Key Terms
Workbook: An Excel workbook (.xlsx) where users work with DataSnipper.
Embedded Document: A PDF document stored within the workbook via CustomXML.
Referenced Document: A link to an external PDF file not saved inside the workbook.
Co-Authoring: A Microsoft Excel feature allowing multiple users to edit the same workbook simultaneously with AutoSave enabled.
Referenced Documents
By default, when a user imports a document, DataSnipper adds it as a reference to a file on their local machine or a shared network drive. Other users can only see it if they have access to the same file path.
Recommendation: Always import documents from shared, network-accessible locations to ensure visibility for all collaborators.
Embedded Documents (CustomXML)
When embedding is enabled, the imported PDF is saved directly inside the Excel workbook via CustomXML, allowing others to view it without access to the original file path.
Limitations in Co-Authoring
CustomXML is user-specific: Each user maintains their own local copy — these do not sync in real time.
Last save wins: Only the last user to close the workbook writes their CustomXML data into the file. All other users' embedded data is discarded.
Fallback Mechanism
If a co-author cannot see a document, DataSnipper attempts to re-import the PDF from its original location. This fallback only works if the co-author has access to the original file path.
Recommendation
Disable embedding when working in co-authoring mode. Due to Excel's handling of CustomXML, embedded documents are not reliably retained unless users coordinate the closing order precisely. Disabling embedding and storing all documents in a shared location is the safest approach.