Editing and Collaborating on Contracts on OnlyOffice

SpotDraft's integration with OnlyOffice provides a powerful online editor for your contracts. This guide explains how to use OnlyOffice to edit contracts and save your changes as new versions.

Who is this guide for?
This guide is for SpotDraft users who edit contracts, such as editors and suggesters.

Getting Started as an Editor:

  1. Open a Contract in SpotDraft:
    1. Locate the Contract Record for the contract you wish to edit.
    2. Click the "Edit" button at the top of the Contract Record and select "Edit with OnlyOffice" from the menu.
    3. The contract will open in the OnlyOffice editor.
  2. Adding Comments:
    1. Highlight the text: Select the part of the contract you want to comment on.
    2. Click "Add Comment": Click the "Add Comment" option by right clicking on the highlighted text.
    3. Enter your comment: Type your comment in the box that appears.
    4. @Mention users: Use the "@" symbol to mention specific SpotDraft users to notify them directly.
    5. Categorize the comment: Choose whether the comment is for "Team" (internal collaboration) by affixing Team: or "External" (to be shared with the counterparty).
  3. Managing Comments:
    1. Reply to comments: Click on the comment you want to reply to and enter your response. You can also @mention users in your replies.
    2. Edit comments: Click the pencil icon on your comment to edit it. Remember to re-mention users after editing if you made any changes.
    3. Notify a team member: Use the "@" symbol to mention a user's name. They will receive an in-app notification, email, and Slack notification (if Slack integration is configured).
    4. Resolve comments: Click the "Resolve" icon (check mark) to mark a comment as resolved. Resolved comments will have a "Resolved" tag.
    5. Reopen resolved comments: Click on a resolved comment from the comment pane and click on the green check mark to re- open the comment.
    6. Delete comments: Click the delete icon on your comment to remove the comment from the document.
  4. Managing Versions:
    1. Draft Versions: OnlyOffice automatically saves your edits as a draft as you work. You can also manually save the current state of the document as Draft by hitting Command/Ctrl + S or clicking on the save icon.

The change saved as Draft will not be visible to your team until the draft is saved as a new version.

  1. Published Versions: Once you are done with all the changes on the document, by yourself and with your team members, click on Save as New Version to save it as a new version for your contract. You can also add descriptions to the versions. This will be visible in the version history.

Getting Started as a Suggester:

A suggester can only do the following on the document:

  1. Edit only in track changes.
  2. Add and respond to comments.

A suggester cannot do the following on the document:

  1. Accept/Reject Editor’s track changes on the document  
  2. Resolve Editor’s comments.

Key Features and Considerations:

  • Track Changes: OnlyOffice opens in "Track Changes" mode by default, allowing you to see all edits made to the document. You can disable this in OnlyOffice's settings if needed.
  • Tagging Team Members: Tag team members directly within OnlyOffice to notify them of specific edits or sections requiring their attention.
  • Auto-Save and Versioning: OnlyOffice automatically saves your edits as a draft as you work. Remember to click "Save as New Version" to finalize your changes and create a new, published version in SpotDraft.

Need More Help?
For further assistance, please contact the SpotDraft support team.

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