diff --git a/docs/content_management/collaborative_editing.md b/docs/content_management/collaborative_editing.md new file mode 100644 index 00000000..78419403 --- /dev/null +++ b/docs/content_management/collaborative_editing.md @@ -0,0 +1,144 @@ +--- +description: Learn about Collaborative editing LTS update and its capabilities. +edition: lts-update +--- + +# Collaborative editing + +Collaborative editing is an [LTS Update]([[= developer_doc =]]/ibexa_products/editions#lts-updates) that allows multiple users to work on the same content simultaneously - whether to preview, review, or edit it. +It's not included in [[= product_name =]] by default and requires separate installation and system configuration. + +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) \ No newline at end of file diff --git a/docs/content_management/create_edit_content_items.md b/docs/content_management/create_edit_content_items.md index c253d3e6..98c4f854 100644 --- a/docs/content_management/create_edit_content_items.md +++ b/docs/content_management/create_edit_content_items.md @@ -122,6 +122,12 @@ The option bar also lets you reorder or remove any elements in the Rich Text fie
+#### 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. diff --git a/docs/content_management/img/change_access.png b/docs/content_management/img/change_access.png new file mode 100644 index 00000000..9dab1c91 Binary files /dev/null and b/docs/content_management/img/change_access.png differ diff --git a/docs/content_management/img/internal_notification.png b/docs/content_management/img/internal_notification.png new file mode 100644 index 00000000..cf785ce9 Binary files /dev/null and b/docs/content_management/img/internal_notification.png differ diff --git a/docs/content_management/img/invite_external_user.png b/docs/content_management/img/invite_external_user.png new file mode 100644 index 00000000..e614bfac Binary files /dev/null and b/docs/content_management/img/invite_external_user.png differ diff --git a/docs/content_management/img/invite_internal_user.png b/docs/content_management/img/invite_internal_user.png new file mode 100644 index 00000000..cd294673 Binary files /dev/null and b/docs/content_management/img/invite_internal_user.png differ diff --git a/docs/content_management/img/my_content_tabs.png b/docs/content_management/img/my_content_tabs.png new file mode 100644 index 00000000..b87ef2d7 Binary files /dev/null and b/docs/content_management/img/my_content_tabs.png differ diff --git a/docs/content_management/img/owner_permissions.png b/docs/content_management/img/owner_permissions.png new file mode 100644 index 00000000..a3d7126f Binary files /dev/null and b/docs/content_management/img/owner_permissions.png differ diff --git a/docs/content_management/img/participants_list.png b/docs/content_management/img/participants_list.png new file mode 100644 index 00000000..c20be708 Binary files /dev/null and b/docs/content_management/img/participants_list.png differ diff --git a/docs/content_management/img/share_button.png b/docs/content_management/img/share_button.png new file mode 100644 index 00000000..605c9974 Binary files /dev/null and b/docs/content_management/img/share_button.png differ diff --git a/docs/content_management/img/users_tags.png b/docs/content_management/img/users_tags.png new file mode 100644 index 00000000..9226523c Binary files /dev/null and b/docs/content_management/img/users_tags.png differ diff --git a/docs/content_management/img/work_with_draft.png b/docs/content_management/img/work_with_draft.png new file mode 100644 index 00000000..66e16a37 Binary files /dev/null and b/docs/content_management/img/work_with_draft.png differ diff --git a/mkdocs.yml b/mkdocs.yml index e31171e4..72567905 100644 --- a/mkdocs.yml +++ b/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