WEBVTT 00:05.766 --> 00:07.033 In this demonstration, 00:07.033 --> 00:09.633 we're going to take a look at collaborative authoring, 00:09.900 --> 00:15.000 but specifically the options that we have for incorporating automation 00:15.333 --> 00:18.333 based off of workflows and life cycles. 00:18.900 --> 00:22.200 So to look at this from a user perspective, first 00:22.566 --> 00:24.933 here I'm looking at a protocol. 00:24.933 --> 00:27.800 And let's say I need to collaborate 00:27.800 --> 00:30.800 with somebody on actually authoring this protocol. 00:31.300 --> 00:34.500 So if I start my sin for authoring workflow, 00:35.433 --> 00:38.433 I can then choose my authors. 00:41.100 --> 00:44.100 In this case, I'm going to send this to Chris 00:44.233 --> 00:47.233 and I'm going to set a due date. 00:48.000 --> 00:51.000 When I hit start. 00:51.300 --> 00:54.200 You're going to see that an icon has popped up here 00:54.200 --> 00:57.500 letting me know that we're starting collaborative authoring. 00:57.500 --> 01:00.500 And in fact, if I refresh my page, 01:01.300 --> 01:04.833 we'll see that it's fully checked out to collaborative authoring. 01:05.200 --> 01:08.800 Now, this does happen asynchronously, which is why you saw 01:08.800 --> 01:12.300 that page refresh here for everything to take effect. 01:12.866 --> 01:16.466 But what this essentially means is as a user, as the person 01:16.466 --> 01:19.966 owning this document, I don't need to do the checkout. 01:20.566 --> 01:22.800 I don't need to do the check in. 01:22.800 --> 01:25.800 This can all just be handled as part of the workflow. 01:26.300 --> 01:29.833 So by starting that workflow, we've checked out this document. 01:30.733 --> 01:32.433 And now from here 01:32.433 --> 01:36.166 I can of course go in and actually start editing in this document. 01:37.333 --> 01:39.066 So if I click edit 01:39.066 --> 01:42.066 this will open up in Microsoft Word. 01:42.133 --> 01:45.800 So here's my file ready for me to be able to make some edits 01:45.833 --> 01:48.833 of course, I could turn on track changes 01:49.100 --> 01:52.366 and make some edits within this file. 01:53.033 --> 01:57.433 Now Chris also has an authoring task so that he knows 01:57.433 --> 02:00.766 he needs to get in this document and work with me on this. 02:02.266 --> 02:03.966 But in addition to automatically 02:03.966 --> 02:07.100 checking out the document, what this workflow also did 02:07.100 --> 02:10.900 is it recognized that I'm assigning this to Chris. 02:11.400 --> 02:14.133 So Chris should immediately get Edit 02:14.133 --> 02:17.133 permission to this document on SharePoint. 02:17.666 --> 02:21.366 Now, what that means is I can actually come in here 02:21.366 --> 02:24.366 and create a comment, 02:24.900 --> 02:27.900 and I can mention Chris. 02:28.200 --> 02:30.766 And what you'll notice is that hyperlink 02:30.766 --> 02:33.766 when I @ mentioned Chris, it resolved. 02:33.966 --> 02:38.400 And it's actually going to send Chris a notification immediately. 02:38.966 --> 02:42.433 Now when you're using collaborative authoring outside of the context 02:42.433 --> 02:47.066 of a workflow, whether or not somebody can actually be tagged in the document 02:47.633 --> 02:51.600 actually depends upon whether or not they've opened the document yet 02:51.600 --> 02:55.200 in collaborative authoring, because outside of a workflow, 02:55.833 --> 02:58.866 Chris would not get Edit permission on SharePoint 02:59.233 --> 03:03.000 until he's clicked edit and Microsoft Office for the first time. 03:04.200 --> 03:06.333 But in the context of a workflow, 03:06.333 --> 03:11.000 Vault knows who's supposed to be involved because we've assigned Chris that task. 03:11.366 --> 03:15.300 So Vault took care of going ahead and granting him that Edit permission. 03:16.400 --> 03:19.400 So here I can comment to Chris. 03:19.466 --> 03:22.200 And of course this is all auto saving 03:22.200 --> 03:25.200 to SharePoint. 