Kojensi allows you to work collaboratively with other users on a document in real time. Co-authoring is session based and ends immediately once the last person saves and closes the document. To co-author a document, users must have an active account on Kojensi; be a member of the Workspace where the specific document is located; and have access the particular document.
To initiate a co-author session, locate the document in Kojensi and click on the 3 dot menu.
In the drop down click on Invite Co-authors
In the pop up window select the user/s you wish to co-author with. There is a maximum of 4 co-authors to a session.
You have the option to add a personal message to inform the invitees about the purpose of the session. To initiate the invite click Send Invitation.
As the initiator of the co-author session the document will now open up in co-author mode.
Each invitee will receive a notification in Kojensi and an email, requesting them to join the session. The invitee must click on the notification text saying Open Session, to join the co-author session. If the invitee tries clicking on the document, it will open in preview only mode and they will not be able to edit or co-author.
The document is locked, and no other users can edit the document until the co-authoring session is finished, and the last person closes and saves the document.
If the session is still in progress, the invitees who have exited early can rejoin that session again. Once all the invitees have exited, the session ends, and the last person to exit is prompted to save the document and update the sharing and security settings.
Once all invitees have finished with the co-author session, the document is now available for anyone who has access to it, to initiate a new co-author session or edit independently.
Note: Co-authoring can only be initiated from the list of files in a Workspace. If you have a document open in edit mode you cannot invite others to co-author with you. Also once a co-author session has been initiated, additional users cannot be invited into the session.
Collaboration features include:
- simultaneous multi-user access to the edited document
- visual indication of passages being edited by other users
- real-time changes display or synchronization of changes with one button click
- chat feature to share ideas concerning particular sections of the document
- comments containing the description of a task or problem that needs to be solved.
Kojensi allows the user who initiates the co-authoring session to select one of the two available co-authoring modes:
- Fast is used by default and shows the changes made by other users in real time
- Strict is selected to hide other user changes until you click the Save icon to save your own changes and accept the changes made by others.
The mode can be selected in the Advanced Settings. It is also possible to choose the necessary mode using the Co-editing Mode icon at the Collaboration tab of the top toolbar:
Note: When you co-author a document in the Fast mode, the option to Redo the last undone operation is not available.
When a document is being edited by multiple users simultaneously in the Strict mode, the edited text passages are marked with dashed lines of different colours. By hovering the cursor over one of the edited passages, the name of the user who is editing it at the moment is displayed. The Fast mode will show the actions and the names of the co-authors once they commence editing the text.
The number of users who are co-authoring the current document is specified on the right side of the editor header. If you want to see who exactly is editing the file right now, you can click this icon or open the Chat panel which displays the full list of the users.
You can use this tool to coordinate the co-authoring process on-the-fly, for example, to arrange with your collaborators about who is doing what, which paragraph you are going to edit now etc.
The chat messages are stored purely for the duration of the co-authoring session. If you wish chat/comments to be retained with the document the ‘Comments’ feature should be used. Comments are saved/stored until you decide to delete them.
To access the chat and leave a message for other users:
- click the chat icon at the left sidebar, or switch to the Collaboration tab of the top toolbar and click the Chat button,
- enter your text into the corresponding field below,
- press the Send button.
All the messages left by users will be displayed on the panel on the left. If there are new messages you haven't read yet, the chat icon will highlight in yellow.
To close the panel with chat messages, click the chat icon at the left sidebar or the Chat button at the top toolbar once again.
To leave a Comment:
- select a text passage where you think there is an error or problem,
- switch to the Insert or Collaboration tab of the top toolbar and click the Comment button, or
use the comment icon at the left sidebar to open the Comments panel and click the Add Comment to Document link, or
right-click the selected text passage and select the Add Сomment option from the contextual menu,
- enter the needed text,
- click the Add Comment/Add button.
The comment will be seen on the Comments panel on the left. Any other user can reply to any added comment asking questions or reporting on the work he/she has done. For this purpose, click the Add Reply link situated under the comment, type in your reply text in the entry field and press the Reply button.
If you are using the Strict co-editing mode, new comments added by other users will become visible only after you click the save comments icon in the left upper corner of the top toolbar.
The text passage you commented on will be highlighted in the document. To view the comment, just click within the passage. If you need to disable this feature, click the File tab at the top toolbar, select the Advanced Settings... option and uncheck the Turn on display of the comments box. In this case the commented passages will be highlighted only if you click the comments icon.
You can manage the added comments using the icons in the comment balloon or at the Comments panel on the left:
- edit the currently selected comment by clicking the pencil icon,
- delete the currently selected comment by clicking the bin icon,
- close the currently selected discussion by clicking the tick icon if the task or problem you stated in your comment was solved, in which case the discussion you opened with your comment is given resolved status. To open it again, click the tick icon. If you want to hide resolved comments, click the File tab at the top toolbar, select the Advanced Settings... option, uncheck the Turn on display of the resolved comments box and click Apply. In this case the resolved comments will be highlighted only if you click the comment icon.
To remove comments:
- click the Remove button at the Collaboration tab of the top toolbar,
- select the necessary option from the menu:
- Remove Current Comments - to remove the currently selected comment. If some replies have been added to the comment, all its replies will be removed as well.
- Remove My Comments - to remove comments you added without removing comments added by other users. If some replies have been added to your comment, all its replies will be removed as well.
- Remove All Comments - to remove all the comments in the document that you and other users added.
To close the panel with comments, click the comment icon at the left sidebar once again.