Although, arguably, it's the world's favourite word processor, even Microsoft would admit that Word is poorly equipped for collaborative working.

Sure, you can track document changes and merge documents, but these options are cumbersome and of little use when it comes to managing complex, multi-authored documents.

This is where Workshare Synergy comes in.

What this software does is take a Word document and allow several authors to work on it in one of two roles. The majority will be so-called contributing authors working on separately generated document replicas.

They can make as many changes as they want, inserting new sections and deleting content using a Word-based editor.

The replicas are then collated by a managing author who is allowed to browse the proposed additions, deletions and changes before selecting those to be incorporated in the final version.

A full audit trail is maintained throughout and the Synergy software can be installed on any 32bit Windows PC, up to and including those running XP.

The only prerequisite is a functional copy of Word installed on the system, either locally or via a network share.

This needs to be Word 97 or later, with the Synergy using the Word application programming interface so that everything is done using the familiar Microsoft look and feel, both when contributing to and managing documents. This helps minimise the amount of training needed.

Although the Word front end is displayed, a custom editor is used by both managing and contributing authors who will collaborate on documents held on network file shares.

Contributing authors can then see changes proposed by others (but not apply them). The software can also be integrated with leading document management systems (DMS), such as those from Documentum and Hummingbird. This option adds £20 ex VAT to the per-user price.

The package also includes a separate distributable editor, small enough to be emailed to remote contributing authors without Lan access.

Close integration with host email systems is also built in, so updated replicas mailed back can be included in the update process.

It sounds complicated, but in practice we found Synergy easy to use.

Having installed the software, the collaboration process starts with the managing author who selects a Word document, then right-clicks the icon to choose a new 'Collaborate with Synergy' menu option.

Contributing authors can then be made aware of the document using email or a DMS workflow, while remote workers can be sent a replica as an Enhanced Document Format (edf) file.

Replicas are created automatically when network users open the document, leaving the original unaltered until the managing author decides on the changes.

These are tracked using Word formatting, with deleted text struck through and additions highlighted and underlined.

However, Synergy will ignore any user-applied formatting changes, enabling a corporate style to be maintained even when using external authors with different page setups, document templates and so on.

Changes can be applied as they're made, with the Synergy editor summarising edits by person or type, using an Explorer-like tree display.

A separate comparison window then displays the replica selected with a third window showing the original document as it will look with the applied changes.

One criticism is the lack of document management facilities for those without separate DMS software.

However, the auditing facilities are good and there's a software development kit for those looking to integrate it with custom document management systems.

Because it's Word-based and not skewed to any particular vertical market, Synergy should appeal to a wide audience.

Technical authors will find it useful, but we can see it being welcomed by any industry where documents are worked on by multiple contributors.

DETAILS

Price: £135.13 (£115 ex VAT) per user

Contact: Workshare Technology 020 7481 6100

SYSTEM REQUIREMENTS