03:26.100 --> 03:29.466 And the rest of the functionality as we're going through this workflow, 03:29.466 --> 03:32.466 right, I can use things like Save to Vault. 03:32.700 --> 03:35.066 I am the person who started the workflow, 03:35.066 --> 03:38.700 so I do have the option to be able to check this in early. 03:39.166 --> 03:41.733 But as you'll see in a minute, I don't really need to do that. 03:41.733 --> 03:46.466 This can actually also automatically check in when the workflow is completed. 03:47.633 --> 03:51.233 Now the other thing I want to note is these workflow actions 03:51.233 --> 03:54.233 that are automatically checking out and granting, 03:54.800 --> 03:57.600 the workflow participants the edit permission. 03:57.600 --> 04:00.000 These can have notifications to them. 04:01.000 --> 04:03.900 And if we look at the notification that was sent 04:03.900 --> 04:06.633 when I started this workflow, 04:06.633 --> 04:10.766 this is actually going to show me exactly what Vault automatically did. 04:11.100 --> 04:14.366 Now in this case, both of these actions were successful 04:14.833 --> 04:18.866 and I can see that Vault was able to check out to Microsoft Office. 04:19.200 --> 04:22.500 And Vault was able to grant Edit permission to Chris. 04:24.766 --> 04:25.000 All right. 04:25.000 --> 04:29.800 So now let's say Chris is done with his edits to this document, 04:29.800 --> 04:32.800 and so he's going to hit complete on this. 04:34.733 --> 04:36.500 And the way I have this configured, 04:36.500 --> 04:39.933 once that final task is completed in the workflow, 04:40.200 --> 04:43.666 if I refresh my page here, we're going to see that 04:43.666 --> 04:47.300 the document is no longer checked out to collaborative authoring, 04:47.800 --> 04:51.300 and that we have a new version of this document. 04:51.300 --> 04:56.733 So we've saved all the current edits from SharePoint back to the Document Vault. 04:57.066 --> 05:00.066 And we've checked in from collaborative authoring. 05:00.266 --> 05:04.266 And again, this is all happening just automatically as part of that workflow. 05:07.000 --> 05:09.633 So let's take a look at how this is configured. 05:09.633 --> 05:12.666 So I'm in configuration and workflows. 05:13.466 --> 05:16.466 And if I go into my authoring workflow 05:17.433 --> 05:20.400 you're going to see there are a couple of things here 05:20.400 --> 05:23.400 that are helping to automate this process. 05:23.466 --> 05:28.233 So first this workflow changes the state of the document to an authoring. 05:28.866 --> 05:31.466 But then we have a system action step 05:31.466 --> 05:34.500 that is checking out the document to collaborative authoring. 05:35.066 --> 05:38.100 So when you're configuring this step, it's very very simple. 05:38.700 --> 05:42.200 You're simply choosing what system action you want to occur. 05:42.200 --> 05:45.200 In this case checking out to Microsoft Office. 05:45.600 --> 05:50.733 You're giving that a label and then you're deciding how you want to be notified. 05:51.166 --> 05:53.100 For the purposes of demonstration. 05:53.100 --> 05:57.100 I set this to always probably the most common approach is to say 05:57.600 --> 06:00.733 only send me a notification if something went wrong, right? 06:00.733 --> 06:03.733 If Vault was unable to check out the document 06:03.733 --> 06:08.166 for some reason, or unable to, grant those edit permissions. 06:09.466 --> 06:11.966 Now this step for checking out - again 06:11.966 --> 06:14.400 it's actually doing two things here. 06:14.400 --> 06:17.700 Vault is checking the document out to Microsoft Office, 06:18.066 --> 06:21.700 and it's attempting to give the workflow participants 06:21.700 --> 06:24.700 the people that we chose when we started the workflow 06:24.900 --> 06:29.400 that edit permission on SharePoint so that they can be immediately @ mentioned. 06:30.200 --> 06:33.166 Now, an important piece here is in order for Vault 06:33.166 --> 06:36.633 to be able to grant that Edit permission as part of this step, 06:37.200 --> 06:40.900 there is a specific permission that is needed within Entra. 