Workplace Online > any project, folder, or file view
Online editing allows you to create and edit documents through Workplace OnlineWorkplace Online is the web portal that users within a team can use to access their data and administer their team. by leveraging Google Docs, Microsoft Office 365 or Microsoft OneDrive.
If you'd like to edit a document locally via Workplace"Workplace" describes the Autotask Workplace service in its entirety. Online, using an application on your machine, refer to Edit Documents Locally via Workplace Online
Microsoft Word, Excel or PowerPoint documents can be created, opened and edited even if you don't have Microsoft Office applications installed. Online editing also allows users to simultaneously work on documents.
To take advantage of Online Editing, a Google, Microsoft Office 365 or Microsoft OneDrive account is required.
For Microsoft Office 365 Integration to function, a Sharepoint license must be provisioned to the account using the integration and the Sharepoint ("OneDrive") tab of the Microsoft Office 365 service must be accessed once to activate the storage. This is used as a temporary storage location while editing the document.
Refer to the links below to review the limitations on file types that can be edited via online document editors:
Using Online Editing copies your document out of the Workplace service and into the document editor service. This may result in the document being transferred to another geographical region. We cannot vouch for the security of Google’s or Microsoft’s services.
When multiple user editing is enabled for Microsoft document editors, the document becomes publicly available. Anyone who has or can find the link to the document will be able to access and edit it.
It is possible to restrict the linked document editor accounts to specific domains. This can be used to ensure that editing can be performed only via company-owned user accounts, and to inhibit the use of private accounts.
If the Allow self configuration feature is disabled via Policy Profiles, then administrators will have to configure which document editor accounts are linked to which Workplace accounts. While this does ensure that only authorized accounts are linked to the Workplace service, it does require more initial configuration.
- In Workplace Online, go to any project or folder.
- Click the +Add button.
- Select the type of document you wish to create. This will open the Create New Document popup:
- Name the document.
- Select Create Document.
If you have not selected a default online document editor in Settings > Document Editors, you will be prompted to choose and editor for the document. You also have the option to make your selection your default.
- In Workplace Online, go to any project or folder.
- On list views, hover over the item and click the icon, or right-click the item and select Open.
In detail views, click the Open button.
- The Open Document Online popup will display:
Select a document editor and click Open.
Changes made in the document editor will automatically be saved, so you can safely close the document editor window at any point. It is important to note that while online document editors continuously save, you will need to inform the Workplace service that you wish to replace the current file with the updated version - it is not automatically saved within the Workplace service.
While Google Docs immediately saves changes, there is a lag on the automatic saving function within the Microsoft editors. Microsoft takes a very long time to auto-save, so you MUST wait a minute before going back to Workplace Online and saving, otherwise you're changes might be lost. Make certain that the status, shown at the bottom of the editing window, changes to Saving and then back to Saved after the final edit before saving the changes within Workplace!
Once editing has begun, a new dialog box appears in Workplace Online, displaying any documents currently open for editing:
The dialog box displays the status of that file - the last time it was edited and whether it has been saved. You have the following options:
Option Definition Private Select the check box to prohibit other users from simultaneously editing the document. Save Click to save changes to the document. Open Editor If the editing window has been closed, the edits will remain cached by the document editor for 30 minutes. Click Open Editor to reopen the window and continue editing. Stop Editing Click to open a dialog box with the options to save or discard the changes. If you discard your changes, none of the changes you've made in your most recent editing session will be saved.
Simultaneous editing is available when you use online editing via Workplace Online.
When you initiate an editing session, you will have the option of allowing multiple user editing.
The user who initiates the editing session can also toggle the Private check box at any point to prevent other users from editing the file during the editing session.
When the person who initiated the editing session selects Stop Editing, they will be alerted if other users are currently editing the document.
If the person who initiated the session stops the session, any unsaved changes by other participants will be lost and their editing session will be terminated.
While a file is open for online editing, the file will be locked for users trying to access it through the Workplace FolderThe Workplace Folder is a folder created on the local drive of a computer which contains the synchronized folders and files from the associated Workplace account. on their computer or the Workplace MobileWorkplace Mobile is the Workplace application designed specifically for the various mobile platforms, providing access to Autotask Workplace. App.
The following icons indicate the status of the file:
|The file is open and available for multi-user editing.|
|The file is open and the Private option has been selected.|
|The file is locked and unavailable for editing.|
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