The Golden Rule

Attempt → Hint → Verify → Produce for teams: draft in the master (Attempt), request targeted comments (Hint), verify facts before accepting edits (Verify), then export a final PDF (Produce).

Step 2: The Permission Matrix (set it right from the start)

Use the lowest permission that achieves the goal. Upgrade only when necessary.

Default rule: share Comment first. Promote 1–2 trusted editors only when you need hands on the text or sheet formulas. This prevents accidental deletions and “helpful” rewrites that miss the brief.

“Comment first. Edit last.”

Step 3: Share Links That Actually Work (and nothing more)

Set sharing on the folder if the whole project is collaborative; otherwise, set it per file.

• Start with Restricted (specific people only).

• Add collaborators by email, set Comment as the default.

• Test the link in an Incognito/Guest window (phone or PC). If it opens and shows “Comment only,” you did it right.

• Avoid “Anyone with the link can edit.” Use it only if a teacher insists—and then downgrade after the deadline.

In the file description (or at the top of the Doc), write a one-line sharing policy: “Default Comment. Editors: Ayesh, Dinushi. Owner: Kavindi.”

Step 4: Feedback Without Chaos (comments, not paragraphs)

Feedback should be specific, short, and actionable. One issue per comment.

• Select the exact phrase or cell → Insert comment.

• Begin with a verb: “Shorten,” “Define,” “Move to intro.”

• Use @name to assign; add a due date if needed.

• Resolve when done to keep the page clean.

For editing work: keep Suggest/Track Changes on (for Editors). The owner accepts/rejects in one review session. This preserves the history and removes the blame game.

Comment Etiquette (copy this into the file):

• One idea per comment.

• Be brief and kind.

• Suggest the change and the reason.

• Resolve only after the change is made.

Step 5: Version Control That Saves You (name your milestones)

Name important points in Version history so the team can roll back fast:

• “Outline complete – 2025-09-07”

• “After teacher feedback – 2025-09-10”

• “Final text before PDF – 2025-09-12”

If something breaks (a paragraph disappears, a formula is overwritten), open Version history, preview a previous version, and restore or copy the missing section back. Add a tiny Change Log table at the end of major docs:

Two lines now save twenty messages later.

Step 6: Folder-Level Control (stop link leaks)

If the whole project is collaborative, share a project folder with the team as Viewer or Commenter. Keep Outputs and Assets/Security unshared. That way, view-only PDFs flow outward while your editable masters and ID scans stay safe.

When the project ends, remove editors and downgrade everyone to Viewer. Archive by naming a version “Submitted – 2025-09-15” and exporting a final PDF to Outputs.

Step 7: Request Access & Join a Project (be professional)

If you hit a “Request access” screen:

• Write a one-line reason: “Group 4 member; need Comment access to add references by Thu 4 p.m.”

• In parallel, send a short email (Lesson 7) with the link and your request; include the deadline.

When you invite others, add a file note at the top: “Start with comments; editors will merge Thursday 6 p.m.” Expectations reduce drama.

Low-Data & Shared-PC Reality (Sri Lanka-ready)

• On shared PCs and print shops: PDF only. Use Incognito, print, sign out, and clear Downloads.

• Keep heavy images out of the master; link them from Assets or compress before inserting.

• If the network is weak, assign one person to download the final PDF, then send it with Schedule Send (Lesson 7).

Bad vs Better (Real Collaboration Choices)

Essentials vs Nice-to-Have

Guided Team Flow (Copy This for Your Next Project)

1. Create a project folder and the master Doc/Sheet/Slides.

2. Share: add teammates as Commenters; set 1–2 editors; write the sharing note at top.

3. Collect feedback by a fixed time. Everyone comments; editors keep Suggest on.

4. Merge in one sitting; accept/reject; update Change Log.

5. Name version “Final text before PDF – [date].”

6. Export PDF to Outputs; test on phone; send with a view-only link to the master.

7. Downgrade access after submission; archive the folder.

Exercises: Practise Now

Exercise 1 — Sharing Drill (10 min) Take your Brief_v2 (Lesson 4). Share as Can comment with a secondary email (or a friend). Copy the link, open in Incognito, confirm it opens as Comment and cannot edit.

