Track live-user activity in MS Office files using WorkDrive Collaboration Widget

Track live-user activity in MS Office files using WorkDrive Collaboration Widget

Team members often collaborate and work on the same document simultaneously from different devices. However, in some cases, this can result in file duplication and conflicting versions.

Wouldn't it be easier if, while using Desktop Sync or TrueSync, you could see exactly who is currently viewing or editing a document?

The WorkDrive Collaboration Widget helps you track live user-activity in Microsoft Office files (Word, Excel, and PowerPoint) that are stored in your WorkDrive account, so you can plan your work, whether to make changes or wait for some time.

Widget availability:
The WorkDrive Collaboration Widget is now available for both WorkDrive Desktop Sync and TrueSync applications.
Make sure you have the following version of the application to enable this widget:
  1. Desktop Sync - Version 2.7.0 and above
  2. TrueSync - Version 3.6.27 and above
Notes:
  1. Applicable only for Microsoft Office Word, Excel, and PowerPoint files and not for other desktop applications. (Microsoft Office compatibility mode will also be supported)
  2. An active internet connection is required to use this feature.
  3. If an Office file is open in the protected view, you'll need to enable editing for the collaboration widget to work.
Software requirements:
  1. Currently, the Collaboration widget is only supported in the Windows OS platform (Windows 7 or higher).
  2. Microsoft Office Version: Office 2013 or higher (i.e., 2013, 2016, 2019, 2021, Microsoft 365/Office 365).

Enable WorkDrive Collaboration Widget

  1. Click the WorkDrive  icon in the system tray. A small window will appear.
  2. Click the Settings  icon at the top and select Preferences.
  3. By default, the General menu will be selected. Select the Show WorkDrive Collaboration Widget in Microsoft Office files checkbox.

           

  4. Click Apply.

    Once enabled, whenever other collaborators open or make changes to the MS Word, Excel, or PowerPoint file that you're currently working on, the collaboration widget will appear in the lower-right corner.


Note: If you wish to move the widget, simply click and drag it wherever you like.

With the help of the Widget, you'll be able to:
  1. Track live member details
    You can check who else is viewing or editing the file you are currently working on. Based on the presence of active members, the collaboration widget may display one of the following messages along with the user details:

    1. Another user is viewing this file - Another user is viewing but not making any changes to this file.
    2. Multiple users are viewing this file - Two or more users are viewing but not making any changes to this file.
    3. Another user is editing this file - Another user is making changes to this file.



    4. Multiple users are editing this file - Two or more users are editing this file simultaneously.

  2. Update to the latest version of the file
    If another user saves a newer version of a file you've opened, the WorkDrive Collaboration Widget help you update to their version instantly.



    Note: Any unsaved changes from your end can be saved as a separate copy before updating to the latest version.

  3. Resolve file conflicts
    WorkDrive Collaboration Widget redirects you to the Resolve Conflict window if the file version differs between the cloud and your computer.



    From the Resolve Conflict window, you can resolve the conflict by choosing one of the below three actions:

    1. Upload as top version: This option will upload the file edited in the local computer using Sync as the top version.
    2. Download from web: This option will download the file from the web version and replace the file in your local computer. You can then make changes to the file.
    3. Keep both files: This option will keep both versions of the file. The version that is edited using the sync app on your computer will be saved as a new file.
      Learn more about resolving file conflicts in WorkDrive Sync

  4. Fix sync issues based on file actions
    Whenever someone attempts to move, delete, or rename a file you've opened, the WorkDrive Collaboration Widget helps you quickly sync it on your local computer.

    1. Rename: When someone renames the file you're working on, the WorkDrive Collaboration Widget helps you to reload and sync the renamed file from the web to your computer.

    2. Move: When someone moves the file you're working on, the WorkDrive Collaboration Widget helps you to reload and sync the file from the new location on the web to your computer.
      Note: If the file is moved to a Team folder you're not part of, then it will be deleted from your computer.

    3. Delete: When someone deletes the file you're working on, the WorkDrive Collaboration Widget prompts you to close this file to delete it on your computer.
      Note: If you want a copy of this file, then go to File > Save As to create your own copy.

Widget icons and their status

   - Someone is viewing the file.
   - Someone is editing the file or a file conflict has occurred.
   - A new version is available on the web. You can download it to your system.
   - A sync error has occurred. Please check the error and resolve it.

Disable WorkDrive Collaboration Widget

By default, the WorkDrive Collaboration Widget will be turned ON. You can choose to turn it OFF if required. When you disable the widget: 
  1. You won't be able to view the live-activity of other collaborators.
  2. Other users will still be able to view your live-activity in their system.
  1. Click the WorkDrive  icon in the system tray. A small window will appear.
  2. Click the Settings  icon at the top and select Preferences.
  3. By default, the General menu will be selected. Deselect the Show WorkDrive Collaboration Widget in Microsoft Office files checkbox.
  4. Click Apply.