If you have ever had to work on a document with others, you have probably experienced the frustration of having to wait for someone else to make their edits before you can see the changes reflected in your copy. This is especially true when you are working on a document with a lot of people, or if those people are located in different locations around the world. It can take hours to get everyone’s input on a single document, and even then you might not know if everyone has seen all the changes they need to see.
Luckily, there is an easy solution to this problem: file collaboration tools. These tools allow multiple users to edit a document at once, viewing each other’s changes as they happen and making sure that no one misses anything important.
Table of Contents
File Collaboration Tools
Below are our picks for the best document collaboration tools on the market. Read on to find out which one of the top document collaboration tools suits your needs and why you should be using a document collaboration tool in the first place.
Teamwork is the foundation of any business.
No matter if you are an e-commerce giant like Amazon, a fashion powerhouse like Zara, or a small mom-and-pop store, teamwork is one of the most important skills that can easily make or break your business.
About 75% of employers rate teamwork and collaboration as “very important” for their business. Getting your team to work towards a common goal encourages creativity and provides a sense of community amongst the employees.
When people have common goals and interests, it creates an unmatched synergy that can outperform any organization.
Collaboration Is Going Virtual: Tools To Enhance Productivity!
Due to the current Coronavirus pandemic, almost all technology companies have gone remote. Although the move was put in place to counter the spread of the virus, remote work has a ton of other benefits:
- It helps minimize office finances like rent, stationery, utilities, etc.
- It helps save commute time for employees, which results in higher productivity.
- It reduces the need for unnecessary office meetings, watercooler talks, and politics.
Companies like Automattic, the company behind WordPress, were already sold on the idea of remote work prior to the pandemic as they closed their 15,000 sq feet San Francisco office because their ‘employees never showed up.’ Automattic gives its employees a $250/month stipend to spend on co-working spaces or for coffee at Starbucks! (Source: Qz)
This shift towards remote working has led to the rise of many online document collaboration tools that can help your remote teams work like they in the same room.
According to a report published by McKinsey, knowledge workers spend an average of 14% of their workweek communicating and collaborating internally. The study also showed that improving internal collaboration through social tools could help raise the productivity of interactions by as much as impressive 20 to 25 percent!
Document Collaboration tools have a lot of benefits. Some of these include:
- Increased productivity
- Brainstorming ideas
- Faster problem solving
- Enhanced creativity
- Faster execution of ideas
- Builds a sense of community
Document collaboration tools allow team members to view, edit, and work simultaneously on a document without sending email attachments to each other all day.
Did you know that teams can create documents 33% faster with a document management tool that cuts out the need for attachments?
According to Econsultancy, workers send and receive about 15 emails that include attachments per day. Over 59% of managers miss vital information simply because they can’t find it or never see it!
Document collaboration tools are critical for working together, streamlining workflows, and eliminating inefficiencies.
List of Best Document Collaboration Tools
Let’s dive into our hand-picked list of the best document collaboration tools on the market!
#1 Collaboration Tool: Bit.ai – Smartest Interactive Documents
The first and one of the most feature-rich tools on this list is Bit.ai. Bit is a new age cloud-based document collaboration tool that helps teams create, manage, and track documents.
Bit helps you make sure your documents are more than just plain boring text. Thus, apart from allowing multiple users to collaborate on documents, Bit also allows users to share any sort of rich media like YouTube videos, SoundCloud Playlists, Google Docs, One Drive Excel Spreadsheets, GIFs, Tweets, Pinterest boards, etc. Basically, anything on the internet with a link can be shared and Bit will automatically turn it into visual content.
Just copy-paste the URL of your content. Bit automatically generates a live preview of your digital content within your document. Imagine how rich and interactive your smart documents can become!
In addition to adding rich embeds and content, you can also add file attachments inside of your documents. It allows your reader to reference additional documents they need to sign, download, store, or access. Bit allows hundreds of various file types to be added to your documents. No more hunting through email attachments to find the right document. You can even choose to preview your file attachments and have them display inside of your documents! You can preview PDFs, Excel, Word docs, Mov. files, etc.
Bit has a very minimal design aesthetic to it, but it’s feature-rich and helps teams rethink the way they work and communicate.
It even includes an ability for users to track engagement levels on the documents they share. Users are able to see who has accessed their document, how frequently, how much time they spent on it, how often they have returned to it, along with other great engagement metrics.
