Sharing Word Documents

Wasn't sure where to post this but its about business docs so here goes:

I need to give access to a few word docs to about 6 people who will all be making regular changes. Emailing the docs between the people did not work as some are easily confused

I tried letting them save to a ftp location using that function in word so the each person could open the file, edit, and then save back to a folder on the server but they had a hard time with that too. I personally thought that was the easiest way.

So now they are using an ftp client to download the docs from the server, change & upload again when finished & they got that figured out ok.

Is there a way so that the docs could be 'checked in' and 'checked out' so that 2 people are not editing the same doc simultaneously?

Any Suggestions Appreciated.

Thanks!
-George

George,

If you are using Word 2003 I believe it already does file locking if they are both using the same document. The problem with your set-up is that they are downloading it and then editing it on their local machine. What you will want to do is set it up so that wherever you are storing it is a static IP and that you can map as another drive for each person accessing the document. That way you know when someone else is using it and can track the differances between Person A's save/edits and Person B's save/edits.

I am not sure what version everyone is using but some could access the docs, some get wierd errors, and then suddenly no one could open them.

So we will try get eveyone upgraded to word 2003 & see if that works.

I have a secure hosting account that I use for forms, mortgage apps etc. I purchased an ssl cert & believe they also charged me for a static ip. So is that what I need, create a folder on that server? By mapping do you mean in word where you setup the ftp at the bottom of the save in menu?

Thanks!
-GB

I think your problem is a project management problem. There are plenty of opensource solutions to the exact same problem you have.

I have tried moregroupware, phprojekt, dotproject amongst others. I think for your needs phprojekt has probably got the most mature file depository module.

It will allow you to use a login to a webpage to upload documents to, it includes commenting and versioning capabilities. It also will allow you to automatically notify by mail your team members when the new file has been uploaded.... i think it has what you need to manage the project.

you will need the following: apache, mysql, php. It is incredibly easy to setup.

good luck!
stuart
jrcgroup.com