1*b1cdbd2cSJim Jagielski<?xml version="1.0" encoding="UTF-8"?><helpdocument version="1.0"> 2*b1cdbd2cSJim Jagielski<!--*********************************************************** 3*b1cdbd2cSJim Jagielski * 4*b1cdbd2cSJim Jagielski * Licensed to the Apache Software Foundation (ASF) under one 5*b1cdbd2cSJim Jagielski * or more contributor license agreements. See the NOTICE file 6*b1cdbd2cSJim Jagielski * distributed with this work for additional information 7*b1cdbd2cSJim Jagielski * regarding copyright ownership. The ASF licenses this file 8*b1cdbd2cSJim Jagielski * to you under the Apache License, Version 2.0 (the 9*b1cdbd2cSJim Jagielski * "License"); you may not use this file except in compliance 10*b1cdbd2cSJim Jagielski * with the License. You may obtain a copy of the License at 11*b1cdbd2cSJim Jagielski * 12*b1cdbd2cSJim Jagielski * http://www.apache.org/licenses/LICENSE-2.0 13*b1cdbd2cSJim Jagielski * 14*b1cdbd2cSJim Jagielski * Unless required by applicable law or agreed to in writing, 15*b1cdbd2cSJim Jagielski * software distributed under the License is distributed on an 16*b1cdbd2cSJim Jagielski * "AS IS" BASIS, WITHOUT WARRANTIES OR CONDITIONS OF ANY 17*b1cdbd2cSJim Jagielski * KIND, either express or implied. See the License for the 18*b1cdbd2cSJim Jagielski * specific language governing permissions and limitations 19*b1cdbd2cSJim Jagielski * under the License. 20*b1cdbd2cSJim Jagielski * 21*b1cdbd2cSJim Jagielski ***********************************************************--> 22*b1cdbd2cSJim Jagielski 23*b1cdbd2cSJim Jagielski 24*b1cdbd2cSJim Jagielski 25*b1cdbd2cSJim Jagielski<meta> 26*b1cdbd2cSJim Jagielski<topic id="textsharedguidecollabxml" indexer="include" status="PUBLISH"> 27*b1cdbd2cSJim Jagielski<title xml-lang="en-US" id="tit">Collaboration</title> 28*b1cdbd2cSJim Jagielski<filename>/text/shared/guide/collab.xhp</filename> 29*b1cdbd2cSJim Jagielski</topic> 30*b1cdbd2cSJim Jagielski</meta> 31*b1cdbd2cSJim Jagielski<body> 32*b1cdbd2cSJim Jagielski<bookmark xml-lang="en-US" branch="index" id="bm_id4459669"> 33*b1cdbd2cSJim Jagielski<bookmark_value>sharing documents</bookmark_value> 34*b1cdbd2cSJim Jagielski<bookmark_value>collaboration</bookmark_value> 35*b1cdbd2cSJim Jagielski<bookmark_value>file locking with collaboration</bookmark_value> 36*b1cdbd2cSJim Jagielski<bookmark_value>locked documents</bookmark_value> 37*b1cdbd2cSJim Jagielski</bookmark><comment>MW changed the index entries to one level entries.</comment><comment>MW added two index entries with "lock"</comment> 38*b1cdbd2cSJim Jagielski<paragraph id="hd_id130008" role="heading" xml-lang="en-US" level="1"><variable id="collab"><link href="text/shared/guide/collab.xhp">Collaboration</link></variable></paragraph> 39*b1cdbd2cSJim Jagielski<paragraph id="par_id5821710" role="paragraph" xml-lang="en-US">In %PRODUCTNAME Writer, Impress, and Draw, only one user at a time can open any document for writing. In Calc, many users can open the same spreadsheet for writing at the same time.</paragraph><comment>Tools - Share Document menu</comment> 40*b1cdbd2cSJim Jagielski<bookmark xml-lang="en-US" branch="hid/.uno:ShareDocument" id="bm_id8779564" localize="false"/> 41*b1cdbd2cSJim Jagielski<paragraph id="par_id9590136" role="paragraph" xml-lang="en-US"><ahelp hid="." visibility="hidden">Opens the Share Document dialog where you can enable or disable collaborative sharing of the document.</ahelp></paragraph><comment>Share Document dialog - Share this spreadsheet with other users</comment> 42*b1cdbd2cSJim Jagielski<bookmark xml-lang="en-US" branch="hid/sc:CheckBox:RID_SCDLG_SHAREDOCUMENT:CB_SHARE" id="bm_id7900021" localize="false"/> 43*b1cdbd2cSJim Jagielski<paragraph id="par_id2519913" role="paragraph" xml-lang="en-US"><ahelp hid="." visibility="hidden">Enable to share the current document with other users. Disable to use the document unshared. This will invalidate the not yet saved edits that other users applied in the time since you last opened or saved this document.