Overview
This article gives a detailed understanding of how co-authoring works in DataSnipper, including its limitations and how to resolve common issues. For a step-by-step setup guide, see Step-by-Step Guide for Co-Authoring.
Pre-requisite: You must be using DataSnipper Version 6 or later. Version 25.1+ provides additional improvements.
Key Concepts
Referenced Documents: DataSnipper creates a reference to a file on your local drive or shared network location. Other users can only see these documents if they have access to the same file path.
Embedded Documents: Documents stored within the Excel workbook using CustomXML. Each user maintains their own local CustomXML during co-authoring — these do not sync in real time. Only the last user to close the workbook writes their data into the file.
Best Practices
Disable embedding when co-authoring to prevent confusion and data loss.
Always use shared locations (SharePoint, OneDrive, shared network drive) for source documents.
Coordinate closing order: If embedding is necessary, the person who closes last determines what is saved.
Save frequently to preserve work and reduce sync delays.
Common Issues and Solutions
Case 1: "The source file you are trying to access is missing"
One user imported files from a non-shared location (e.g., their desktop). Other users cannot access that path.
Solution: Ensure all users save source documents in a shared location accessible to all collaborators, such as SharePoint or a shared network drive.
V25.1+ improvement: DataSnipper now prompts users to save screenshots to shared locations automatically.
Case 2: Source files synced at different timings
SharePoint and Excel have their own sync timelines. If synchronization doesn't complete properly, users may see missing file popups.
Solution: Wait for synchronization to complete — this typically resolves itself. Larger documents may take longer to sync.
Case 3: Sync speed limitations
Co-authoring sync relies on OneDrive/SharePoint performance. Data usually syncs in under a second but can take up to 30 seconds or more. Simply wait if snips are not immediately visible to collaborators.