When multiple individuals have the capability to view and edit the plethora of file types that we use throughout the day, it can quickly become a hassle to manage. Document control and management are not only useful for organization and efficiency, but it is essential for following various guideless as well as keeping track of the most up-to-date document version. LabLog's DocuSync extension allows you to edit any file type that is stored in your ELN, while automatically taking care of multi-user scenarios and version control.
Figure 1: Screenshot of the DocuSync extension showing the list of files checked out by a user. These files are locked and only the user who checked them out can make edits.
This is a unique and powerful feature that allows you to edit and view any file type that you generate in the lab and add to a Method or Task as an attachment. All of the important file formats that are in your daily operations, such as .docx, .xlsx, and .ai files can be managed without any need to manually upload the updated files back into LabLog – everything will automatically sync. LabLog’s unique browser extension, which communicates with your Windows or Mac platform and syncs file edits in real-time.
To get started, click on "Edit Document" from the menu drop down to the right of your attached file of interest. The DocuSync Extension is launched along with the appropriate desktop application for editing the selected file as seen below in figure 2. If for any reason, the extension in figures 1 and 2 doesn’t launch and open in a separate window, you can download LabLog DocuSync using the links below. Sign-in using the same username and password as you do for the LabLog Software.
Figure 2: Edit an attached file. These files are locked and only the user who checked them out can make edits.
Make your edits and click Save, and the new versions of the file will automatically sync back up to your lab notebook in the cloud. After you have finished making your edits, you can check the file back in to allow your co-workers to make their edits. To check-in, select the “Check-in Document” option from the menu to the right of the corresponding file in the LabLog DocuSync window shown in figure 3. You should see the version updated once the file is checked-in. If this doesn’t occur, you know that the file didn’t get checked-in correctly. Try again and be sure you are using the LabLog DocuSync extension and not the LabLog software.
DocuSync is ideal for keeping track of edits and versions for more organized document management. An example of the convenience and document management feature is when you are working on a manuscript or presentation while flying to a conference. You can use DocuSync to check out the manuscript file and work on it while off-line on the plane. As soon as you get to your destination, you can use the DocuSync Extension to check in the manuscript file to allow your co-workers or supervisor to edit and comment on your work. The check-in/check-out system makes sure that no one is overwriting each other’s work.