</ahelp></paragraph> 44*b1cdbd2cSJim Jagielski<paragraph id="hd_id6917020" role="heading" xml-lang="en-US" level="2">Collaboration in Calc</paragraph> 45*b1cdbd2cSJim Jagielski<paragraph id="par_id4411145" role="paragraph" xml-lang="en-US">In %PRODUCTNAME Calc, document sharing allows simultaneous write access for many users. Every user who wants to collaborate should enter a name on the <switchinline select="sys"><caseinline select="MAC"><emph>%PRODUCTNAME - Preferences</emph> 46*b1cdbd2cSJim Jagielski</caseinline><defaultinline><emph>Tools - Options</emph></defaultinline></switchinline><emph> - %PRODUCTNAME - User Data</emph> tab page.</paragraph> 47*b1cdbd2cSJim Jagielski<paragraph id="par_id6799218" role="warning" xml-lang="en-US">Some commands are not available (grayed out) when change tracking or document sharing is activated. For a new spreadsheet you cannot apply or insert the grayed out elements. <comment>Spec Doc owner told me that this is work in progress and may change any time</comment></paragraph> 48*b1cdbd2cSJim Jagielski<paragraph id="hd_id3274941" role="heading" xml-lang="en-US" level="3">Creating a new spreadsheet</paragraph> 49*b1cdbd2cSJim Jagielski<paragraph id="par_id9804681" role="paragraph" xml-lang="en-US">User A creates a new spreadsheet document. The following conditions can apply:</paragraph> 50*b1cdbd2cSJim Jagielski<list type="unordered"> 51*b1cdbd2cSJim Jagielski<listitem> 52*b1cdbd2cSJim Jagielski<paragraph id="par_id2109744" role="paragraph" xml-lang="en-US">The user does not want to share the spreadsheet for collaboration.</paragraph> 53*b1cdbd2cSJim Jagielski<paragraph id="par_id5374614" role="paragraph" xml-lang="en-US">User A opens, edits, and saves the document as described above for Writer, Impress, and Draw document.</paragraph> 54*b1cdbd2cSJim Jagielski</listitem> 55*b1cdbd2cSJim Jagielski<listitem> 56*b1cdbd2cSJim Jagielski<paragraph id="par_id768761" role="paragraph" xml-lang="en-US">The user wants to share the document for collaboration.</paragraph> 57*b1cdbd2cSJim Jagielski<paragraph id="par_id6844691" role="paragraph" xml-lang="en-US">The user chooses <item type="menuitem">Tools - Share Document</item> to activate the collaboration features for this document. A dialog opens where the user can choose to enable or disable sharing. If the user enables sharing, the document will be saved in shared mode, which is also shown on the title bar.</paragraph> 58*b1cdbd2cSJim Jagielski</listitem></list> 59*b1cdbd2cSJim Jagielski<paragraph id="par_id5288857" role="paragraph" xml-lang="en-US">The <item type="menuitem">Tools - Share Document</item> command can be used to switch the mode for the current document from unshared mode to shared mode. If you want to use a shared document in unshared mode, you would save the shared document using another name or path. This creates a copy of the spreadsheet that is not shared.</paragraph> 60*b1cdbd2cSJim Jagielski<paragraph id="hd_id8842127" role="heading" xml-lang="en-US" level="3">Opening a spreadsheet</paragraph> 61*b1cdbd2cSJim Jagielski<paragraph id="par_id7276528" role="paragraph" xml-lang="en-US">User A opens a spreadsheet document. The following conditions can apply:</paragraph> 62*b1cdbd2cSJim Jagielski<list type="unordered"> 63*b1cdbd2cSJim Jagielski<listitem> 64*b1cdbd2cSJim Jagielski<paragraph id="par_id8363902" role="paragraph" xml-lang="en-US">The spreadsheet document is not in shared mode.</paragraph> 65*b1cdbd2cSJim Jagielski<paragraph id="par_id5974303" role="paragraph" xml-lang="en-US">The user can open, edit, and save the document as described above for Writer, Impress, and Draw documents.</paragraph> 66*b1cdbd2cSJim Jagielski</listitem> 67*b1cdbd2cSJim Jagielski<listitem> 68*b1cdbd2cSJim Jagielski<paragraph id="par_id5323343" role="paragraph" xml-lang="en-US">The spreadsheet document is in shared mode.</paragraph> 69*b1cdbd2cSJim Jagielski<paragraph id="par_id5824457" role="paragraph" xml-lang="en-US">The user sees a message that the document is in shared mode and that some features are not available in this mode. The user can disable this message for the future. After clicking OK, the document is opened in shared mode.