Almost all documents created in a PE will be viewed and/or edited by members of the team. Some examples:
Collaborating on a document and therefore sending it back and forth via email often leads to confusion. Without the right technique or naming of the document, it quickly becomes unclear who made which changes, what the most recent version is, where the most recent version is stored locally, etc.
Therefore, it is important that document storage is done consistently.
Through collaborative editing of documents, the trainee is going to avoid those frustrations and ambiguities. Moreover, there are extra features that the offline version does not have.
Sharing and editing online documents is an efficient way for multiple trainees to work together in the same document. Below is a brief description of some commonly used platforms:
When sharing online documents, you can usually set access rights, such as read, edit, or view only. This allows the trainer to manage the appropriate level of access to the documents and limit who can make what changes.
Sharing and editing online documents offers the benefit of remote collaboration, where multiple trainees can work on the same document simultaneously. It facilitates communication and collaboration between trainees.
You can share files by placing them in a cloud or by sending them via email to participating trainees.
Person 1: creates the document, chooses the layout, inputs of logo, choice of font
Person 2: input of photos and description of the products
Person 3: input prices and continuously adjust if necessary
It is certainly not always necessary to work in real time. File sharing services such as Dropbox, Google Drive or Microsoft OneDrive can be used to store and share documents. In our PE the trainee must upload the document to the cloud storage service. Each trainee can download the document, can edit the document, and can upload an updated version.
A second way to edit and share documents without real-time collaboration is to edit the document using editing software on your computer. Afterwards the trainee can send the updated version as an email attachment to the person you want to share it with. A disadvantage of this method is that it may lead to the existence of multiple document versions.
In this case each trainee must save a new version of the document e.g. catalogue_V1, catalogue_V2, …. Each trainee can edit the latest version. If you wish to work in one version, you can use the revision history to view and/or evaluate the latest changes.
In the folder structure below, the catalogue is stored in the Sales folder -> Catalogue subfolder.
6. Track Changes and Add Comments: Collaboration platforms often include features to track changes made by different trainees. This helps you keep track of edits, see who made specific modifications, and even revert to previous versions if needed.
7. Save and Sync Changes: As trainees make edits, the changes are automatically saved in real-time. The document stays synchronized so that everyone always has the latest version of the document.
If several trainees work on the same file, e.g. a catalogue, it is possible to return to a previous version –> ‘See revision history’. Date and modification are then made visible.
8. Finalize and Export: Once the document is complete, you can finalize it and export it into various formats, such as PDF, Word, or Excel, depending on the document type. This allows you to easily share the final version with others or save it for future reference. A clear structure in the Cloud/Drive is very important.
Below is an example of a folder and subfolders of the sales service in the PE.
(figure it out how to put a image here)
Through this WebQuest, the trainee will learn how to edit shared, online documents.
Through this WebQuest, the trainee will learn more about collaborative document editing (in the Cloud)
In the practice firm, documents are edited by all trainees and then stored on a common platform. Here, it is very important to observe several security rules so that not just anyone can read and edit these documents. Think, for example, of invoices, commercial agreements, etc. Because digital security is an ongoing process, it’s important to stay informed about the latest technologies to protect documents.
Full Control: Allows the user to read, write, change, and delete the files and subfolders in the folder.
Modify: Allows reading, writing and deletion of files and subfolders.
Read & execute: Allows viewing and listing of files and subfolders as well as executing of files.
List folder contents: Allows viewing and listing of files and subfolders in the folder, as well as executing of files; inherited by folders only.
Read: Allows users to view and list the files and subfolders.
Write: Allows users to add files or subfolders to the folder and allows writing to the files in the folder.
3. Two-factor authentication is an added layer of security that requires two forms of identification. In most cases this involves entering a password or PIN and then confirming the user’s identity through a second factor such as a fingerprint, security token of a verification code sent to a mobile device. In most cases the extra authentication is a simple numeric string, a few digits sent to your phone as a code that can be used only once. The best way to do this is to install an ‘authenticator app’. Once linked to your accounts, the app displays a constantly rotating set of codes to use for logins whenever you need. There are numerous apps like Google and Microsoft as well as Duo Mobile, …
4. There are a few strong password practices to follow:
Through this WebQuest, the trainee gets knowledge about how to edit and share online documents in a safe way because it is crucial to protect sensitive information and to maintain data security.