What are the benefits of using iManage Work Next Generation Co-authoring?

IManage Work Next Generation Co-authoring lets users take a fresh approach to working collaboratively on a document within the iManage repository. There are many key benefits to engaging with documents in this way, but three essential enhancements include:

  • Real-time collaboration: You can instantly collaborate and view edits and changes made by other users within the document. You can track where exactly in the file your colleagues are editing. You can edit in parallel without having to wait for a checked-out document to become available.

  • Auto-save your edits: You longer have to fear losing information in case you forget to save your edits before closing the file. The auto-save ensures your latest changes and edits are available in iManage Work at cloudimanage.com.

  • Access content seamlessly: iManage Work Next Generation Co-authoring allows a flexible approach for you to access and edit your files. You can edit files using Microsoft 365 for the web or use the editing experience in Microsoft 365 applications for the desktop on a Microsoft Windows or Mac device. Later in 2025, you can also edit files using mobile devies and tablets using iOS and Andriod technologies.

How many users can join a co-authoring session at one time?

While Microsoft doesn’t set a hard limit on the total number of users joining a file for co-authoring, the suggested practice for co-authoring is to have less than 15 people editing a file simultaneously.

At iManage, we have tested with up to 25 users in a single session successfully. While this was the maximum test capacity we performed, the actual performance may vary depending on factors such as network conditions and document complexity.

Can documents opened using iManage Work Next Generation Co-authoring be automatically closed after a certain duration of inactivity?

We've defined a token refresh expiration of 10 hours for iManage Work Next Generation Co-authoring. This means if you open a file using iManage Work Next Generation Co-authoring menus and leave it open without any activity for more than 10 hours, the file is released back to iManage Work. The global lock icon is no longer displayed for the file (if it isn't being edited by other users) and the file is shown as available in iManage Work. Another user can exclusive lock the document for editing in this case.

If you want to access this file, you have to refresh your session or re-open the file using iManage Work Next Generation Co-authoring menu. However, if the file is locked using the exclusive checkout option, then you will be notified that the file is available only in read-only mode.

Can I edit a file if I don't have a Microsoft 365 license?

You must have a Microsoft 365 license to co-author using Microsoft 365 for web, the Microsoft 365 applications for desktop (Microsoft Windows or macOS devices), or the Microsoft 365 for iOS applications.

Do users require iManage Work Desktop for Windows or iManage Work Desktop for Mac to co-author documents?

No. You aren't required to install iManage Work Desktop for Windows or iManage Work Desktop for Mac when co-authoring documents using iManage Work Next Generation Co-authoring.

Why is the iManage Work Desktop for Windows ribbon bar not enabled when I am co-authoring a document in Microsoft Word, Microsoft Excel, or Microsoft PowerPoint?

When you use iManage in Add a Place to open a document, iManage Work Desktop for Windows client doesn’t recognize this as an iManage Work document.

Can I open a file to co-author using iManage Work Next Generation Co-authoring from the iManage File Open dialog if I have iManage Work Desktop for Windows installed?

Not at this time, but an update is coming to support this workflow in the future. You can’t edit files using Microsoft Word/Microsoft Excel/Microsoft PowerPoint (desktop versions of Microsoft 365 applications) even if you have iManage Work Desktop for Windows installed. To edit a file in a desktop version of Microsoft 365 application, you have to add iManage node by browsing to File > Open > Other Locations > Add a Place. After iManage node is added, use this to co-author files using iManage Work Next Generation Co-authoring.

Which versions of Microsoft 365 are supported for iManage Work Next Generation Co-authoring?

You can co-author in Microsoft 365 for the web or the Microsoft 365 applications for the desktop (Microsoft Word, Microsoft Excel, and Microsoft PowerPoint).

For Microsoft Windows devices, you must use one of the following versions of Microsoft 365 applications for co-authoring:

  • Current Channel: Version 2204 (Build 15128.20178) or later

  • Monthly Enterprise Channel: Version 2206 (Build 15330.20306) or later

  • Semi-Annual Enterprise Channel: Version 2302 (Build 16130.20644) or later

For macOS devices, you should install versions 16.91 (24111020), 16.91.1 (24111613), 16.92 (24120731) or later should be installed on your macOS device.

For iOS devices, you should install 2.91.0 or later versions of Microsoft 365 for iOS, or the Microsoft Word, Microsoft Excel, or Microsoft PowerPoint apps for iOS.

Which browsers are supported for editing files using Microsoft 365 for the web?

  • Google Chrome and Microsoft Edge are supported on Microsoft Windows.

  • Google Chrome and Safari are supported on macOS devices.

What's the auto-save frequency for Microsoft 365 applications?

  • When you're using Microsoft 365 for the web to edit your files, all your edits are automatically saved back to iManage Work at cloudimanage.com every 5 minutes. Additionally, if other users open or leave the file you're co-authoring, then the save action is automatically performed.

  • If you're using Microsoft 365 applications for the desktop, to edit your files, all your edits are automatically saved if you have turned on the AutoSave option. When turned on, all your edits are automatically saved to iManage Work every 5 minutes. Additionally, if other users access or leave the file you're co-authoring, then the save action is automatically performed.

  • If a user turns off AutoSave after they initiated or joined a co-authoring session, they won't see real-time updates until they re-enable auto-save. If auto-save is disabled, then you must manually save your changes.

Can the auto-save frequency be changed or disabled?

How does auto-saving documents impact my iManage Work storage?

Every auto-save revision of a file is stored in your cloudimanage.com tenant. These document revisions are just like any other file saved to iManage Work Server and are accessible through Modified entry timeline in Timelines. Hence, each revision will initially impact your storage.

