Collaborative document creation and editing is possible via Jots, a lightweight document editor used for real-time group collaboration best suited for early drafting of plain-text files.
Each Jot is a secure web document that allows multiple authors to write, edit, and chat in real time. You can see each member’s changes as they happen, with specific colors associated to each author for easy identification, as shown in the image below:
The work flow of creating, working on, and saving a Jot is outlined below:
Step 1 - Create the Jot
To create a Jot, navigate to the Documents tab and:
- Click the Actions menu.
- Select Start a Jot.
- In the resulting pop-up, give your Jot a name, assign a document State, select which folder to add it to, and decide whether you want members of the group to be notified about the Jot via email.
- Click Create to add your Jot to the chosen folder.
Step 2 - Gather Your Working Group
- Once you and the members of your working group are ready to begin collaborating, you'll want to let them know how to access the Jot. If you enabled email notifications when creating the Jot, they should have an email with a link, but otherwise, direct everyone to the folder where the Jot is located.
- From the folder, everyone who's going to participate needs to click the Jot's Connect button. This opens the Jot editor where everyone can collaborate in real time.
Step 3 - Collaborate on the Jot
Instructional default text is included in all new Jots. At this point, you have two options:
- Delete this text and begin writing from scratch.
- Import text from an existing document.
To import a document, click the Import/Export button (double arrows), followed by Choose File. Browse for your file on your computer or network, and then click Import Now to import the text into the editor.
Now, reference the Jots Editor Overview section at the bottom of this article for an overview of the editor's features, and get to work!
Step 4 - Export Your Jot
Once you're finished working on your Jot, it's time to save it. To do so, click Import/Export and select the desired file type to save it as in the area highlighted below. Your Jot will be saved and downloaded to your Downloads folder and displayed in your browser.
Because all work on a Jot is automatically saved, you and your working group can continue working on your Jot again at any time by simply clicking the Connect button again, as indicated in Step 2.
Jots Editor Overview
Reference the image below to the associated text to learn about the Jots Editor's basic features.
- Import/Export - Opens the Import/Export menu, where you can:
- Import text from documents to edit,
- Or export your Jot as a variety of document types (e.g., HTML, MS Word, PDF).
- Timeslider - A complete record of all changes to the Jot are saved in a timeline. Click this button to open the Timeslider, enabling you to view them by clicking-and-dragging the bar and using the playback options. Click Return to Pad when finished.
- Save Revision - Adds a revision marker on the Timeslider. These function like timestamps you can jump to on the Timeslider, allowing you to bookmark specific changes or revisions in your Jot and easily find them later.
- Settings - Allows you to configure a few Jot editor settings, like turning on/off author colors and line numbers, changing the language and font type, etc.
- Show Users - If the Show Chat and Users setting is disabled, clicking this shows/hides the users working on the Jot.
- If the Show Chat and Users setting is enabled or you click Show Users, all users working on the Jot are displayed here.
- If the Chat always on screen setting is enabled or you click the chat bubble at the bottom-right, the chat window appears, allowing you to chat in real-time with all users working on the Jot and view the entire chat history.