How to collaborate on a shared Data Form with multiple users

In TORSH Talent, you can further collaborate to complete and modify Data Forms with multiple users when needed! If you choose to share your data form with multiple users, you can assign them Edit or Manage permissions, which will allow those users the ability to modify the form.

With collaborative data form completion, you can assign different Permission Levels to users to control their access and editing abilities. You can also view Version History based on changes made, and utilize locking mechanisms to prevent conflicts during simultaneous editing.

How to Share a Completed Data Form

If you would like to share a completed Data Form with another user, you can do so by clicking the blue ‘Share’ button after you publish your Data Form. Doing so will open the 'Manage Sharing Permission' modal.

In the pop-up, type in the name(s) of the users you wish to share with. Their names will appear in the dropdown. Click on their name to select them. 

Click  'Add to Table' to finalize your selection.

The names you selected will then appear down below in the 'Shared With and Permissions Level' table. By default, those selected users will be set to 'View' permissions. 

If you would like to adjust the Permission Level, click on the currently assigned permission level and choose a different one! Below are the Permission Levels available to Data Forms specifically:

• View - Allows viewing only; share with others as 'View' if the form is about them or if you would like them to not have any Edit access to the form.
• Edit - Allows users to edit form fields (add responses). Users with 'Edit' permission can then share with others at 'View' permission.
• Manage - Allows full access to edit fields (add responses), modify settings, and share with others at any level.

How to Share a Drafted Data Form

If you would like to share a drafted Data Form with another user, you can do so by clicking the blue ‘Share’ button in the top, right-hand corner of the form. Doing so will open the 'Manage Sharing Permission' modal.

In the pop-up, type in the name(s) of the users you wish to share with. Their names will appear in the dropdown. Click on their name to select them. 

Click  'Add to Table' to finalize your selection.

The names you selected will then appear down below in the 'Shared With and Permissions Level' table. By default, those selected users will be set to 'View' permissions. 

If you would like to adjust the Permission Level, click on the currently assigned permission level and choose a different one! Below are the Permission Levels available to Data Forms specifically:

• View - Allows viewing only; share with others as 'View' if the form is about them or if you would like them to not have any Edit access to the form.
• Edit - Allows users to edit form fields (add responses). Users with 'Edit' permission can then share with others at 'View' permission.
• Manage - Allows full access to edit fields (add responses), modify settings, and share with others at any level.

How To Find Shared Data Forms to Collaborate With

On your Data Forms page in Coaching Corner, you can locate any shared data forms by clicking on the 'Shared' option in the left-side panel. 

On your Shared Data Forms page, you will find (2) tables - a 'Shared With Me' table and a 'Shared By Me' table:

• The Shared With Me table will display all data forms other users have shared with you.
• The Shared By Me table will display all data forms you have shared with other users.  

If you have 'Manage' Permissions to a data form, click on the 'Shared With #' for it to manage permissions, modify, or unshare the form with users. With any other Permission Level, the field will only display who it is shared with.

Collaborative Editing with Locking Mechanisms

Users with Edit or Manage Permissions can edit form components in a shared data form, allowing for seamless collaboration across one form between multiple users.

Components being edited by one user will appear as locked for others, with a profile icon displayed at the top of the form to indicate who is currently editing. For instance, if a drafted data form was being edited by William Coach and William Coach 3 attempted to edit the form, William Coach 3 would see the following message:

Refresh periodically to see real-time updates made by other users in the form. Changes will automatically save as adjustments are being made. Once one user has finished typing in a component, the component will free itself up automatically to welcome modifications from other users who have Edit/Manage access to the form.

How To Track Version History of Drafted and Completed Data Forms

Both drafted and completed data forms track version history as collaborative modifications are made to them, logging each change along with the username and timestamp of whomever made the change.

Users with Manage Permissions can revert to previous versions as needed. If a user is editing a component, a user with Manage Permissions will be prevented from reverting to an older version to avoid conflicts.

To view the Version History of a drafted or completed data form, find the data form in Coaching Corner and then click either 'View' or 'Continue,' depending on the current state of the form.

At the top of the form, you will find a 'Version History' icon. 

Click on the Version History icon, and a panel will appear on the right side of the form with each version's history and the owner of said changes listed. To revert back to a previous version of the form, click on a specific date, and a list of various changes will expand for that date. Click on the '...' icon for the specific change made and click 'Restore this version' to revert back to that version of the data form.