Working with Collaboration rooms
Collaboration rooms are intended to facilitate co-authoring multiple documents, spreadsheets, presentations, and PDF forms with your team members.
You can use all the advantages of co-editing to effectively work on your documents.
Invite DocSpace users to rooms, providing different access levels and controlling each step of collaboration.
Key features
- Real-time and paragraph-locking co-editing
- Commenting and tracking changes
- Communication via chat or video calls within online editors
- Managing version history
Possible use cases
- Working on educational projects, e-learning courses, research projects
- Preparing blog articles for publishing, sending them for review
- Working on business contracts, reports, sale agreements
For example, you need to prepare a set of documents for a literature workshop with your students. Let's find out how this can be done with Collaboration rooms.
Step 1. Create a Collaboration room
Create a new Collaboration room in a few easy steps:
- Go to the Rooms section and click the New room button or the
Plus icon. - Select the Collaboration room type.
- Enter the room Name.
- Optionally, you can add tags or an icon.
- Click Create.
Step 2. Add documents to the room
Use quick action links in the newly created room or the Actions menu to add documents:
- Create new documents, spreadsheets, presentations, and PDF forms online.
- Add existing files and folders from your DocSpace sections: Documents or Rooms.
- Upload existing files and folders from your device.
All available options for working with documents in rooms are listed here.
Step 3. Add your team members to the room
Now you need to add guests or users registered in your DocSpace to the room for co-editing documents.
In the Collaboration room, the available permission levels are Room manager (Paid), Content creator, Editor, Viewer. Both Room managers and Content creators can create and upload new files and folders and manage them, but Room managers can also manage users and access settings. To add a Room manager, you should select a Room or DocSpace admin from existing DocSpace contacts.
Editors can perform various actions with existing files (edit, comment, review, view them, fill forms), while Viewers can only view existing documents.
To invite guests and users:
- Go to the room Info -> Contacts screen and use the
Invite contacts icon. - Turn on the switcher to create a universal link for self-authorization in the room. If necessary, change the permission level. The link will be copied to the clipboard. In this way, you can invite guests only.
- Alternatively, use the Add manually section below to add existing DocSpace contacts or invite new guests personally via email. Type in an email and press Enter or choose an existing contact from the list. If necessary, change the permission level. You can add several emails and then click Send invitations.
By default, guests and users will be added to the room as Viewers, who can only view documents. You can select Content creator or Editor instead of the default Viewer option. New guests will be added to your Guests list.
All available options for inviting users to rooms are listed here.
Step 4. Co-edit documents in the room
For seamless co-editing, switch between the Strict and Fast co-editing modes, add comments, manage the suggested changes, track the version history, and much more.
Learn more about collaboration tools in documents, spreadsheets, presentations, and PDF files.
It's also possible to view Version history and manage document versions through the file list.
You can track all changes on the room Info -> History screen.
