Skip to content

Collaboration Features

HKFR is designed for seamless collaboration between multiple stakeholders in the report creation process.

User Management

Adding Collaborators

  1. Access Settings: Open report settings from the document dashboard
  2. Invite Users: Add collaborators by email address
  3. Assign Roles: Select appropriate role for each user
  4. Set Permissions: Configure section-specific access if needed

Role-Based Access Control

Role View Edit Comment Approve Manage Users Delete
Report Owner ✅ ✅ ✅ ✅ ✅ ✅
Content Editor ✅ ✅ ✅ ❌ ❌ ❌
Finance Accountant ✅ ✅* ✅ ❌ ❌ ❌
Designer ✅ ✅* ✅ ❌ ❌ ❌
Reviewer ✅ ❌ ✅ ✅ ❌ ❌

*Limited to role-specific sections

Real-Time Collaboration

Co-Editing Features

graph LR
    A[User A Edits] --> B[Real-time Sync]
    C[User B Edits] --> B
    B --> D[All Users See Changes]
    B --> E[Conflict Resolution]
  • Live Editing: See changes from other users in real-time
  • User Cursors: Visible indicators showing where others are working
  • Auto-sync: Changes are automatically synchronized across all users
  • Conflict Resolution: Automatic handling of simultaneous edits

Presence Indicators

  • Active Users: See who's currently online and working
  • Section Activity: Know which sections are being edited
  • Last Activity: Timestamps of recent changes
  • User Status: Online/offline indicators

Communication Tools

In-Document Commenting

  1. Select Text: Highlight any text in the document
  2. Add Comment: Click the comment button or use keyboard shortcut
  3. Tag Users: Use @mention to notify specific team members
  4. Thread Discussions: Reply to comments for detailed discussions
  5. Resolve Comments: Mark discussions as resolved when addressed

Comment Types

  • Questions about content
  • Suggestions for improvement
  • General feedback
  • Formal review feedback
  • Required changes
  • Approval notes
  • Action items
  • Assignments
  • Deadlines

Notification System

Stay informed about document activity:

  • Email Notifications: Receive updates via email
  • In-App Notifications: See activity when logged in
  • Comment Alerts: Immediate notification when mentioned
  • Summary Digests: Daily/weekly activity summaries

Section-Level Collaboration

Section Permissions

Configure granular access control:

Section: Financial Statements
├── Finance Accountant: Full Edit
├── Content Editor: Read + Comment
├── Designer: No Access
└── Reviewer: Read Only

Section Locking

Protect completed work:

  • Content Lock: Prevent further editing
  • Style Lock: Maintain formatting consistency
  • Review Lock: Freeze content during review process
  • Approval Lock: Final protection after approval

Review and Approval Workflow

Review Process

graph TD
    A[Content Complete] --> B[Submit for Review]
    B --> C[Reviewer Comments]
    C --> D{Changes Needed?}
    D -->|Yes| E[Address Comments]
    E --> B
    D -->|No| F[Approve Section]
    F --> G[Final Approval]
  1. Submit for Review: Mark sections as ready for review
  2. Reviewer Assignment: Assign specific reviewers to sections
  3. Review Period: Set deadlines for review completion
  4. Feedback Collection: Gather all reviewer comments
  5. Revision Cycle: Address feedback and resubmit
  6. Final Approval: Formal sign-off by designated approvers

Approval Hierarchy

  • Section Approvers: Approve individual sections
  • Document Approvers: Final document approval
  • Sequential Approval: Enforce approval order if required
  • Bulk Approval: Approve multiple sections simultaneously

Change Management

Version Control

  • Document Versions: Major version tracking
  • Section Versions: Track changes within sections
  • User Attribution: Know who made each change
  • Change Summaries: Descriptive change logs

History and Audit Trail

Track all document activity:

  • Edit History: Complete log of all changes
  • User Activity: Who did what and when
  • Comment History: Full conversation threads
  • Access Logs: Track document access and downloads

Collaboration Best Practices

Communication Guidelines

  • Clear Comments: Be specific and actionable
  • Timely Responses: Respond to mentions promptly
  • Professional Tone: Maintain professional communication
  • Status Updates: Keep team informed of progress

Workflow Management

  • Clear Deadlines: Set and communicate deadlines
  • Regular Check-ins: Schedule progress reviews
  • Role Clarity: Ensure everyone understands their responsibilities
  • Backup Plans: Have contingency plans for unavailable team members

Quality Control

  • Review Cycles: Implement systematic review processes
  • Cross-verification: Have multiple people verify critical data
  • Final Checks: Comprehensive review before approval
  • Documentation: Keep records of decision-making processes

Troubleshooting Collaboration Issues

Common Problems

Sync Issues

Problem: Changes not appearing for other users
Solution:
- Refresh the browser
- Check internet connection
- Clear browser cache
- Contact support if persistent

Permission Problems

Problem: Cannot edit assigned sections
Solution:
- Verify role assignments
- Check section-specific permissions
- Contact Report Owner
- Review document settings

Comment Notifications

Problem: Not receiving comment notifications
Solution:
- Check email settings
- Verify notification preferences
- Check spam folder
- Update email address if needed

Next Steps