Workplace"Workplace" describes the Autotask Workplace service in its entirety. offers a file locking mechanism to avoid overwriting changes when multiple users access the same file simultaneously.
A file can be locked manually at any point, or will become locked automatically when starting to edit a Microsoft Word, Excel or PowerPoint file.
If you forget to lock the file, or are unable to lock the file (for instance, you do not have an Internet connection), and someone else edits the document simultaneously, then the first person to save the document will create a new version of the master document. The other user(s) that were simultaneously editing will have their saved versions appended with their names.
This mechanism ensures data will never be lost, however you may need to merge two or more documents if users forget to lock the files or be offline while editing.
There are four ways to lock files in Workplace, depending on how you access your files:
SmartBadge for Mac requires Office 2011, 2016, or Office 365.
SmartBadge for Windows requires Office 2013, 2016, 2019, or Office 365.
To learn how to enable and use SmartBadgeAn interactive badge displayed when opening a Microsoft Office document synced via Workplace to your Mac., please refer to SmartBadge. It offers the following functionality:
- Displays file lock status
- Smart-lock - automatically lock and unlock files when you are online.
- Manual file locking and unlocking
- File locking notifications, when other users lock or unlock the file
- File conflict management
- Indicators for read-only permissions and modifications made by other users
- Log in to Workplace OnlineWorkplace Online is the web portal that users within a team can use to access their data and administer their team..
- Go to Projects or to your DashboardThe dashboard is an integrated, intelligent overview of all your recent project activities in Autotask Workplace..
- Navigate to the file you want to lock.
- Right-click the file and select Lock:
- View the file within Workplace MobileWorkplace Mobile is the Workplace application designed specifically for the various mobile platforms, providing access to Autotask Workplace..
- Tap the button.
- Select Lock.
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