Here’s a visual tour of Bit documents so you can see the amazing interactivity & collaboration:
Here are some additional features Bit provides:
- Create professional-looking docs quickly with Bit’s pre-made and professional-looking templates.
- Content library that allows you to save images, files, and digital content you need to reuse and add often to your documents.
- Smart search allows anyone to search across workspaces, documents, and the content inside of documents quickly.
- Smart workspaces are created around projects, teams, departments, and clients to keep your documents organized.
- The ability to @mention and comment on a shared document allows team members to collaborate and work together effectively.
- Shared documents come with the option to include a lead capture form.
- All settings of a trackable document can be edited at any time and update in real-time with your audience.
- Includes personalized branding on your documents, along with your own custom subdomain so your shared document URLs include your company name.
One of the most impressive parts of Bit is that it’s collaborative and can work with any size team. Teammates can collaborate on documents and easily move Bit docs through normal workflows in your company easily and fluidly.
For example, if a marketer comes up with an idea after doing competitor analysis, they can loop in with his/her manager, bring in a sales manager to the document and make a decision on how to communicate those competitor differences better. They can collaborate and once approved can move the Bit document to the design team, finalize the copy and get the final copy ready for approval from management, legal, and the executive team.
Bit is creating the future of documents for you and your team so you don’t have to rely on multiple tools. It’s the smartest way to create, manage, and track your document all from one place.
#2 Collaboration Tool: Google Docs
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Google Docs is a free cloud collaboration product by Google. Once you create a Google ID or Gmail account, you can get started using Google Docs.
One of the best things about having your documents on the cloud is that you can access your files on any device. You won’t panic if your laptop goes down!
If you’re familiar with Microsoft Word, Google Docs will feel familiar to you. It has a top bar filled with all of your editing and formatting buttons that you’re familiar with.
Google Docs has collaboration built-in, making it easy for your team or clients to collaborate. Once you create a document it’s easy to share it with others via email or a shareable link.
Google provides 15GB of cloud storage on their free plan. You can always upgrade to a paid account if you need more storage.
You can work on a document with your teammates simultaneously over the cloud, give them access to edit or make it as a ‘view only’ doc, and leave comments in real-time.
Google Docs is a great collaborative document tool for small teams. With larger teams, sharing permissions on a document and folder level become difficult to manage as your team grows.
#3 Collaboration Tool: ProofHub
ProofHub is a project management and document collaboration tool that helps teams manage tasks effectively. ProofHub comes with an extensive file management system that allows users to store all their files in a centralized location.
It reduces chaos and confusion and streamlines the everyday working process for teams. ProofHub is one of the finest value-for-money file management tools available today for in-office teams, remote teams, and hybrid teams, because of its ease of use, high functionality, and inexpensive subscription plans.
With ProofHub, you can upload files and documents with third-party tools, attach files and dos to tasks, discussions, chats, notes, store multiple versions of the same files, as well as proof and review files. In a nutshell, ProofHub is a model document and file management software that provides users a plethora of collaboration and management features as well.
#4 Collaboration Tool: Microsoft Word
Who hasn’t heard of Microsoft Word? The famous editor has been around for over 3 decades and continues to be one of the most popular editors out there. Word has become second nature for most of the PC users out there when they think about writing, editing, and formatting text files. The famous ribbon-style formatting toolbar gives a bunch of options to users to edit their documents however they like.
Now with the Word online, Microsoft has taken the classic Word editor over to the cloud, trying to compete with a new generation of editors that have emerged. Word online provides collaboration features that allow people to edit simultaneously and forget about the to-and-fro email chains. Users can also translate documents in your non-native language with just a click.
Word also offers dedicated Android and iOS apps to take your work with you wherever you go.
#5 Collaboration Tool: Zoho Docs
Just like Google Docs, Zoho Docs also provide tools to create documents, spreadsheets, and presentations, right in the cloud.
Zoho Docs make document creation, storage, editing, sharing, and collaboration a breeze. Apart from your documents, spreadsheets and presentations, you can even upload your music, movies, and other files to the Zoho cloud and basically take your office wherever you go.
Zoho cloud offers 5Gb free storage space. You can even sync your Windows, Mac, or Ubuntu Linux computers to the cloud and vice-versa and access your files on any computer, both online and offline.
Users also have the ability to organize their files by teams, projects, file types, and authors which makes it easy to access the files quickly.
