Overview
Redlining documents, especially for collaborative revisions and approvals, is a critical part of the document management process. ClientPoint streamlines this by enabling users to track and approve revision requests on Word documents for both internal teams and external clients.
This guide covers the complete functionalities available for internal edits (version control), external collaboration (Track Changes), and the final approval workflow.
Steps for Tracking and Approving Revision Requests
To use ClientPoint’s redlining features, start by ensuring Track Changes and approval settings are properly configured:
Step 1: Enable "Docx Password" Requirement (Administrators Only)
To enable the tracking feature, administrators should activate the “Docx Password” setting for secure revision management:
- Access Advanced Settings: Go to Settings > Advanced Settings.
- Configure Recipient Viewer: Click on the Advanced Configuration tab, then expand Recipient Viewer Configuration.
- Enable Docx Password: Ensure that Default Set or Require for "Docx Password" is toggled on.
Step 2: Setting Up Track Changes in ClientPoint
When preparing a ClientPoint, enable Word document tracking by following these steps:
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Activate Track Changes: Check the Enter Password for Microsoft Word Track Changes option and add a unique password. This password will allow recipients to edit and suggest changes in the Word document.
- When a recipient accesses a document with password protection enabled in ClientPoint, they will be directed to a login page where they must enter the designated password to proceed. This extra layer of security ensures that only authorized individuals can access and interact with the content within the ClientPoint.
- Add Files for Redlining: In the Files tab, upload the Word documents for redlining. Select the Word file, click More, then choose Downloadable. A green arrow icon will appear, indicating that the file is available for download by recipients.
Step 3: Recipient Downloads and Edits Document
Once the ClientPoint is sent:
- Recipient Downloads Document: Recipients can download the document from the Navigation tab in ClientPoint.
- Edit Document: Recipients can make necessary revisions, adding, replacing, or removing content as needed.
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Return Edited Document:
- If Upload Feature Enabled: Recipients can directly upload the edited document into ClientPoint.
- Alternative Methods: Recipients may also share the edited document through external platforms, such as email or file-sharing apps.
Step 4: Reviewing and Approving Changes
Upon receiving the edited document:
- Open in Word: Open the document in Microsoft Word, go to Review > Accept
- Enter Password: Use the password set in ClientPoint to access the document’s Track Changes feature.
- Review Edits: Accept or reject each change, ensuring accuracy and consistency before finalizing.
Step 5: Updating ClientPoint with Revised Document
To update the shared ClientPoint with the approved changes:
- Access ClientPoint: Go to Manage > Select ClientPoint > Click Edit on the upper left part .
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Update Document:
- Click Local Edit and then Check Out.
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- Select Edited File to upload the revised document.
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- Click Check In to save the updated file.
Once these steps are completed, the next time the recipient accesses the ClientPoint, they will see the approved changes reflected in the document.
External Redlining: Collaborating with Customers
1. Prepare the File for Customer Redlining
- Create a new ClientPoint.
- In the Info section, ensure the toggle "Enter Password for Microsoft Track Changes" under Recipient Viewer Options is turned on.
- Note: If this option is unavailable, contact your Client Success Coordinator or email support@clientpoint.net for assistance.
2. Configure Security
- Set a password to lock the Track Changes feature in Microsoft Word.
- Important: Do not share the password with the customer to ensure they cannot unlock the feature.
3. Enable Customer Access
- In the Files section:
- Add the file.
- Go to Edit > Downloadable to allow the customer to download the original MS Word version.
4. Customer Workflow
- The customer downloads the file, applies their tracked changes (redlines), and saves the revised document.
- They then upload the updated file back into the ClientPoint or send it to you via email.
5. Review Customer Changes
- To review the customer’s redlines:
- Open the ClientPoint.
- Go to Print > Client Uploads and download the revised file.
- Review the tracked changes and accept or reject them as necessary.
Conclusion
ClientPoint’s redlining feature supports a structured and secure method for tracking, editing, and approving Word document revisions. By following these steps, administrators and recipients can collaborate effectively, ensuring document integrity and accuracy while minimizing communication barriers. With ClientPoint, you can streamline document collaboration, making it easier to manage complex revisions and maintain a high standard of communication with your contacts.
For additional assistance, please reach out to support@clientpoint.net.