Send to Multiple Reviewers at Once (Collaborative Editing)

The new Collaborative Editing feature allows users to send a document to multiple internal or external reviewers simultaneously — enabling everyone to edit and comment directly in Microsoft Word in real time. This saves time compared to traditional sequential reviews while keeping the workflow secure and centralized within the DiliTrust CLM platform.

? Why Use Collaborative Editing?

Previously, reviewers had to validate a document one after another, causing delays. With Collaborative Editing, all reviewers can work in parallel, improving collaboration speed and efficiency.

• Gain time by allowing simultaneous reviews.
• Keep your collaboration within CLM — no need for external emails or tools.
• Leverage Microsoft Word’s live co-editing capabilities through SharePoint integration.

? When to Use It

Use Collaborative Editing whenever you need several people to review or update a document at the same time — for example, during contract negotiations, NDA reviews, or multi-stakeholder approval processes.

⚙️ How It Works

1️⃣ Start Collaborative Editing

From the document overview, select Send or Sign → Collaborative Editing. You’ll then configure your workflow in a few simple steps:

• Step 1 – Add Participants:Add reviewers who will access the document.
  • You can include both internal and external users in the same workflow.
  • Fill in:
    • First and Last Name
    • Email address
    • Private message (optional)
  • The order of participants does not matter — everyone works at once.
  • There’s no limit to the number of reviewers you can add.
  • You can also add recipients in copy.

2️⃣ Configure Settings

Next, set up how reviewers will interact with the document:

• Edit Mode:
  • Edit with comments
  • Edit without comments
  • Read-only
• Access Date: Define an expiration date for document access.
• Password (optional): Protect the document with a password via SharePoint.

Once your settings are defined, click Send to launch the collaborative session.

3️⃣ Track the Workflow

The Workflow Overview displays all essential information:

• List of participants (external users are tagged with [Ext]).
• Access validity date.
• Edit mode (Edit / Comment / Read-only).

Participants can open the document directly in Microsoft Word to co-edit or comment in real time.

4️⃣ End the Collaboration

You can end the collaborative editing session at any time by clicking End Collaborative Editing. This will:

• Stop sharing the document with reviewers.
• Remove access from SharePoint.
• Lock the document for further changes.

Once the session ends, you can continue with the next step of your CLM workflow (e.g., validation or signature).

? Security & Access

• All document sharing is handled through Microsoft SharePoint for secure file access.
• Optional password protection can be enabled.
• Access automatically expires after the configured date.
• Collaborative Editing does not change existing client data or create new personal data fields.

? Good to Know

• Currently, reviewers and edit modes cannot be modified once the workflow is active.
• The workflow overview does not display which participant has commented or edited the document.
• You’ll be able to track access validity but not individual activity logs (first version).

? Benefits

• Boost collaboration speed and productivity.
• Keep all activity inside CLM for better traceability and security.
• Reduce email exchanges and version conflicts.