Death to v3_final_REALLY_FINAL.docx: Modern Collaboration for Multi-Author Papers

The Email Chain of Doom

You know the sequence:

• paper_draft.docx
• paper_draft_johns_comments.docx
• paper_draft_johns_comments_sarahs_edits.docx
• paper_draft_v2_final.docx
• paper_draft_v3_final_REALLY_FINAL.docx
• paper_draft_v3_final_REALLY_FINAL_fixed.docx

By the end, nobody knows which version is current. Someone accidentally edits an old version. Track changes becomes an unreadable mess of colors. Someone suggests "starting fresh" and everyone silently screams.

There are better ways. Version control, real-time collaboration, automatic conflict resolution—tools designed this century, for how teams actually work.

How Collaboration Has Evolved

Era 1: Sequential Editing

The original approach:

1. Author A writes draft
2. Emails to Author B
3. Author B edits, emails back
4. Author A incorporates changes
5. Repeat until done

Problems: Slow, linear, easy to lose versions, difficult to work simultaneously.

Era 2: Shared Folders

Put the document in Dropbox or Google Drive:

• Everyone accesses the same file
• Changes sync automatically
• Conflict files appear when two people edit

Problems: Conflict files are common, hard to see who changed what, no structured review process.

Era 3: Real-Time Editing

Google Docs, Overleaf-style editing:

• Everyone sees changes instantly
• Cursor positions visible
• Comments and suggestions inline

Problems: Requires constant connectivity, changes can be disorienting, still lacks structured review for complex documents.

Era 4: Structured Collaboration

Modern tools combine:

• Real-time editing when useful
• Offline support when needed
• Proper version control
• Conflict resolution mechanisms

This is where we are now—and where we should focus.

What Good Collaboration Looks Like

Simultaneous Editing

Multiple people should be able to edit at once:

• Without internet for every keystroke
• Without overwriting each other's work
• With changes merging automatically

This requires proper conflict-free data structures (CRDTs) or operational transforms.

Change Visibility

You should be able to see:

• Who changed what
• When changes were made
• Why changes were made (comments)
• The document's evolution over time (proper version history makes this easy)

Structured Review

For substantial changes:

• Propose changes without applying immediately
• Discuss changes in context
• Accept or reject with visibility
• Track resolution of discussions

Offline Capability

Collaboration shouldn't require constant connectivity:

• Work offline
• Sync when connected
• Merge changes automatically

Version Control for Documents

Git for LaTeX

Git works excellently with LaTeX:

# Initialize repository
git init
git add .
git commit -m "Initial draft"
 
# Create branch for major revision
git checkout -b revise-methods
 
# Work on methods section
# ... edit methods.tex ...
git commit -m "Rewrite data collection section"
 
# Merge back to main
git checkout main
git merge revise-methods

Why Git Works for LaTeX

LaTeX files are plain text:

• Line-by-line diff shows exact changes
• Merges work at the text level
• Branching enables parallel development
• History is preserved forever

Git Workflow for Teams

1. Main branch contains the current "good" version
2. Each major revision happens on a branch
3. Authors work on their own branches
4. Merge to main when ready
5. Tag submitted versions

git tag v1.0-submitted
git tag v2.0-accepted

Hosting Options

GitHub/GitLab:

• Private repositories for unpublished work
• Issue tracking for TODOs
• Pull requests for review

Self-hosted:

• Complete control
• Data privacy assured

Real-Time Collaboration Tools

When Real-Time Helps

Real-time editing works best for:

• Brainstorming sessions
• Synchronous co-writing sprints
• Quick edits with immediate feedback
• Working through revisions together

When Real-Time Hurts

Real-time editing can hinder:

• Deep writing requiring focus
• Different time zones
• Unreliable internet
• Security-sensitive content

The Hybrid Approach

Modern tools can offer both:

• Work offline when focused
• Sync changes when convenient
• See collaborator changes in real-time when online
• Automatic merge of offline work

Conflict Resolution

Avoiding Conflicts

The best conflict is no conflict:

Clear section ownership: "I'm working on Methods today. Can you focus on Results?"

