Creating and Editing Documents Online

SECURITY  All users

NAVIGATION  Workplace Online > any project, folder, or file view

The online edit process in Workplace 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.

For Google Docs, 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. Additionally, the Allow self configurationPolicy Profiles feature can be used and 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.

SECURITY  By default, users cannot configure their own document editor accounts. Administrators must either configure accounts on behalf of users or enable a policy to allow users to configure their own accounts. Refer to Policy Profiles.

To configure your own online editors, refer to Document Editors

1. In Workplace Online, go to any project or folder.
2. Click the + Add button.
3. Select the type of document you wish to create. This will open the Create New Document popup:
   
4. Name the document.
5. Select Create Document.

NOTE  If you have not selected a default online document editor in Settings > Document Editors, you will be prompted to choose an editor for the document. You also have the option to make your selection your default.

1. In Workplace Online, go to any project or folder.
2. 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.
3. The Open Document Online popup will display:
   

4. Select a document editor and click Open.

5. To edit and save:
   

   • In Office 365, close the browser tab when you're done. The service auto-saves your work.
   • In Google Docs, a new dialog box will in Workplace Online once editing has begun, 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
   Save	Click to save changes to the document. You must click Save to save your edits to Workplace.
   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, or multi-user editing, is always enabled when editing via Workplace Online.

In Google Docs, when the person who initiated the editing session selects Stop Editing, they will be alerted if other users are currently editing the document.

NOTE  In Google Docs, 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 other components of the Workplace service (Workplace Desktop, Workplace ServerWorkplace Server is a component of the Workplace service. It makes all your files accessible through Workplace while retaining local, centralized data storage so that your data is also available via your local area network (LAN). The Workplace service keeps all data on your LAN accessible internally and in sync with Workplace., and Workplace MobileWorkplace Mobile is the Workplace application designed specifically for the various mobile platforms, providing access to Workplace.).

The following icons indicate the status of the file:

Icon	File Status
	The file is open and available for multi-user editing. Simply open the document for online editing to join the current multi-user editing session.
	The file is locked and unavailable for editing.