I think I’ve put up several suggestions. Please note that I’m not complaining about the product - I think it’s great. I’m just excited as it keeps getting better and hope to help with ideas as I notice things.
While collaborating on documents, it is helpful if one could be designated as a “template” document and users would be prompted that their changes would result in a new document being created (or prompted with a “Save As” dialog when they try to exit or save the document. The would prevent the template from being over-written.
For example if I had a standard letter that is mailed to people and needs to be addressed, as a user fills in the places for name/address or other custom information, they would be prompted for a new file name so that my template letter isn’t over-written with the custom information the user enters.
A ‘allow edits’ toggle would also be needed so that the template document could be edited, when needed.
I assume this suggestion is no easy task but maybe something to think about for the future.
The description is very similar to existing Form filling room feature in the DocSpace. It allows to create a PDF form as a template and multiple users can fill it out with their changes making different files as a result.
If I misunderstood your idea, please clarify it.
Hi @Alexandre I’m suggesting something similar to the Form filling room but not a pdf. Rather, I mean I have a Docx document that I would like to designate as a template which would serve as the basis for generating new documents.
For example if I had a letter template that I would use for mailings, each time someone used it to customize it (such as adding in a mailing address, personal greeting, maybe add an image, or other edits), they would be prompted to Save the changes as a new document rather than over-writing the template. Then the original template letter would still be available for the next person to start from and customize.
Maybe the same thing could be done in the Spreadsheet module as well (have a template spreadsheet which people can customize and then be prompted to save changes as a new file).
Basically, rather than having to create a pdf form and guess at the different fields and possible customizations people may add in and build the entries and drop downs, they could have full customization for the entire document/spreadsheet and the original template would not be affected - all their changes would just be saved as new doc/spreasheet.
Hello @sporto
If we are talking about DocSpace functionality, my first thought is to create custom Room and invite other users as Viewers only. This way they can view and download a file from this Room to edit it locally\reupload new version of the file to their personal documents.
However, your scenario is understandable as well. Will my solution solution meet your expectations or do we need to focus on your idea?
That’s a fair workaround for now. It would be nice to have the “template” designation functionality in the future but I can use what you suggest for now and it should work. Thanks!
Please feel free to contact us if you face any issues. As for your idea, we need some time to discuss it internally. I will update this thread once we have something to share.
Hello @sporto
We have added your suggestion (‘Implement an analogue of Form filling room for other file formats’) to internal tracksystem. We have started working on it.
I will update this thread once we have something to share.
Thank you for your idea!