topic Re: BIM 360 Docs multiple users editing the same document using desktop connecto in BIM 360 Support Forum

BIM 360 Docs multiple users editing the same document using desktop connector

chris.conroy — Wed, 15 May 2019 10:20:16 GMT

I have encountered a problem with BIM 360 Docs Desktop Connector and more than one user attempting to edit the same document.

We have multiple teams and users who all need to contribute to the same document, the document is .xlsx therefore we cannot view, mark-up or edit using the online browser, we must edit using Desktop Connector.

If two or more users browse to their connected drive, open and edit said document, only the changes made by one of the users (the first of the users to save and close) are actually saved in the document and BIM 360 Docs only records that one user as having made any changes. Changes by other users appear to be ignored / deleted.

I am aware that there is a lock function to lock the document before opening, however the Desktop connector has no method to display that a document is locked so a potential second user might not notice that a document is locked, it is also incumbent on the first user to unlock the document after editing and saving so that other users can access. Additionally when a document is locked it does not prevent a second user from opening the document, all it does is prevent the changes by the second user from being synced with BIM 360 Docs so it looks like only the first user has actually made any changes.

The second user will see that Desktop connector has "Pending Actions" and can chose to "Apply All Actions", if they do so it appears that the online version of the document is superseded with that which was on the second users connected drive and therefore the changes made by the first user are also superseded.

I see this as a major flaw in the operation of BIM 360 docs, it is causing us significant problems on our project.

I wonder if anyone else has encountered this problem and if there is a suitable workflow to resolve this.

Many thanks,

Chris

Re: BIM 360 Docs multiple users editing the same document using desktop connecto

múinteoir — Thu, 16 May 2019 11:21:18 GMT

I have experienced similar situations, but the BIM 360 road map does state the below which should sort the issue.

Support for MS Office files – viewing MS Office files for all users with editing option for Office 365 users

Re: BIM 360 Docs multiple users editing the same document using desktop connecto

chris.conroy — Thu, 16 May 2019 12:04:28 GMT

Thanks, I was already aware that Office 365 functionality was on the roadmap... but we haven't seen an update to that for 8 months, it would be useful to know if AutoDesk think this is still realistic or if it's pie in the sky!

Re: BIM 360 Docs multiple users editing the same document using desktop connecto

joan_allen — Thu, 16 May 2019 23:16:07 GMT

Hi @chris.conroy @múinteoir

The Office 365 integration is in development and nearing completion. In other words, "near term roadmap."

In addition, for Desktop Connector, we are working on adding "locking/unlocking" support through Desktop Connector. This is on the mid-term roadmap.

Best Regards,

Joan Allen

Autodesk BIM 360

Re: BIM 360 Docs multiple users editing the same document using desktop connecto

chris.conroy — Tue, 21 May 2019 07:50:40 GMT

Hi Joan,

I appreciate that this is on the near term roadmap, this is good news, however I was wondering what workflows other users have adopted to get around this problem?

This is a major problem for us at the moment and a real disappointment in the functionality of a collaboration site.

Thanks

Chris.

Re: BIM 360 Docs multiple users editing the same document using desktop connecto

Harris_Josh — Wed, 29 Apr 2020 00:14:36 GMT

I realize I'm reopening an older thread here, but did anyone find a good solution to this? With most people working from home at the moment, the office I'm in is trying to utilize BIM 360 for the time being. What we don't want is exactly what the OP described but with all files, PDF, AutoCAD, Excel, etc.

Any tips here?

Re: BIM 360 Docs multiple users editing the same document using desktop connecto

mpetrucci — Wed, 29 Apr 2020 17:27:33 GMT

Currently, all users can viewing MS Office files. Users with Office 365 have editing option. You can't edit PDF files unless you count adding markups, issues, and RFIs to PDF documents as edits. Revit cloud workshared models can be edited. AutoCAD files using desktop connector can be edited but I believe file locking to prevent others from editing is still not available.

Re: BIM 360 Docs multiple users editing the same document using desktop connecto

chris.conroy — Wed, 13 May 2020 06:35:17 GMT

hi @Harris_Josh , sorry for not responding sooner.

I'm afraid there hasn't really been any improvement in this function, I'd suggest that potential editors need to communicate to each other to advise if one is editing a particular document so that others may wait until it is available again. What this process really needs is a "Checkout" feature similar to most other Document Management systems such that one person can edit and others will only see a read only version.

Chris

Re: BIM 360 Docs multiple users editing the same document using desktop connector

Anonymous — Mon, 18 Jan 2021 05:36:46 GMT

Hi @joan_allen @mpetrucci ,

Has there been any improvement to this? i.e. automatic check out/in on open or close? I know there is the lock option but this is not suitable

Thanks

Adam

Re: BIM 360 Docs multiple users editing the same document using desktop connector

rgowen — Tue, 30 Nov 2021 20:44:08 GMT

Our organization is experiencing a similar roadblock with two or more individuals marking up PDF files through the desktop connector. Has there been any further developments, solutions, or workarounds to this issue?

Re: BIM 360 Docs multiple users editing the same document using desktop connector

dhruvesh.shah10 — Wed, 28 Jun 2023 19:37:26 GMT

Hi @chris.conroy,
Now Project members with edit permissions and Microsoft® Office 365 subscriptions can edit files in Files. Multiple members can edit the same file at the same time (coauthoring). Please refer to this help article for reference.
https://help.autodesk.com/view/BIM360D/ENU/?guid=BIM360D_Document_Management_To_Work_with_Document_Management_To_Work_with_Documents_to_work_office_html

Re: BIM 360 Docs multiple users editing the same document using desktop connector

Marcin_Klocek_JT6V9JKKZG2W — Tue, 18 Feb 2025 14:15:35 GMT

Hi Dhruvesh, is coauthoring of MS files (Word, Excel, PowerPoint) also available in ACC? We have tried to do it, but it seems not to work, or we are doing something wrong. Also, there is no way to edit a MS file (e.g. Excel) in a desktop application, but only on a browser. Your help of the above two problems would be highly appreciated.

Re: BIM 360 Docs multiple users editing the same document using desktop connector

dhruvesh.shah10 — Tue, 18 Feb 2025 14:41:19 GMT

Thank you for your question. I checked just now for MS office documents. It is possible to achieve this by editing on the web, and not using the native application.

A file has a while it is being edited. Other people with edit permissions can still edit the file.
The file is versioned after an editing session is closed. The version may take time to appear in BIM 360.
When multiple people are editing, the edit session remains open until everyone has exited.
Enter an editing session to see the editors that are keeping the session from ending.
If a file is in the process of versioning it can't be opened. When the version is complete the file can be opened again.