Team Collaboration

The Team collaboration functionality is built upon the user invitation model, allowing post owners to invite guests to collaborate on a post. These team members can be existing WordPress users or non-WordPress users (guests).

Once invited, team members gain access to the post, enabling them to view its content, leave comments, and edit it in real time. Enabling seamless collaboration, team members can work together efficiently, enjoying an interactive writing experience.

With reply, resolve, and  options, the possibilities are endless for creative team collaboration during the publishing process.

• Invite editorial users to collaborate and comment on a post just by mentioning them.
• Users will receive email notifications when they are mentioned, allowing them to jump back into the conversation quickly.

Roles and Capabilities:

In team collaboration, there are three types of permission levels, each providing distinct capabilities:

1. Viewer: Guests with the "Viewer" role can only view posts and comments left by other users. However, "Viewers" cannot add comments, limiting their role to viewing only.
2. Commenter: The "Commenter" role allows users to participate in the collaboration process actively. They can add comments to the specific post and reply to existing comments. However, they are restricted from performing actions such as editing, deleting, or closing comments made by others.
3. Co-Editor: The "Co-Editor" has the same commenting abilities as a "Commenter." However, they have an extra privilege – they can edit the content of any post or page.

Workflow Overview:

1. When post owners land on the post, they will see a "Share" button on the top bar beside the existing share button. They can easily share the post with others by clicking on this button.

   
   

   Additionally, users can view the list of collaborators in the Multicollab right sidebar, known as the "Activity Center." This list offers a clear overview of all collaborators involved in the collaborative process.

   
   

   The "Share" button offers quick access to sharing options, while the “Collaborators” list in the Activity Center facilitates efficient management and interaction with contributors.

2. After clicking on the share button, a User Invitation popup will appear.

   In this popup, users can invite WordPress users and non-WordPress users. Also, a list of “People with access” is present on the modal.

3. After entering the Email in the email field, the post owner can see the user role dropdown.

4. Invited users will receive an email related to the invitation with a post-access link. Users can access that post by clicking on the link. Once done, they can edit the post according to their roles. The invitation link expires in 24 hours.

   Here is the email invitation template:

This feature allows the post owner to easily manage the list of collaborators and control who has permission to access the post. This ensures that only the intended contributors can continue collaborating on the post, providing the post owner with the flexibility and control needed to maintain the desired level of privacy and security.

• The post owner can remove or revoke access for users invited to collaborate on the post.
• If needed, the post owner can revoke access from specific users by clicking the "Remove access" option and the "Done" button.
• The "Remove access" option is inside the "People with access" list, providing a convenient and straightforward way to manage user permissions.

Here is the screenshot below:

Change User Role OR Assign New Role to the User:

This feature allows the post owner to adjust the level of collaboration and permissions granted to each user according to their specific needs. This offers flexibility and control, enabling the post owner to customize the collaborative experience for each user.

1. A post owner can modify any user's role in the "People with Access" list.
2. By clicking on the ‘User role’ dropdown in the list, the post owner can access options to change the user's role, followed by the "Done" button.

Here is the screenshot below:

Frequently Asked Questions (FAQs):

Question 1: Can the post owner invite any user to collaborate on their post?

Answer 1: Yes, the post owner can invite WordPress and non-WordPress users to collaborate on their posts.

Question 2: Can the post owner invite multiple users?

Answer 2: Yes, the post owner can invite multiple users to collaborate on their posts.

Question 3: Can the post owner invite multiple users to collaborate on their posts?

Answer 3: Yes, the post owner can invite non-WordPress users through the ‘Guest Collaboration’ functionality.

Question 4: Is there any expiration time for the invitation link?

Answer 4: The Email Invitation link expires in 24 hours. So, to collaborate on the post, an invited user must accept the invitation within 24 hours. In case the link expires/is lost, invited users can ask the post owner to share the invitation link again.

Question 5: What are the capabilities of users with “Viewer” permission?

Answer 5: The user in the “Viewer” role can only view the posts and comments made by other collaborators. They cannot modify, edit, or delete anything.

Question 6: What are the capabilities of users with “Commentor” permission?

Answer 6: The user with “Commentor” capabilities can view the post, add comments, and edit and delete their comments. However, they cannot modify or edit the post’s content.

Question 7: What are the capabilities of users with “Co-Editor” permission?

Answer 7: Users in the “Co-Editor” role can make changes to the content and can collaborate on it in real time. They can add, edit, and delete comments as well.

Question 8: How many roles can a user have at the same time?

Answer 8: A user can only have one role at a time.

Question 9: Can a post owner change the user role of the invited users?

Answer 9: Yes, post owners can change the user role of the invited users anytime.

Question 10: Is there any way to revoke/remove the access from the invited user?

Answer 10: Yes, post owners can remove the access from the “people with access” list, which can be found in the Invitation popup.

Question 11: User ‘A’ had the Guest ‘Viewer’ permission for a post. Now, they have been invited for real-time collaboration. How does their role change?

Answer 11: User A’ guest user will now have the ‘Co-Editor’ capabilities instead of the ‘Viewer’ role.