Check Out for Co-authoring

M-Files also allows for co-authoring, meaning that several users can edit the same document simultaneously. Even a person without an M-Files account can participate in the co-authoring process. This type of co-authoring is possible via the Microsoft OneDrive service.

Video: Co-Authoring

By modifying the registry settings, co-authoring can be enabled for SharePoint as well. In this case, sharing is performed via SharePoint instead of OneDrive.

Checking out for co-authoring and check-in to M-Files

When you want to share the file for editing in OneDrive, use the Check Out for Co-authoring function. If you want to share a file in a multi-file document for co-authoring, use the Begin Co-authoring function. If you already have checked out a single-file document, you can start co-authoring from this state with the Begin Co-authoring function.

When the file is uploaded to OneDrive for co-authoring, it becomes available to several people.

M-Files displays the following message:

Individual users and user-specific rights cannot be individualized in co-authoring.

M-Files then directs you to enter your Windows Live ID. When you move to OneDrive, you will be presented with verification questions. You can proceed by answering Yes to these. You get a message when the file is ready to be shared via OneDrive and you can send the OneDrive link to other users. Please note that anyone with the link can view and modify the file.

When you perform the Send Link function, M-Files automatically creates an e-mail message that includes the filename and a link to the file in OneDrive.

After making the necessary changes, or if for some other reason you do not want to keep the file in co-authoring mode anymore, return from co-authoring mode so that other M-Files users can check it out for editing in M-Files or OneDrive.

The M-Files user who checks the document out for co-authoring must be the one who checks it in. Other M-Files users cannot check the document in from co-authoring. This M-Files user is responsible for the changes made in the document: the changes made from co-authoring mode are logged against the M-Files user who checked the document out for co-authoring and checked in the new version of the document in M-Files.

You can reject the changes made in co-authoring mode with the Undo Checkout function during check-in.

After checking in of the document in M-Files, it is no longer available in OneDrive. If you want to share the document in co-authoring mode again, check the file out for co-authoring and send a new OneDrive link to the file.

Editing in co-authoring mode

When you have received a link to a file that is in co-authoring mode, you can edit it normally in, for example, Word or PowerPoint.

With the co-authoring mode, you can edit mainly Office files in Microsoft Office 2010 (or later) or by using Office Web Apps. More than one user can, for example, edit the same Word file at the same time in Microsoft Office. A PowerPoint presentation can be edited by several users simultaneously in Microsoft Office's PowerPoint 2010 (or later).

The M-Files functions (for instance adding metadata to the content) are not available during editing in OneDrive.

M-Files users can also take part in co-authoring with the OneDrive link or directly from M-Files. When the object is checked out for co-authoring in M-Files, other M-Files users can also edit it via co-authoring mode in OneDrive or open its latest version in read-only state.

Editing an Office Document in the Co-Authoring Mode

Before you begin

You need to have a Microsoft account for co-authoring Office documents. If you do not have one, you can create the account the first time you check out an object for co-authoring.

Steps

Locate the object you want to make available for co-authoring in M-Files.
Either:
1. Right-click the object and select Check Out for Co-authoring from the context menu.
  or
2. Right-click the object and select Begin Co-authoring from the context menu if the file is part of a multi-file document or if it is already checked out to you.
The Security Warning dialog is opened.
Click Begin Co-authoring in the Security Warning dialog.
Optional: If you are not yet logged in to OneDrive, enter your Microsoft account credentials in the login dialog and click Sign in, and when M-Files asks for your permission to access your information and to access and edit your OneDrive, click Yes.
In the Co-authoring dialog, click Send Link to send the shared object link to co-authoring participants via your mail client.
You can also right-click the object you have checked out for co-authoring and select Send Co-authoring Link... whenever you want to share the co-authoring link to someone.

Please note that anyone with the link can view and modify the file.
Double-click the object in the listing area to begin co-authoring.
The document is opened in a web browser in Office Online.
Click Edit in Browser in the upper right corner to begin editing in the co-authoring mode.
M-Files functions (such as adding metadata to the content) are not available during co-authoring.
Optional: Click Open in Word (or Open in Excel or Open in PowerPoint) above the Office ribbon to begin co-authoring in the desktop application.
Save your changes if you are using the desktop application.
Office Online automatically saves your document when you make changes to it.
Close the document.
Right-click the object in M-Files, and select End Co-authoring from the context menu.
Finally, right-click the object again and select Check In to check in the changes.
The user who checks out the document for co-authoring must be the one who also checks it in. This M-Files user is responsible for the changes made in the document. The changes made during co-authoring are attributed to the user who checked out the document for co-authoring and checked in the new version.

You can reject the changes made in co-authoring by right-clicking the object and selecting Undo Checkout from the context menu.

Results

The changes made by you and anyone else during co-authoring are saved to M-Files. After checking in the document, it is no longer available in OneDrive. If you want to share the document for co-authoring again, check out the file for co-authoring and send a new OneDrive link to the file.

Participating in Co-Authoring

When a document has been checked for co-authoring, there are two ways you can take part in co-authoring the document.

Steps

Either:
1. If you receive a link to a co-authored document, click the link to open the document in the co-authoring mode.
  or
2. Locate the co-authored document in M-Files and double-click it to open it in the co-authoring mode (a co-authored document is marked with a red cloud on top of its icon) and click Edit (Co-authoring) in the Co-authoring dialog.
Click Edit in Browser in the upper right corner to begin editing in the co-authoring mode.
Optional: Click Open in Word (or Open in Excel or Open in PowerPoint) above the Office ribbon to begin co-authoring in the desktop application.
Save your changes if you are using the desktop application.
Office Online automatically saves your document when you make changes to it.
Close the document.

Results

The changes you made to the document are saved to M-Files once the user who started the co-authoring has ended the co-authoring and checked in the document.