Large Document Multi-Users Solution

[Laura]

I am looking for a reasonable solution for working on a large document
between departments.

Here is the scenario:
- the legal document ranges from 100-200 pages and includes at least 30
sections with various complex charts
- we typically take the document, "Save As" and start the new version
- we send out to different departments to add their comments or financial
information (some dept are on Word 2003, some on Word 2000)
- tracked changes is required
- IMPORTANT NOTE: the document frequently corrupts because people pull in
charts from Excel into Word

What is the best way to work with these kind of documents? Sending out the
document for changes and then comparing to pull into one document? Document
Workspace? (we currently use SPS2003) We have tried third party such as
WorkShare but we did not like the product.

Any suggestions would be appreciated.

Thanks!

 

[Cindy M -WordMVP-]

Hi =?Utf-8?B?TGF1cmE=?=,

There are others with more experience in this kind of thing, but since they
don't appear to be around right now, I'll try to get the ball rolling

I am looking for a reasonable solution for working on a large document
between departments.

Here is the scenario:
- the legal document ranges from 100-200 pages and includes at least 30
sections with various complex charts

By "sections" do you mean Word sections (as in Insert/Break), or do you use the
term in a more general manner?

- we typically take the document, "Save As" and start the new version

This could be a source of document corruption. Anything that started to
"wobble" in an earlier file will be propagated to each further document
generated. Problems could quickly snowball. Is there a good reason you're not
using a TEMPLATE?

- we send out to different departments to add their comments or financial
information (some dept are on Word 2003, some on Word 2000)
- tracked changes is required
- IMPORTANT NOTE: the document frequently corrupts because people pull in
charts from Excel into Word

This last, in and of itself, will not cause document corruption. What gives you
the impression that this is a major source of problems? Exactly what steps do
people use to bring the charts into Word?

What is the best way to work with these kind of documents? Sending out the
document for changes and then comparing to pull into one document? Document
Workspace? (we currently use SPS2003) We have tried third party such as
WorkShare but we did not like the product.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any follow question or reply
in the newsgroup and not by e-mail

 

[Laura]

Cindy-
Thank you for responding. I will now reply to your inquiries:

"By "sections" do you mean Word sections (as in Insert/Break), or do you use
the
term in a more general manner?"
~~ Yes, standard "section breaks"

"This could be a source of document corruption. Anything that started to
"wobble" in an earlier file will be propagated to each further document
generated. Problems could quickly snowball. Is there a good reason you're not
using a TEMPLATE?"
~~ We have definitely took this into consideration as a possible culprit to
our problem. After all, with so much layering of formatting and styles, it
seems probable. However, we need to show when filing legal docs what has
changed from the last filing, so we 'Save As' and mark-up. How would a
template benefit this sort of situation?

"This last, in and of itself, will not cause document corruption. What gives
you
the impression that this is a major source of problems? Exactly what steps do
people use to bring the charts into Word?"
~~ Several cases we have encountered document corruption by pasting a chart
from Excel into Word - as soon as it is pasted in, Word locks up and kicks
you out. Upon reopening the document, you are notified that a table is
corrupt, and recommended to "repair" it. After repairing, it is usually the
charts that are heavily distorted.

I hope this gives you a better idea of our situation. Please let me know
your thoughts to resolve this issue.

Thanks.

 

[Cindy M -WordMVP-]

Hi =?Utf-8?B?TGF1cmE=?=,

"By "sections" do you mean Word sections (as in Insert/Break), or do you use
the
term in a more general manner?"
~~ Yes, standard "section breaks"

"This could be a source of document corruption. Anything that started to
"wobble" in an earlier file will be propagated to each further document
generated. Problems could quickly snowball. Is there a good reason you're not
using a TEMPLATE?"
~~ We have definitely took this into consideration as a possible culprit to
our problem. After all, with so much layering of formatting and styles, it
seems probable. However, we need to show when filing legal docs what has
changed from the last filing, so we 'Save As' and mark-up. How would a
template benefit this sort of situation?

Ah. No, then a template is not appropriate. I understood you would start a
totally new document, based on an existing one.

"This last, in and of itself, will not cause document corruption. What gives
you
the impression that this is a major source of problems? Exactly what steps do
people use to bring the charts into Word?"
~~ Several cases we have encountered document corruption by pasting a chart
from Excel into Word - as soon as it is pasted in, Word locks up and kicks
you out. Upon reopening the document, you are notified that a table is
corrupt, and recommended to "repair" it. After repairing, it is usually the
charts that are heavily distorted.

Hmmm, interesting you'd get a notice that a TABLE is damaged. Are the charts
being pasted into tables, by any chance?

I wonder if it would make a difference if, in Excel, the chart would be copied
*as a picture*. The user should hold SHIFT, then click on the Edit menu in order
to get the command to appear.

Cindy Meister
INTER-Solutions, Switzerland
http://homepage.swissonline.ch/cindymeister (last update Jun 8 2004)
http://www.word.mvps.org

This reply is posted in the Newsgroup; please post any follow question or reply
in the newsgroup and not by e-mail