Exercise 2 — Comment Round (10–15 min) Add three comments to your own Brief: one clarity issue, one missing evidence, one sentence to shorten. Resolve after making changes.

Exercise 3 — Version Naming (5–10 min) Open Version history. Name the current state “Before feedback – [date]”. Make a small revision; name it “After feedback – [date].” Practise restore preview.

Exercise 4 — Finalise & Produce (5–10 min) Export PDF to Outputs and verify on your phone. Write a two-line Change Log at the end of the Doc.

Exercise 5 — Folder Safety (5 min) Move a sensitive placeholder (e.g., “ID-sample”) to Assets/Security. Confirm it is not shared.

Quick Win Open your last shared Doc. Downgrade everyone to Comment (or View) unless they truly need Edit this week.

Artifact to Produce

Collaboration Proof (Doc) with:

• Screenshot 1: Share settings showing Comment default (blur emails).

• Screenshot 2: Incognito test open as Comment.

• Screenshot 3: Version history with two named versions.

• A short reflection (3–5 lines): what changed after comments, what you named the final version, and where you stored the PDF.

Export to Outputs: YYYY-MM-DD_Collaboration-Proof_V1.pdf

Self-Verification (SV) Checklist

• One master file in the correct folder (Docs/Sheets/Slides)

• Default sharing = Comment; editors limited to 1–2 people

• Link tested in Incognito and opens as intended

• Three comments added and resolved or acted upon

• Version history named at least twice; restore preview tested

• Change Log added at end of Doc (2–3 lines)

• Final PDF exported to Outputs and opens on phone

• Sensitive items kept in Assets/Security (not shared)

• After submission, access downgraded (View) or closed

• Collaboration Proof saved (Doc + PDF)

Mobile Tip (Android & iOS)

• In Docs/Sheets/Slides apps: tap Share → set Viewer/Commenter.

• Long-press text → Comment; use @name to assign.

• Version history is limited on some mobile apps—name versions on desktop when possible; otherwise reflect changes in the Change Log table.

• If you must edit on mobile, keep edits short and specific; do merge sessions on a computer.

Stuck? Fast Fixes

• “They can’t open the link.” You shared to the wrong account or kept it Restricted to yourself. Re-share to the exact email they use; test in Incognito.

• “Anonymous users are editing.” You set “Anyone can edit.” Switch to Restricted, add named emails, and revoke public links.

• “My paragraph vanished.” Open Version history, copy the missing text from the previous version, and paste back. Name a version after fixing.

• “Teacher wants track changes.” Turn on Suggest/Track; keep Edit to 1–2 editors; others remain Comment.

• “The shop edited my file.” Don’t take masters to shops. PDF only.

Common Roadblocks (and simple fixes)

If the file keeps drifting, you have too many editors. Reduce to two and move everyone else to Comment. If comments pile up, schedule a merge meeting (15–30 minutes) to accept/reject in one pass. If your chat app becomes the “source of truth,” paste decisions into the top of the Doc (and into the calendar event) so the file remains the single, reliable reference.

“A good collaborator protects the file first, then improves it.”

Keeping Yourself Motivated

Notice the calm when your teammate opens the link and it just works. Notice how a single owner and named versions make review decisive, not endless. Add two wins to your portfolio README: “Ran a comment-first review; merged in 20 minutes,” and “Downgraded access after submission—file archived with named version.” That is how professionals work.

Your First Step Is Complete

You can now share safely, collect comments cleanly, name and restore versions, and ship a locked final PDF. Your Collaboration Proof (Doc + PDF) sits in the right folders, and your next group project will feel lighter.