This tutorial is courtesy of Andrea Kalli virtual Trainer and Assistant, LLC. www.virtualassist.net Fole Collaboration Using the SharePoint Services Document Management Task Pane-Part Two.
And if there are any workflow tasks in here, I would be able to view them right in here which there are not and we will get into workflows in our later video. But just to let you know that you have the ability to look at the workflow tasks from the document management pane.
So I will close this and let us go to this page right here which shows us the documents that we are working on and this is the primary document, I can even add new documents like an add supporting documents to this so people can use them as a reference or whatever they need to. To help complete this project, I must go ahead and pick a document and I will just save this one right here. Make workspace updates available when I open my copy. I will check that. I will say Ok and as you can see, it is right here. And all the time, I am modifying the information that is on the share point site, and again, I am doing it to the application.
So even though I am just doing this through excel, remember, this feature is available for many of the office products, Office 2003 and later. Alert me about documents, setting up the Alert for the document folder and this document workspace here. So I am going to say Ok. And on this last little tab here is the links area so if I need to add URL to some websites that have something to do with this spreadsheet, I can do that. And then I can also add an alert for me for any changes to the list. Now, I am doing this for me and everybody else is going to be involved with this document, with this file. We will need to setup the same for them as far as alerts.
Members, everybody will be able to see members. Tasks, everybody will be able to see tasks. Documents, everybody will be able to see documents and same with the links. So it makes it really nice.
Now, let us go ahead and I want to see if we can start making some changes to this document and update the document through the office product up to the server. So now, a few days later come along and it is time for me to work on this spreadsheet again. And I have saved it on my local machine in this path right here. And it is disconnected to the document workspace. If I go to open it up, it is going to say, “A copy of this document is stored in a document workspace.” And Microsoft Office can check the workspace periodically to get updates of the document and the document management task pane. Do you want office to get updates while you work? I am going to say, get updates. And I need to login as this user here, it is saying, “This Document has been updated. Your changes conflict with changes made to the workspace copy. Do you want to view and resolve the conflict in the document updates pane now?”
If there are conflict, if two people have the document open at the very same time, then it is quite possible that there are going to be conflicts. And you have the ability to work with those conflicts. So it is important that you see how this conflict process works. It says, “To compare?” We can compare it. If you both copy and make changes manually or do a replace – select one copy if you have replaced the other copy. And it tells me who my changes are in conflict with when they made their change and it says, “You must resolve this conflict to make your changes available to others. How do you want to resolve this conflict?”
So let us open up our workspace copy. I want to compare both versions. This is the workspace copy so this is the one that has been changed and I can see that the other person has added a new row and that works out well for me. So I am going to say “Keep Workspace Copy” and it is going to replace the older one so I am going to say “Yes, I want to Continue”. And it is telling me that the document is up to date. If I have unsaved changes, you must save the document before you can update the workspace copy to view your copy prior to updates, click view previous copy which I am not going to
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