arcade.software/wkdL1r9PRunTeF6hPtEs?embed&embed_mobile=tab&embed_desktop=inline&show_copy_link=true" title="Online Editor - work in Rich Text field" frameborder="0" loading="lazy" webkitallowfullscreen mozallowfullscreen allowfullscreen allow="clipboard-write" style="position: absolute; top: 0; left: 0; width: 100%; height: 100%; color-scheme: light;" ></iframe></div><!--ARCADE EMBED END-->
 
+#### Collaborative editing
+
+Rich Text fields allow multiple users to edit the content simultaneously thanks to the [Collaborative editing feature](collaborative_editing.md).
+When creating a new content item, the owner can invite other users, both internal and external, to collaborate on the content.
+Invited users can either edit the Rich Text fields or only preview the content (for example, for review purposes), depending on the access permissions granted.
+
 #### Edit embedded content items
 
 You can edit embedded content items without leaving current window.
@@ -251,4 +257,4 @@
 
 ![Selecting Taxonomy entries](img/taxonomy_select_taxonomy_entries.png "Selecting Taxonomy entries")
 
-For more information, see [Assign tag to content from taxonomy tree](taxonomy/work_with_tags.md#assign-tag-to-content-from-taxonomy-tree).
+For more information, see [Assign tag to content from taxonomy tree](taxonomy/work_with_tags.md#assign-tag-to-content-from-taxonomy-tree).

mkdocs.yml

@@ -49,6 +49,7 @@ nav:
             - Copy, move or hide content: content_management/content_organization/copy_move_hide_content.md
             - Classify content: content_management/content_organization/classify_content.md
             - Manage content locations and URLs: content_management/content_organization/manage_locations_urls.md
+        - Collaborative editing: content_management/collaborative_editing.md
     - AI Actions:
         - AI Actions: ai_actions/ai_actions.md
         - Work with AI Actions: ai_actions/work_with_ai_actions.md