How to Add Document Collaboration in WordPress Block Editor (Google-Doc Style)

By | May 12, 2022

Do you want to add document collaboration and editing to the WordPress block editor, similar to Google Docs?

Google Doc-style inline commenting can make collaboration and editing a lot easier in WordPress for multi-author blogs.

In this article, we’ll show you how to easily add Google-Doc style document collaboration and editing in WordPress block editor.

Google Docs like inline commenting and collaboration in WordPress

Why Use a Collaborative Editing Plugin for WordPress?

If you run a multi-author WordPress website, then you may often come across situations where you may want to leave a suggestion or feedback for an author.

Similarly, you may need to work with multiple authors on the same article in WordPress. However, you’ll have to rely on external tools like email, Google Docs, or text to communicate with other authors.

Wouldn’t it be nice if you could communicate right inside the WordPress block editor?

This way your team can more efficiently collaborate to create better content for your users.

That being said, let’s take a look at how to easily make collaborative editing possible in WordPress.

Adding Document Collaboration in WordPress Editor

By default, WordPress doesn’t come with a built-in solution for teams to communicate inside the WordPress admin area, so in this tutorial we’ll be using a collaborative editing plugin.

First, you need to install and activate the Multicollab plugin. For more details, see our step by step guide on how to install a WordPress plugin.

Upon activation, you need to edit an existing WordPress post or page, or create a new one.

On the post edit screen, select any text that you want to highlight for your team members and click on the Comment button in the toolbar.

Select text and click on the comment button

This will bring up a popup where you can leave a comment for other team members to view.

Simply type in the field and click the Comment button when you’re done.

Leave comment or feedback

If you want to add a particular user to the conversation, that’s easy.

Just type the @ sign and select their username from the dropdown.

Tag and invite a user to edit

You can also choose to assign a particular comment to the tagged user.

This will allow them to track any tasks and feedback assigned to them and mark them complete.

Assign a comment to specific user

You’ll notice the comment assigned to the specific user you have tagged.

Assigned comment

You can add comment on almost any text anywhere in the post or page.

The comment button will appear on most blocks including headings, tables, columns, blockquotes, and more.

Leave comment in Table block

You can also add comment to the caption fields for images, audio, and video embeds.

Comment in movie block

Note: Adding the comment does not save them. Your comments will only be saved when you save the post or page you are editing.

Now, you may want to see how it would appear for other users. To do that, you can simply log in to your WordPress website with another account.

Make sure this other account has the user role or permission to edit the post or page where you left comments.

Highlighted text

Upon login, simply edit the post, and you’ll see that the text areas where you left comments earlier are highlighted. Clicking on them will bring up the comment popup.

Go ahead and feel free to add a reply to one of the comments. Your reply will then appear below the original comment.

Once an issue is fixed, you can close that comment thread by clicking on the Resolved checkbox.

Resolved comment

Managing Document Activity and Comments

Want to view all of a post’s comments in one place?

You can view and manage all document activity and comments by clicking on the Multicollab button at the top right corner of the screen.

Plugin panel

It will show you recent comments under the Activities tab. From here, you can directly reply to a comment or mark it as resolved.

If you don’t want to see comments while working on an article, then simply switch to the Settings tab and turn on the Hide Comments option.

Hide comments

The plugin also lets you see the overall summary of activities on the current document under the Summary tab.

Here you can see last edited by information and overall comment stats for the current article.

Comments summary

Send Email Notifications for Editorial Comments in WordPress

The premium version of the plugin allows you to send email notifications for each comment.

We recommend using WP Mail SMTP plugin to make sure that email notifications are delivered. There’s also a free version available that’s more than sufficient.


By default, WordPress uses PHP mail() function to send emails. However, this function can be easily abused, and most WordPress hosting companies don’t have it properly configured.

WP Mail SMTP fixes this problem by allowing you to easily send WordPress emails using a proper SMTP server.

For more details, please take a look at our guide on how to fix WordPress not sending email issue to fix this.

We hope this article helped you add Google-Doc like document collaboration and editing to your WordPress website. You may also want to see our pick of the best author bio box plugins and our tips on securing your WordPress website.

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The post How to Add Document Collaboration in WordPress Block Editor (Google-Doc Style) first appeared on WPBeginner.

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