For a lot of organisations, SharePoint Online’s co-authoring principle may not feel like a natural – or comfortable – replacement for the version control and document check-in/check-out processes used in legacy document management systems.
As such, it may be tempting to shy away from co-authoring when migrating to Microsoft 365, and attempt to replicate more familiar collaboration controls and processes instead. Before you give in to this urge, however, we highly recommend digging a little deeper to understand why co-authoring is rapidly becoming the future of collaboration. And what you stand to lose if you choose not to make use of its functionality.
What is co-authoring?
Unlike traditional check-in/check-out processes where documents are “locked” to one editor at a time, co-authoring allows multiple contributors to edit and update a single document, simultaneously.
The most obvious benefit of this is that it eliminates the need to “wait your turn” when collaborating on a document. This keeps the flow of ideas moving while eradicating the bottlenecks, stifled momentum and delayed project timelines so common with sequential editing.
A secondary benefit is to remove the problem of ‘orphaned edits’ – when a user checks out a document and makes changes but doesn’t check it back in before they leave the company and their changes/ideas/input are lost.
The result is a streamlined, instantaneous collaboration process that enables contributors to build on each other’s strengths to maximise their collective creativity and productivity.
The benefits of integrating editing and communication
Co-authoring platforms like SharePoint Online don’t only enable contributors to create and edit documents simultaneously. They also include integrated communication tools that allow collaborators to give and receive instant feedback and even hold discussions within the context of the document itself.
This effectively transforms documents from static (or iterative) work products into dynamic extensions of the work environment, transcending the constraints of time zones and geographic barriers to foster a truly agile, responsive and global workspace.
Co-authoring in SharePoint Online
Versatility and Visibility
SharePoint Online supports co-authoring for various file types, including Word, Excel, PowerPoint, and OneNote. Multiple users can edit the same document simultaneously using either the web or desktop applications. Changes are synced automatically, and the presence and activity of other co-authors is visible at all times.
This makes it easy for users to see exactly who is editing what, communicate with each other via chat or comments, and rapidly resolve any conflicts or issues that may arise.
Security and Compliance
SharePoint Online also provides security and compliance options for co-authoring scenarios, including encryption, access control, auditing, and retention policies. These options make it easier for organisations to protect their data and documents from unauthorized access, modification, or deletion, and comply with the regulatory and legal requirements of their industries and regions.
Version Control and Content Approval
We’re the first to acknowledge that version control still has a place in collaboration – particularly for complex projects that require meticulous tracking of changes and contributions. Fortunately, co-authoring in SharePoint Online does not overwrite the version control features available in the document library and versioning is enabled by default, allowing users to view, restore or delete previous versions when and where necessary.
Better yet, versioning in SharePoint Online also supports content approval. This requires documents to be reviewed and approved by designated users before they are published, adding an extra layer of quality control (and accountability) for co-authored documents.
Content approval can be enabled for specific folders or libraries, and users can specify who can approve the documents and who can view the draft versions. This gives teams the best of all worlds: the ability to enjoy the benefits of real-time collaboration, while maintaining the ability to track changes and revert to previous versions, if necessary, with full oversight to ensure consistent quality. With content approval you can also plug into some of the records management features that declare a document as a record, locking it down for editing after the final version of the document has been declared.
Migrating from legacy DMS into Microsoft 365
Co-authoring isn’t the only change you’ll need to navigate when migrating your documents from a legacy DMS into Microsoft 365. As Microsoft content, compliance and security experts, we can help you dodge the pitfalls of migration while unlocking critical opportunities to improve your security, compliance, productivity and – most importantly – Microsoft ROI.
