Collaborative Editing

PlexTrac offers collaborative editing to save time and reduce errors when working on reports, narratives, and findings. Collaborative editing is a process in which multiple individuals work together to create, edit, and refine content in real-time, with contributors simultaneously working on the same document.
Collaborative editing exists in rich-text fields (RTFs) within the following areas of the platform:
  • In the Description, Recommendations, and References RTFs of the Findings Details tab of a finding
  • In the Value RTF within the Custom Fields tab of a finding
  • In the RTF of the Narrative tab for a report
  • In the Description, Recommendations, and References RTFs of the Readout tab of a report
  • In the Description, Recommendations, and References RTFs of a writeup in WriteupsDB
  • In the Section Body RTF in NarrativesDB
A rich-text field is a type of input field that allows users to enter and edit text with formatting options such as bold, italic, underline and different font styles and sizes.

Avatar Notification

When editing one of the relevant fields listed above, an avatar is displayed at the top right of the content box.
The avatar will display the user's initials if no profile image exists or the profile image if applicable. The user's full name is provided if hovered over by the cursor. Up to six avatars are displayed in one content block.
When another user is editing a page, their avatar will appear in the edited content block.
When two or more users are editing the same field, an avatar for all users (up to six) will appear in the same content box to provide visibility that more than one person is editing the same field simultaneously.
A warning icon will notify of potential conflict, and it is recommended to avoid editing that field to avoid possible loss of content due to the time lag of autosave synchronization.
Avatars only appear to others when a user is active in a text box. If a user leaves the browser or engages elsewhere on the page, the avatar will not appear in that text box to other users.

Section Auto-Save

Messaging at the top right of the page where collaborative editing exists indicates when content was last saved.
On pages with multiple content sections, autosave is per section (not page), and the time stamp will update dynamically at the top of the page when one of the collaborative editing content blocks is modified.
For example, in the scenario in which one user is updating the finding description at the same time another user is updating the finding recommendation, both updates will be saved, and the time stamp will represent the last edit on the page for one of those content fields.

Offline Messaging

If the internet or VPN connection is lost, an error notification will appear to indicate connection has been lost.
The user will not be able to modify any of the applicable content sections tied to this feature until returning online.

Track Changes

Track changes are a feature that audits changes made to the text, formatting, and other elements. It can be turned on at the report level or for a specific RTF.
When the track changes feature is enabled, any modifications made to the document are highlighted and displayed distinctively. These changes can include additions, deletions, formatting adjustments, and comments. The original content remains visible, while the modifications are marked with specific indicators, such as colored text, underlines, or strike-throughs. Additionally, users can leave comments or annotations to provide further context or explanations regarding the changes made.
Collaborators can accept or reject individual changes, and the document owner or editor can review and make final decisions on which modifications to keep. This feature is helpful when multiple individuals need to work on a document simultaneously or when documents undergo several revisions.

Track Changes at RTF Level

The toggle to turn on track changes for an RTF is found within the RTF toolbar.
Click the button to turn on track changes for the field. Now additions will be shown in green, and deletions will be shown in red.
A log of changes is displayed on the right. Changes can be accepted or rejected by clicking the checkmark or X in the audit box.
Once accepted or rejected, the box and markup will disappear, and the content will reflect the choices.
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