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Editing a document in a local file

To edit a document, you can save the document locally at any time and, as usual, edit it in the corresponding application.

Supposed, you want to edit a document and to replace the original document by the edited version.

This is how it works

  1. Select the document in the result list.

  2. Select the context action Start editing to be entered as an editor for the document. The document contains the status Processing.

  3. Download the document with the context action Download to save it locally and edit it.

  4. Update the locally saved document by dragging and dropping it onto the Replace drop zone.

  5. Save the updated document with the context action Finish editing to create a new version in the d.3 repository.

By finishing the editing process you make sure that the document in the current version is stored in the d.3 repository on a long-term basis and that the staff granted the permission to view the released document version can view the current version.

Useful rules for working on the same documents as a team

When collaborating, it may occur that a different user is currently editing the document that you also want to edit. This user is entered as editor in the properties of the document. You get a message stating that the document is currently being edited by a user. The name of the user is displayed. If you have the permission to take over a document that is being edited by a different user, you can confirm takeover of the document to be edited. We strongly recommend contacting the user in advance to make sure that the collaboration works smoothly. A policy for the organization or the department can be helpful to specify when documents in editing can be taken over by other users.

The editing takeover function may also be useful when employees have to handle their colleagues' tasks in case of unexpected absences.