Whether you are improving a workflow, brainstorming for a class project, or trying to stay aligned with your team as you work remotely, Lucidchart is the place for effective visual collaboration.
Check out these seven tips, straight from our product education team, for becoming a better collaborator in Lucidchart!
1. Set and change document permissions at any time
The first step to successful document collaboration is sharing your document with others and granting them the appropriate permissions. Once you have created a document, you can easily share it with other users with one of four permission levels: “can edit and share,” “can edit,” “can comment,” and “can view.” You can set different permission levels for each user or group of users.
What’s more, you can modify your document’s permissions at any time. That’s right—based on the stage of your project, you can add or remove collaborators from the document, and change the permission level of a collaborator to increase or decrease their document capabilities. This functionality is particularly useful for multi-part projects that require different collaborators at each stage, as it prevents messes caused by too many cooks in the kitchen!
2. Assign colors to collaborators
When there are multiple collaborators working on the same document at the same time, it can become difficult to keep track of who has made what changes. To keep your collaborative document organized, assign a specific color to each collaborator. Simply have every document collaborator pick a color (e.g., John is green, Sally red, Jamie purple), and require that they use that color for every shape that they add to the document.
To stay really on top of it, you can even create a simple legend in Lucidchart to keep track of your team’s color assignments!
3. Leave shape-specific comments
Comments are a great way for collaborators to communicate about the specific components of a diagram without affecting the diagram’s contents. For example, if you would like to recommend a stylistic modification to a specific shape, you can make the suggestion in a comment and @mention the doc designer. Doing so will notify the other person, who will be able to navigate to the specific diagram component that you have flagged and reply to your comment.
We recommend marking comments as “resolved” if the necessary actions have been taken, but don’t fret—you can look at resolved comments and even reopen them at any time. You will always have access to the conversations and decisions made in the diagram.
4. Leverage the differences between notes and comments
In addition to comments, Lucidchart offers a second method for adding information to a diagram component that will not affect the diagram itself: notes. Just like comments, you can add a note to a shape by right-clicking on it and selecting the action.
Comments and notes function slightly different from each other, so the best way to take advantage of these features is to assign a purpose to each one. For instance, you can leverage comments for conversation and next steps while using notes as a way to add more detail about the contents of your diagram.
5. Assign document status
Document statuses keep track of the progress of a document, especially if multiple people are working on it at different times. With document status in Lucidchart, you can easily assign statuses such as “draft,” “pending review,” and “complete” directly to documents in the documents page.
Statuses are particularly useful if you are going to be sharing your documents with clients or executives—you don’t want to show them an unfinished version by mistake!
6. Store collaborative work in shared or team folders
Make it super easy for collaborators to find and access documents by storing documents in shared folders or Team Folders!
Shared folders are helpful for small group collaboration, while Team Folders are great for businesses that have Enterprise accounts. Both kinds of folders will save you time and organization costs, as when you add a document to a folder, it will inherit the folder’s sharing permissions.
7. Use a publish URL to share with non-users
Need to share your document with someone that doesn’t have a Lucidchart account? No problem! Beyond its collaboration and sharing features, Lucidchart allows you to publish your document to a unique URL that will be constantly updated with changes to the document. You can even publish a specific section of your diagram if you only want your audience to see a portion of it.
What are you waiting for? With these seven collaboration tips under your belt, you are equipped to be a Lucidchart collaboration champion.
Jump back into Lucidchart and become an even more effective team member today!