diff --git a/docs/content_management/collaborative_editing/collaborative_editing_guide.md b/docs/content_management/collaborative_editing/collaborative_editing_guide.md new file mode 100644 index 0000000000..06f84cb293 --- /dev/null +++ b/docs/content_management/collaborative_editing/collaborative_editing_guide.md @@ -0,0 +1,126 @@ +--- +description: The Collaborative editing product guide provides a full description of the features and benefits that this module brings to the clients. +--- + +# Collaborative editing product guide + +## What is collaborative editing + +Collaborative editing is a feature that allows multiple users to work on the same content or product - whether to preview, review, or edit it. +By giving users access to preview the content before it's published, review and collaboration becomes 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 external users, such as third-party agencies. + +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. + +## Availability + +Collaborative editing is available in all [[= product_name =]] editions. +To use Real-time editing feature, you must make arrangements with [[= product_name_base =]], and accept Terms & Conditions and Service Level Agreement in the Support Portal. + +## Prerequisites + +To use the **Copy link** option, which allows you to copy a link to the clipboard and share it through communication channels with other users, the Clipboard API is required. +As a result, this option may not work in some browsers, such as Safari. + +## How does collaborative editing work + +### Content or product preview + +The basic option provided by the Collaboration feature, is the ability to preview content or a product. +This allows the user to grant preview access to logged-in users, as well as share a public link with external users. + +You can share a direct link to the collaborative session using the **Copy link** button. +Link is copied to the clipboard and you can share it with the users through communication channels. + +### Collaboration session + +Collaborative editing allows to work together on the same content items or products. +This is done through a collaboration session. + +When you create a new draft of a content item you can invite other users to join a collaboration session, thanks to [CKEditor collaboration features](https://ckeditor.com/ckeditor-5/capabilities/collaboration-features/). +This action generates a unique session for that draft. +Collaboration session begins when first invited user accepts the invitation and joins the session. + +To start collaborative editing, you need to invite collaborators using the **Share** button. + +You can invite other users to join the session, both internal and external: + +- **Internal** - by searching their name or email address. These users can either edit the content item or preview it, depending on your choice. +- **External** - by providing their email address in the field. They can only preview the content item. + +Once they accept the invitation, they are able to join you in editing content item or reviewing it. + +![Collaborative editing - invitation](img/collaboration_invitation.png) + +You can change the users access or remove it at any time. + +After inviting users to a collaboration session, they receive a notification visible on the main dashboard or by email. + +### Real-time editing + +Real-time editing is an advanced part of the Collaboration feature available for *five users*. +It works by syncing changes in real time, so everyone can see updates instantly. +Avatars of the users invited to collaboration session are visible at the top of the editing screen, also in distraction free mode. +While editing Rich Text fields, you can see colored tracking tags with user avatar thumbnails that indicate who is currently working on it. + +Everyone in the session can see each other's updates as they happen — no more switching between tools or waiting for feedback. +This makes content creation and review faster, more interactive, and much easier to manage as a team. + +Users can edit the content or product 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). + +#### Editing content items or products + +Collaborative editing is enabled in [Rich Text](rich_text.md) fields. +Other fields are disabled and can be only edited by the owner of the content item. + +Collaboration is available for the following content or product types with Rich Text fields: + +- Article +- Folder +- Form +- Product category +- Custom content types +- Custom product types (without variants) + +All changes made by collaborators are automatically saved when owner publishes or saves content. +Collaborators can leave collaboration session any time without losing data. + +## Benefits + +### Simplified content review process + +With preview access to the content draft, reviewers can jump in, check the content, and approve it more quickly. +This streamlines the entire review cycle and minimizes delays caused by version confusion or slow feedback. + +### Cross-functional collaboration + +Collaborative editing allows teams to involve users from across the organization. +Their input can be integrated directly into the editing process, leading to more accurate and aligned content. + +### Enhanced teamwork + +All the users invited to the collaboration session can share ideas, make suggestions, and refine each other’s work in a shared environment, creating a stronger sense of team ownership and collaboration. + +### Real-time collaboration + +Collaborative editing enables multiple users to work on the same content item at the same time. +Everyone in the session can see changes as they happen, which shortens the feedback loop and allows multiple people to work in parallel. + +### Improved efficiency + +By allowing simultaneous editing, the content creation and review process becomes significantly faster. +Team members can work together and finalize content in a fraction of the time it would take with a standard workflow. + +### Seamless feedback loop + +Users can share and receive feedback instantly within the same editing interface. +This reduces the need to switch between apps or track changes manually. + +### Change tracking + +All changes made by the editors belonging to the session are automatically tracked, so you can see what was edited, by whom, and when. +This provides full transparency and makes the review process easier. \ No newline at end of file diff --git a/docs/content_management/collaborative_editing/img/collaboration_invitation.png b/docs/content_management/collaborative_editing/img/collaboration_invitation.png new file mode 100644 index 0000000000..cd294673f8 Binary files /dev/null and b/docs/content_management/collaborative_editing/img/collaboration_invitation.png differ diff --git a/docs/product_guides/product_guides.md b/docs/product_guides/product_guides.md index dc8f77f484..e7b3b38c1d 100644 --- a/docs/product_guides/product_guides.md +++ b/docs/product_guides/product_guides.md @@ -15,6 +15,7 @@ Discover the primary ones with the help of product guides. Condensed content all "content_management/rich_text/online_editor_guide", "content_management/pages/page_builder_guide", "content_management/forms/form_builder_guide", + "content_management/collaborative_editing/collaborative_editing_guide", "customer_management/customer_portal", "personalization/personalization_guide", "pim/pim_guide", diff --git a/mkdocs.yml b/mkdocs.yml index 82b95b202e..55e5883634 100644 --- a/mkdocs.yml +++ b/mkdocs.yml @@ -274,6 +274,8 @@ nav: - Time field type: content_management/field_types/field_type_reference/timefield.md - URL field type: content_management/field_types/field_type_reference/urlfield.md - User field type: content_management/field_types/field_type_reference/userfield.md + - Collaborative editing: + - Collaborative editing product guide: content_management/collaborative_editing/collaborative_editing_guide.md - Templating: - Templating: templating/templating.md - Render content: