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USING THE LUCID VISUAL COLLABORATION SUITE AS A SINGLE SOURCE OF TRUTH

Reading time: about 6 min

Versioning issues and inaccessibility are two of the biggest roadblocks to
making your documentation useful. Setting up a single source of truth can help
you to avoid the confusion that comes from having multiple versions of the same
document living in multiple locations. And it ensures that all team members have
easy access to the most current and up-to-date information they need to get
their work done.

Placing everything in a single location—such as the Lucid Visual Collaboration
Suite—makes it easier to identify duplicate information and determine which
files are correct and which can be archived or deleted. In addition, it’s easier
to identify and store previous versions so you can access them if needed.

The Lucid Visual Collaboration Suite is cloud-based, which means all of your
information is real-time and accessible by your entire team. We’ve compiled a
list of tips and features to help you get the most out of the Lucid Visual
Collaboration Suite and make it your single source of truth.
 


TIPS TO MAKE THE LUCID VISUAL COLLABORATION SUITE YOUR SINGLE SOURCE OF TRUTH

You might already think of the Lucid Visual Collaboration Suite as a single
source of truth, a place where you and your team can go to find up-to-date
documentation of your company’s processes, working sessions, cloud environments,
and more. That being said, here are some features that will help you take things
a step further. 


COMMENTS AND @MENTIONS

While emails and direct messages are great for certain follow-up conversations,
there’s no need to drag discussions about your Lucidchart, Lucidspark, or
Lucidscale documents out of context. 

Collaborators can add feedback using comments directly in your board, document,
or model. Comments can be accessed in the upper-right corner of the editor, near
the “Present” button, or simply right-click on an object and select “Add
Comment.” 

Want to ensure that a particular co-worker (or group of co-workers) sees your
comment? No problem—just drop an @mention in your comment or assign a task, and
they’ll receive an email notification. 


ACTIONS AND LINK PREVIEW

In Lucidspark, you can link sticky notes, shapes, text boxes, and even freehand
drawings to external webpages and resources.

In Lucidchart, you can link shapes to another Lucidchart document, an external
webpage, or an email address by using Actions (accessed with the lightning bolt
icon). You can also use Actions to toggle between layers and pages of your
document. 

Additionally, in both Lucidchart and Lucidspark, you can use Link Preview. When
embedding a URL link into your document or board, a thumbnail for the link will
appear.

By using linking, Actions, and Link Preview, collaborators can access additional
documentation directly from your Lucidchart document or Lucidspark board.






REVISION HISTORY

Just because a document is your single source of truth doesn’t mean it should
never change. It should grow and adapt as your organization does. That being
said, some changes don’t pan out. Maybe you cut a step out of your onboarding
process, updated the documentation, and then months later, realized that step
was actually more important than you thought. 

In Lucidchart, you can easily access your revision history by selecting File >
Revision History to see what changes were made and when. In Lucidspark, you can
click on the cloud and checkmark icon in the upper left-hand corner near the
board title to access revision history. To see when a document was created,
simply scroll to the bottom of your revision history. You can add names to each
version, restore an old version, or even create a new document from a past
version. The latter option allows you to edit previous versions without changing
the current state of your document or board.

In Lucidscale, you can use Views to:

 * Switch between existing views of your cloud model.
 * Rename or delete views. 
 * Create a new View from a template.
 * Duplicate your current View.


COMPARE VERSIONS

With revision history, you can easily see past versions of your document. What
can be more difficult, however, is seeing what has changed. Fortunately, we’ve
got a fix for that. When you select a version of your document using revision
history in Lucidchart, click the blue “Compare Version” button. You’ll then
select a second version to compare it to. 

This comparison feature pulls up both versions of your document, allowing you to
see exactly what has changed. On the right side of your screen, you’ll also see
a nifty list of those changes compiled for you.


DOCUMENT STATUS

When you’ve got more than one collaborator on a document, it’s crucial that each
collaborator knows the status of the document. Maybe a certain process is still
pending approval or is still in the draft stages—you wouldn’t want a team member
taking that version as the final product. 

To keep everyone on the same page, use Lucidchart and Lucidspark's document
status feature. This feature allows you to assign each document in your library
a status (draft, pending approval, approved, etc.) and update that status as you
go. Anyone with access to your document can see the status, but only those with
editing privileges can change it. 




TEAM FOLDERS

Team Folders are a lot like shared folders: They allow teams to store all of
their documents in a single folder that can be accessed by each team member. So
what’s the difference? 

Whereas shared folders are owned by individuals, team folders are “owned” by an
Enterprise account. If a team member leaves, you don’t have to worry about your
folder—and the documents it contains—going missing. 


INTEGRATIONS

If you’re anything like us, you probably create and store documentation across a
number of platforms. Lucidchart might not be your be-all and end-all—and that’s
okay! With Lucidchart and Lucidspark’s extensive integrations, you can store
your documents and boards alongside your other documentation. So what exactly
does this look like? That depends on the platform. 

Whether you’re working in Confluence Cloud or Google Workspace, you can insert
your Lucidchart diagrams or Lucidspark boards directly into your workspace to
consolidate documentation. If you’re working in Confluence, you can also embed
Lucidscale cloud models. Worried about constantly having to update your
diagrams? Simply enable Auto-Update in Confluence or click “Update Inserted
Diagrams” in Google to apply any changes made in Lucidchart. 

If your team uses Slack, use the Lucidchart and Lucidspark integration to send
all document updates to your Slack account—this way, team members can keep their
comments in the document itself. 

Maybe you’re a Microsoft Teams kind of company. You can add a Lucidchart or
Lucidspark tab within Teams where you can pin documents for easy access.

Pull together your own single source of truth in the Lucid Visual Collaboration
Suite.

Try out these features


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ABOUT LUCIDCHART

Lucidchart is the intelligent diagramming application that empowers teams to
clarify complexity, align their insights, and build the future—faster. With this
intuitive, cloud-based solution, everyone can work visually and collaborate in
real time while building flowcharts, mockups, UML diagrams, and more.

The most popular online Visio alternative, Lucidchart is utilized in over 180
countries by millions of users, from sales managers mapping out target
organizations to IT directors visualizing their network infrastructure.



Related posts:

A single source of truth: Why you need one for team processes



How to create and manage technical documentation faster



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