Communication: "I'm about to rewrite the introduction—hold off on editing it."

Smaller files: Split chapters into separate files. Conflicts in one don't affect others.

Resolving Conflicts

When conflicts happen:

CRDT-based systems resolve automatically:

• Both changes are preserved
• Results merge meaningfully
• No manual intervention needed

Traditional version control requires manual resolution:

1. Git marks conflict sections
2. You choose which version to keep
3. Or merge manually
4. Commit the resolution

latexdiff for Comparison

See changes between versions:

latexdiff old.tex new.tex > diff.tex
pdflatex diff.tex

Produces a PDF with additions and deletions highlighted.

Communication Practices

Document the Process

Create a README or CONTRIBUTING file:

# Writing Process
 
## Workflow
- Main branch: current working draft
- Feature branches: major revisions
- All PRs require one approval
 
## Conventions
- One sentence per line
- American English spelling
- Chicago citation style
 
## Contacts
- Lead author: alice@university.edu
- Corresponding author: bob@university.edu

Use Issues/Tasks

Track work items:

• "Need more citations for Section 2.3"
• "Figure 4 needs higher resolution"
• "Address reviewer comment about methods"

Comment in Context

Use comments attached to specific text:

• "Is this claim supported by the data?"
• "Reference needed here"
• "Consider cutting for length"

Meeting Notes

Document decisions from discussions:

• Why you chose certain approaches
• Responses to reviewer feedback
• Agreed-upon changes

Tools That Work

For LaTeX Documents

Git + GitHub/GitLab:

• Version control
• Pull request reviews
• Issue tracking
• Works offline

Local-first editors with sync:

• Real-time collaboration
• Offline support
• Automatic conflict resolution
• No cloud dependency

Try Thetapad's editor for a modern collaboration experience.

For Mixed Teams

When some collaborators prefer Word:

Option 1: Convert at the end

• Work in Word until content-complete
• Convert to LaTeX for final formatting

Option 2: Pandoc for translation

pandoc input.docx -o output.tex

Option 3: PDF for review

• Share PDF for comments
• Incorporate feedback in source

Communication Tools

Slack/Discord:

• Quick questions
• Status updates
• Informal discussion

Email:

• Formal decisions
• External communication
• Record of agreements

Video calls:

• Complex discussions
• Brainstorming
• Relationship building

Workflow Recommendations

For Two-Person Collaborations

Keep it simple:

1. Share a Git repository
2. Communicate about who's editing what
3. Push/pull frequently
4. Use latexdiff for significant changes

For Small Teams (3-6 people)

Add structure:

1. Designate a lead author
2. Assign section ownership
3. Use branches for major revisions
4. Require reviews for merges to main
5. Regular sync meetings

For Large Teams (7+ people)

Formalize processes:

1. Written contribution guidelines
2. Formal review process for all changes
3. Regular milestones and deadlines
4. Clear decision-making authority
5. Designated conflict resolution process

Security Considerations

Unpublished Research

Before publication, your research is vulnerable:

• Ideas can be scooped
• Competitive advantages can be lost
• Patent opportunities can be jeopardized

Protect it:

• Use private repositories
• Limit access to necessary collaborators
• Use encrypted communication for sensitive discussion
• Consider local-first tools that don't require cloud storage

Data Sensitivity

If your document contains:

• Patient data
• Proprietary information
• Export-controlled content
• Personal information

Take extra care:

• Understand your institution's policies
• Use appropriate encryption
• Limit data in shared documents
• Consider local-only tools

Conclusion

Good collaboration requires:

1. Clear processes - Everyone knows how to contribute
2. Appropriate tools - Match tools to your team's needs
3. Good communication - Over-communicate changes and status
4. Version control - Never lose work, always know what changed
5. Conflict resolution - Have a plan before conflicts arise

Track changes and email attachments got us here. But better options exist now—real-time editing, proper version control, offline capability, and automatic conflict resolution.

Choose tools that fit your team. Establish clear processes. Then focus on what matters: the research itself.