06:42.433 --> 06:46.500 Now, when you're using collaborative authoring, Vault is actually using 06:46.500 --> 06:49.700 an app registration in Entra to be able 06:49.700 --> 06:52.700 to interact with the SharePoint site. 06:52.800 --> 06:55.833 So here I'm in Entra Admin Center and we're looking 06:55.833 --> 06:58.833 at the app registration that my Vault is using. 06:59.200 --> 07:02.266 And what I want to highlight here is there are a number of different, 07:02.633 --> 07:04.466 potential permissions. 07:04.466 --> 07:08.100 But the important one for the workflow action to check out 07:08.533 --> 07:11.366 is the User.Read.All 07:11.366 --> 07:16.800 In order for that action to actually grant edit access to your workflow 07:16.800 --> 07:21.233 participants so that they can be immediately mentioned in the document. 07:21.700 --> 07:26.200 This permission needs to be in place on your app registration. 07:27.166 --> 07:27.733 So if that's 07:27.733 --> 07:30.733 not in place, you may need to add that. 07:30.800 --> 07:33.933 You can do that by clicking add a permission. 07:34.766 --> 07:37.433 Going to Microsoft Graph 07:37.433 --> 07:39.833 application permissions, 07:39.833 --> 07:42.833 and then searching for user. 07:43.700 --> 07:45.933 And down in the user section 07:45.933 --> 07:50.033 you can check off User.Read.All and add that. 07:50.600 --> 07:54.866 Also, just be aware any permissions that are added here such as that one. 07:55.533 --> 07:58.933 You do need to grant admin consent for those as well. 08:01.033 --> 08:02.700 So back in Vault, one other thing 08:02.700 --> 08:07.133 I want to note about this check out action and the permission granting. 08:08.000 --> 08:11.400 This specifically will work if you're assigning the task 08:11.400 --> 08:14.400 to 15 or fewer people. 08:14.533 --> 08:18.600 If you assign an authoring task to more than 15 people, 08:19.066 --> 08:22.400 then Vault will check out the document using this step, 08:22.800 --> 08:26.300 but it will not grant Edit permission for any of those users. 08:26.766 --> 08:29.500 And the reason for that is there are limitations 08:29.500 --> 08:34.200 on the number of individual transactions and updates that can happen on documents, 08:34.200 --> 08:37.533 and we don't want to hit those limitations on the SharePoint side. 08:38.133 --> 08:42.966 So rather than granting permissions to just some users, but not all, 08:43.333 --> 08:48.466 essentially what Vault will do is say if you've assigned more than 15 people, 08:48.933 --> 08:52.500 then we're not going to do the edit granting for any of those. 08:53.433 --> 08:55.000 Now, in general, 08:55.000 --> 08:58.733 Microsoft recommends that the Co-authoring functionality 08:58.933 --> 09:03.333 works best with between 5 and 10 people at a time in a document. 09:03.600 --> 09:08.133 So we would expect in most cases, you wouldn't need to send the task 09:08.133 --> 09:11.133 to more than 15 people at once. 09:11.400 --> 09:11.666 All right. 09:11.666 --> 09:15.100 So then looking at some of the other pieces of this. 09:16.700 --> 09:20.400 So in this workflow we go to in authoring the checkout 09:20.400 --> 09:23.400 and the Edit permission granting occurs. 09:23.500 --> 09:26.500 Then users have their authoring task. 09:27.166 --> 09:32.433 And then once all of those tasks are completed, we go to a check in step. 09:32.700 --> 09:35.433 This is again a system action step. 09:35.433 --> 09:37.533 Very very simple to configure. 09:37.533 --> 09:41.600 You're just choosing the check in from Microsoft Office option, 09:41.900 --> 09:45.233 giving it a label and deciding how you want to be notified. 09:46.566 --> 09:47.633 Now, one thing it's important 09:47.633 --> 09:51.233 to think about here is how your business process should go. 09:51.600 --> 09:55.133 So you could have a scenario where you have authors 09:55.133 --> 09:58.433 who are collaborating on the document, but you don't want the check in 09:58.700 --> 10:02.666 to actually occur until the owner has had an opportunity 10:02.666 --> 10:05.666 to look at all the edits that have happened. 