To help reduce the growing storage of revision documents introduced by iManage Work Next Generation Co-authoring, we've implemented a journal cleanup utility. The tool looks for iManage Work Next Generation file revisions older than 7 days and removes them and thus frees up your iManage Work storage. Hence, the impact is limited and temporary.

Can I edit OLE documents using iManage Work Next Generation Co-authoring?

No. Currently, you can't edit OLE documents using iManage Work Next Generation Co-authoring. 

What are the file size limits for editing documents?

When you want to edit files, ensure that they don’t doesn't exceed the file size limitation listed below:

  • Microsoft Word file: 100 MB

  • Microsoft Excel file: 100 MB

  • Microsoft PowerPoint file: 300 MB

NOTE: Although Microsoft doesn’t specify a size limit for co-authoring files using Microsoft Word, Microsoft Excel, or Microsoft PowerPoint, for an optimal user experience, we recommend that you use explicit checkout to edit file files larger than the values specified above. It's possible that large files may time out when trying to open or may not open at all.

Which file types are supported?

The following table provides the list of file types supported for iManage Work Next Generation Co-authoring. You can also visit the following link for more information about the file types that is supported for co-authoring: https://learn.microsoft.com/en-us/microsoft-365/cloud-storage-partner-program/plus/extensions.

File format

Microsoft 365 for the web

Microsoft 365 applications for the desktop

Microsoft 365 for mobile

Viewing

Editing

Opening to Edit

Opening to Edit

Microsoft Word file formats

Open XML files (.docx)

Yes

Yes

Yes

Yes

Binary files (.doc)

Yes

No

No

No

Macros files (.docm)

Yes

NOTE: Macros can’t be run or changed.

Yes

NOTE: Macros can’t be run or changed.

No

No

Templates (.dtom, .dotx)

Yes

No

No

No

Open document (.odt)

No

No

No

No

Microsoft Excel file formats

Open XML files (.xlsx, .xlsb)

Yes

Yes

Yes

Yes

Binary files (.xls)

Yes

No

NOTE: Convert to .xlsx if you want to edit binary files.

No

No

Macro files (.xlsm)

Yes

NOTE: Macros can't be run or changed.

Yes

NOTE: If macros exist, you're prompted to save a copy of the file with the macros removed.

Yes

Yes

Templates (.xlt, .xltx)

No

No

No

No

Open document (.ods)

No

No

No

No

Microsoft PowerPoint file formats

Open XML (.pptx, .ppsx)

Yes

Yes

Yes

Yes

Binary (.ppt, .pps)

Yes

No

NOTE: Convert to .pptx or .ppsx if you want to edit binary files.

No

No

Templates (.pot, .potx)

Yes

No

No

No

Macros (.pptm, .potm, .ppam, .potx, .ppsm)

Yes

NOTE: Macros can't be run or changed.

No

No

No

Add-ins (.ppa, .ppam)

No

No

No

No

Open document (.odp)

No

No

No

No

Other file formats

Portable Document Format (.pdf)

No

No

No

No

Text files (.txt)

No

No

No

No

Where are the files stored and how long are these files stored?

All files are encrypted and moved through Microsoft Azure and saved in memory, but there are never saved anywhere other than iManage Work at cloudimanage.com. Intermediate and journal entries will be cleaned up by the Journal Cleanup utility. The tool looks for iManage Work Next Generation file revisions older than 7 days and removes them. Only the final versions of the files are stored in iManage Work, until deleted.

Why am I not able to add iManage in Add a Place or Manage Storage accounts?

If you have Global Capability Centers (GCC) Office licenses, you can’t add iManage as a storage account in the Microsoft 365 applications for the desktop. This is even when Microsoft 365 for the desktop is enabled. Hence, in these cases, we recommend that you don't enable the Microsoft 365 for the desktop application in iManage Control Center.

How do I enable Add a Location option in Microsoft 365 applications for desktop for a Microsoft Windows device?

If you are unable to see iManage in the list of Add a Place locations in the Microsoft 365 applications for the desktop, change the registry key value of serviceleveloptions to 2.

  • Location: HKEY_USERS<USER_GUID>\SOFTWARE\Policies\Microsoft\office\16.0\common\internet

  • Type: DWORD

  • Name: serviceleveloptions

  • Value: 2

What happens if read/write or full access to a file is revoked when co-authoring or editing a file?

When the file owner revokes the write or full access to one or more editors during a co-authoring session, they can no longer edit the file. In these situations, if they try to edit the file, error messages are displayed by Microsoft. If this occurs, we recommend that users copy their edits into another file to ensure that they don't lose their changes. 

What happens if I don’t have access to iManage Work Next Generation Co-authoring and try to sign in using iManage?

If you don’t have access to iManage Work Next Generation Co-authoring and try to sign in using Add a Place (Microsoft Windows devices) or Manage Storage Account (macOS devices), an error message stating “"Oops! You are not authorized to use Microsoft Word/Excel/PowerPoint. Ask your friendly administrator to fix it for you." is displayed. You'll also not be able to see the menu options in iManage Work at cloudimanage.com.

Why am I receiving the error message “An error occurred during authorization” if I try to sign in to iManage under Add a Place on Microsoft Windows devices or Manage Storage Accounts on macOS devices?

If you receive this error message, it means that iManage Work Next Generation Co-authoring isn't enabled for your iManage Work tenant. Contact iManage Support for help.

Can I use the Microsoft Add a Place integration to iManage Work for OneNote documents?

At this time, Microsoft does not support the Add a Place connection within OneNote. This is an integration we know our users are incredibly interested in, and we'll continue to work with Microsoft to develop support for connecting OneNote to iManage Work for file storage.