</paragraph> 70*b1cdbd2cSJim Jagielski</listitem></list><comment>Resolve Conflicts dialog</comment> 71*b1cdbd2cSJim Jagielski<bookmark xml-lang="en-US" branch="hid/SC_HID_SCDLG_CONFLICTS" id="bm_id9671926" localize="false"/> 72*b1cdbd2cSJim Jagielski<paragraph id="par_id5800653" role="paragraph" xml-lang="en-US"><ahelp hid="." visibility="hidden">If the same contents are changed by different users, the Resolve Conflicts dialog opens. For each conflict, decide which changes to keep.</ahelp></paragraph><comment>Keep Mine</comment> 73*b1cdbd2cSJim Jagielski<bookmark xml-lang="en-US" branch="hid/sc:PushButton:RID_SCDLG_CONFLICTS:BTN_KEEPMINE" id="bm_id1640369" localize="false"/> 74*b1cdbd2cSJim Jagielski<paragraph id="par_id6263924" role="paragraph" xml-lang="en-US"><ahelp hid="." visibility="hidden">Keeps your change, voids the other change.</ahelp></paragraph><comment>Keep Other</comment> 75*b1cdbd2cSJim Jagielski<bookmark xml-lang="en-US" branch="hid/sc:PushButton:RID_SCDLG_CONFLICTS:BTN_KEEPOTHER" id="bm_id1640360" localize="false"/> 76*b1cdbd2cSJim Jagielski<paragraph id="par_id3609118" role="paragraph" xml-lang="en-US"><ahelp hid="." visibility="hidden">Keeps the change of the other user, voids your change.</ahelp></paragraph><comment>Keep All Mine</comment> 77*b1cdbd2cSJim Jagielski<bookmark xml-lang="en-US" branch="hid/sc:PushButton:RID_SCDLG_CONFLICTS:BTN_KEEPALLMINE" id="bm_id1640361" localize="false"/> 78*b1cdbd2cSJim Jagielski<paragraph id="par_id7184057" role="paragraph" xml-lang="en-US"><ahelp hid="." visibility="hidden">Keeps all your changes, voids all other changes.</ahelp></paragraph><comment>Keep All Others</comment> 79*b1cdbd2cSJim Jagielski<bookmark xml-lang="en-US" branch="hid/sc:PushButton:RID_SCDLG_CONFLICTS:BTN_KEEPALLOTHERS" id="bm_id1640363" localize="false"/> 80*b1cdbd2cSJim Jagielski<paragraph id="par_id786767" role="paragraph" xml-lang="en-US"><ahelp hid="." visibility="hidden">Keeps the changes of all other users, voids your changes.</ahelp></paragraph> 81*b1cdbd2cSJim Jagielski<paragraph id="hd_id2934965" role="heading" xml-lang="en-US" level="3">Saving a shared spreadsheet document</paragraph> 82*b1cdbd2cSJim Jagielski<paragraph id="par_id1174657" role="paragraph" xml-lang="en-US">User A saves a shared document. The following conditions can apply:</paragraph> 83*b1cdbd2cSJim Jagielski<list type="unordered"> 84*b1cdbd2cSJim Jagielski<listitem> 85*b1cdbd2cSJim Jagielski<paragraph id="par_id2577593" role="paragraph" xml-lang="en-US">The document was not modified and saved by another user since user A opened the document.</paragraph> 86*b1cdbd2cSJim Jagielski<paragraph id="par_id5883968" role="paragraph" xml-lang="en-US">The document is saved.</paragraph> 87*b1cdbd2cSJim Jagielski</listitem> 88*b1cdbd2cSJim Jagielski<listitem> 89*b1cdbd2cSJim Jagielski<paragraph id="par_id9049653" role="paragraph" xml-lang="en-US">The document was modified and saved by another user since user A opened the document.</paragraph> 90*b1cdbd2cSJim Jagielski<paragraph id="par_id1976683" role="paragraph" xml-lang="en-US">If the changes do not conflict, the document is saved.</paragraph> 91*b1cdbd2cSJim Jagielski<paragraph id="par_id43946" role="paragraph" xml-lang="en-US">If the changes conflict, the Resolve Conflicts dialog will be shown. User A must decide for the conflicts which version to keep, "Keep Mine" or "Keep Other". When all conflicts are resolved, the document is saved. While user A resolves the conflicts, no other user is able to save the shared document.</paragraph> 92*b1cdbd2cSJim Jagielski</listitem> 93*b1cdbd2cSJim Jagielski<listitem> 94*b1cdbd2cSJim Jagielski<paragraph id="par_id6449171" role="paragraph" xml-lang="en-US">Another user tries to save the shared document and resolves conflicts in this moment.</paragraph> 95*b1cdbd2cSJim Jagielski<paragraph id="par_id7101046" role="paragraph" xml-lang="en-US">User A sees a message that a merge-in is in progress. User A can choose to cancel the save command for now, or retry saving some time later.