10:05.900 --> 10:09.600 So be thoughtful about what tasks you have in the workflow. 10:10.066 --> 10:14.200 Maybe after the author tasks, there's a separate task for the owner 10:14.200 --> 10:17.866 to be able to review and resolve all the different edits 10:18.200 --> 10:21.200 before we actually automatically check in. 10:21.733 --> 10:24.833 Again, that's all going to come down to your desired business process. 10:25.133 --> 10:27.833 But it is important to think through. 10:27.833 --> 10:33.000 Now, the last thing that we can do is also cancel collaborative authoring, 10:33.300 --> 10:36.200 which you would typically do in cancellation actions. 10:36.200 --> 10:38.700 So this is where you define what actions. 10:38.700 --> 10:42.600 So I want Vault to automatically take when a workflow is canceled. 10:43.566 --> 10:43.966 Now you don't 10:43.966 --> 10:46.966 have to use this in this particular scenario, 10:46.966 --> 10:49.566 but it's important to be aware that it's an option. 10:49.566 --> 10:54.200 So if you're sending this authoring workflow out and then you decide to, 10:54.833 --> 10:59.066 cancel that workflow, do you want Vault to check in 10:59.500 --> 11:03.300 with all the current changes that have already been made to the document 11:03.800 --> 11:08.400 or do you want Vault to cancel the editing, which will dismiss 11:08.400 --> 11:12.000 any changes that were made through that editing process? 11:13.533 --> 11:16.833 So overall, from a configuration standpoint, it's relatively 11:16.833 --> 11:18.000 simple to do, right. 11:18.000 --> 11:21.933 We just need some additional actions within our workflow. 11:22.366 --> 11:26.766 And in Entra we need to make sure that that User.ReadBasic.All 11:26.766 --> 11:29.600 permission is on our app registration. 11:30.466 --> 11:33.033 Now the other thing I just want to highlight, I'm showing all of this 11:33.033 --> 11:36.033 in the context of a workflow, 11:36.033 --> 11:39.900 but we do also support the check out, check in, 11:39.900 --> 11:43.500 and cancel options within life cycle states as well. 11:44.266 --> 11:45.766 So if I were to go to, 11:46.766 --> 11:49.200 one of my life cycles in this Vault. 11:49.200 --> 11:52.200 So if I went to my in review state, 11:52.466 --> 11:55.466 I could actually have an entry action here 11:56.433 --> 11:59.433 that also does the check out. Right - 11:59.433 --> 12:04.133 So I have the check in, check out and cancel options here as well. 12:04.500 --> 12:09.566 So in addition to just automating this in the workflows, you could also tie these 12:09.833 --> 12:13.000 to just manual state changes that users are making. 12:13.500 --> 12:16.900 Now the important thing to be aware of is let's say 12:16.900 --> 12:20.766 I have an entry action on my end review state to check out. 12:21.500 --> 12:25.200 If a user is just manually moving a document to in review, 12:25.800 --> 12:28.800 Vault will check the document out to collaborative authoring, 12:29.100 --> 12:31.933 but that Edit permission granting that's supporting 12:31.933 --> 12:35.233 that immediate @ mentioning, that will not occur. 12:35.900 --> 12:38.966 Now the reason for that is when you change the state of a record, 12:39.300 --> 12:41.466 you're not choosing users, right? 12:41.466 --> 12:44.633 You're not picking people who should be part of this process. 12:45.000 --> 12:48.666 So Vault essentially doesn't know who to grant the edit permissions to. 12:49.500 --> 12:52.800 So think about that as you're thinking about the best configuration options 12:52.800 --> 12:54.300 for your process. 12:54.300 --> 12:59.066 But if you need that @ mentioning ability then it's generally going to be best 12:59.066 --> 13:03.333 that you're doing all this within the context of a workflow configuration 13:03.600 --> 13:06.900 rather than entry actions on lifecycle states.