best practices for collaboration in Lucidchart

7 best practices for collaborating in Lucidchart

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Posted by: Annika Wildenradt

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 using Lucidchart as a collaborative workspace.

1. Share your document to create a collaborative workspace

Transform any Lucidchart document into a collaborative workspace where you can brainstorm, whiteboard, or make updates in real time with your team. You simply have to share the document—click the orange “Share” button, and add co-worker email addresses to give them access.

When everyone opens the document at once, you’ll all have access to a shared workspace to populate your ideas and get on the same page (literally).

To keep track of where other team members are working, look out for the collaborative cursor labeled with your co-worker’s name. You can also click the initial icons in the top-right corner of the Lucidchart workspace to automatically zoom in to that user’s location.

collaborative cursors

2. Set document permissions to protect your documents and give users the right access

Want to make sure that your co-workers can get the information that they need without making edits that you don’t agree with?

In Lucidchart, it’s easy to assign the appropriate editing and access permissions. Once you have created a document, you can 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.

editing permissions

What’s more, you can modify your document’s permissions at any time. 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.

3. Assign colors to see each of your colleagues’ contributions and organize your work

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 ask your collaborators to stick to 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!

assign colors in legend

4. Leave shape-specific comments to focus your conversations

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. 

5. Assign document status to keep everyone on the same page

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! 

assign document status

6. Use shared or team folders to help your team access your documents quickly and easily

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. Share published URLs with team members who don’t have Lucidchart

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!
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About the author

Annika Wildenradt profile picture

San Francisco native and recent English graduate of the University of Michigan, Annika Wildenradt is now working as a content specialist on the customer ops team at Lucid. Outside of work Annika likes to travel, bake pies, write stories for kids, and paint pictures of make-believe creatures and worlds. 

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