</paragraph> 96*b1cdbd2cSJim Jagielski</listitem></list> 97*b1cdbd2cSJim Jagielski<paragraph id="par_id7186498" role="paragraph" xml-lang="en-US">When a user successfully saves a shared spreadsheet, the document will be reloaded after the save command, so that the spreadsheet shows the latest version of all changes that got saved by all users. A message shows that "foreign changes have been added" when another user did change some contents.</paragraph> 98*b1cdbd2cSJim Jagielski<paragraph id="hd_id2871791" role="heading" xml-lang="en-US" level="2">Collaboration in Writer, Impress, and Draw</paragraph> 99*b1cdbd2cSJim Jagielski<paragraph id="par_id2675862" role="paragraph" xml-lang="en-US">For all modules Writer, Impress, Draw, and for Calc when document sharing is not enabled, a file locking is possible. This file locking is available even when accessing the same document from different operating systems:</paragraph> 100*b1cdbd2cSJim Jagielski<paragraph id="par_id7333597" role="paragraph" xml-lang="en-US">User A opens a document. The following conditions can apply:</paragraph> 101*b1cdbd2cSJim Jagielski<list type="unordered"> 102*b1cdbd2cSJim Jagielski<listitem> 103*b1cdbd2cSJim Jagielski<paragraph id="par_id9976195" role="paragraph" xml-lang="en-US">The document is not locked by any other user.</paragraph> 104*b1cdbd2cSJim Jagielski<paragraph id="par_id2507400" role="paragraph" xml-lang="en-US">This document will be opened for read and write access by user A. The document will be locked for other users until user A closes the document.</paragraph> 105*b1cdbd2cSJim Jagielski</listitem> 106*b1cdbd2cSJim Jagielski<listitem> 107*b1cdbd2cSJim Jagielski<paragraph id="par_id216681" role="paragraph" xml-lang="en-US">The document is marked as "read-only" by the file system.</paragraph> 108*b1cdbd2cSJim Jagielski<paragraph id="par_id7709585" role="paragraph" xml-lang="en-US">This document will be opened in read-only mode. Editing is not allowed. User A can save the document using another document name or another path. User A can edit this copy.</paragraph> 109*b1cdbd2cSJim Jagielski</listitem> 110*b1cdbd2cSJim Jagielski<listitem> 111*b1cdbd2cSJim Jagielski<paragraph id="par_id4309518" role="paragraph" xml-lang="en-US">The document is locked by another user.</paragraph> 112*b1cdbd2cSJim Jagielski<paragraph id="par_id206610" role="paragraph" xml-lang="en-US">User A sees a dialog that tells the user the document is locked. The dialog offers to open the document in read-only mode, or to open a copy for editing, or to cancel the Open command.</paragraph> 113*b1cdbd2cSJim Jagielski</listitem></list> 114*b1cdbd2cSJim Jagielski<paragraph id="hd_id29349651" role="heading" xml-lang="en-US" level="2">User access permissions and sharing documents</paragraph> 115*b1cdbd2cSJim Jagielski<paragraph id="par_id11746571" role="paragraph" xml-lang="en-US">Some conditions must be met on operating systems with a user permission management.</paragraph> 116*b1cdbd2cSJim Jagielski<list type="unordered"> 117*b1cdbd2cSJim Jagielski<listitem> 118*b1cdbd2cSJim Jagielski<paragraph id="par_id25775931" role="paragraph" xml-lang="en-US">The shared file needs to reside in a location which is accessible by all collaborators.</paragraph> 119*b1cdbd2cSJim Jagielski</listitem> 120*b1cdbd2cSJim Jagielski<listitem> 121*b1cdbd2cSJim Jagielski<paragraph id="par_id90496531" role="paragraph" xml-lang="en-US">The file permissions for both the document and the corresponding lock file need to be set so that all collaborators can create, delete, and change the files.</paragraph> 122*b1cdbd2cSJim Jagielski</listitem></list> 123*b1cdbd2cSJim Jagielski<paragraph id="par_id71864981" role="warning" xml-lang="en-US">Write access also enables other users to (accidentally or deliberately) delete or change a file.</paragraph> 124*b1cdbd2cSJim Jagielski<section id="relatedtopics"> 125*b1cdbd2cSJim Jagielski<paragraph id="par_id4263740" role="paragraph" xml-lang="en-US"><link href="text/shared/01/01070000.xhp" name="Save As">Save As</link></paragraph> 126*b1cdbd2cSJim Jagielski</section> 127*b1cdbd2cSJim Jagielski</body> 128*b1cdbd2cSJim Jagielski</helpdocument> 129