With Zoho Docs, you can create folders to organize all your documents more effectively. You can even create team groups and share files privately.
Users can set permissions, password protect your files, or even set an expiration timer after which everyone loses access to the file or document. Zoho Docs also provides the ability to chat with collaborators in real-time to make document editing easier.
Integrations with other cloud services like Google Drive and Dropbox adds a little more flare to Zoho’s offerings.
#6 Collaboration Tool: Confluence
Atlassian Confluence is a document collaboration software for teams to communicate internally.
Confluence allows teams to easily create, share and collaborate on documents, spreadsheets, presentations, and images. Tracking project progress is a breeze in Confluence.
Team members can share PDFs, docs, images, track every version and changes made to a page, and connect to Jira to provide insight into their development work with automatic linking, quick issue creation, and reports.
With the ability to add inline, file and page comments, you can easily leave feedback without getting lost in your email threads or chat messages. Team members can pin comments on the shared file, add their suggestions or feedback, and can edit office files right from their Confluence dashboard.
Users have the ability to organize and share company information amongst employees and with their customers.
Confluence offers two “power” add-ons, Confluence Calendars and Confluence Questions.
Confluence Calendars adds a central source of truths by offering a single calendar for the entire team. The calendar allows teams to keep track of who’s on leave and for how long, what events or projects are coming up, and switch between four calendar views, list, week, month and timeline. Users also have integration options with Google Calendar, Outlook, and iCal. Confluence Calendars cost $10/month for a team of 10.
Confluence Questions, on the other hand, lets team members ask, vote on, and answer questions collaboratively. All the content posted is searchable to avoid users asking same questions again. Team members can earn points for answering questions and can even earn an “expert” status. The gaming angle makes it fun and encourages people to collaborate and help solve queries. Confluence Questions add on also costs $10/month for up to 10 users.
Confluence is a great collaboration tool, especially if your team already uses Jira and HipChat by Atlassian, as it’s designed to work with those platforms.
#7 Collaboration Tool: Dropbox Paper
Dropbox Paper is a document collaboration editor focused on design teams to collaborate internally.
It allows you to add rich media along with text and images to collaborate and work on projects with your team. Add Dropbox files inside the document, YouTube videos, social media posts and more.
You can easily share a document with someone or add a collaborator by simply clicking the “share” button and invite them to view or edit the document via a custom link. You can also create groups and share documents with your teams, so no one is left behind.
Users can share files individually or by creating groups, manage access to documents, assign tasks to a team member with @mentions and give feedback in real time.
Dropbox paper has taken time to create custom stickers to add personality and humor to the conversations you have with your teammates.
Dropbox paper is powerful, yet a light-weight alternative to Google Docs and does a good job of being an online collaborative workspace for teams to work internally.
best file collaboration software
Document collaboration software helps you and your team work more productively and collaborate in real-time, creating more room for innovation.
Know what that means?
No more team confusion and more team fusion! 😎
(sorry, we had to)
But with hundreds of document collaboration tools available today, which one should you go for?
To help you out, we’ll cover everything you need to know about document collaboration tools. We’ll also highlight the top five document collaboration software to help you make the right decision.
Let’s get rolling!
What Is Document Collaboration Software?
Document collaboration software provides teams with the right platform to collaborate effectively.
Whether it’s a Google Doc, PDF, spreadsheet, or anything else, you can rely on document collaboration tools to help you and your team make sense of it all.
How does this work?
Document collaboration tools enable real-time access, edits, and updates for team members who are working on the same project document.
With a collaborative document, multiple people will be able to voice their opinions by contributing or editing the same document 🙌
Not to mention, people tend to feel more confident behind a screen, which could lead to innovative remote team discussions!
ShoutoutToAllTheIntroverts
7 Essential Features For A Document Collaboration Software
Besides real-time editing functionality, here are seven essential features your document collaboration software should have:
- Autosave
Most project management apps have an autosave feature that ensures teams don’t lose important information. Additionally, you won’t have to manually save the doc each time you make an edit. After all, we all know how forgetful we can get! - Version control
Version control is a document collaboration feature that lets team members revert back to previous versions of the doc. It ensures that your team doesn’t lose important info, especially during online collaboration. - Edit tracking
This one’s pretty obvious 😉
A collaboration tool should quite literally let you and your team keep track of any changes or edits that have been made to the document, along with who made them.
- Multiple formats
Your document collaboration software should support different file formats to ensure that you’re not limited to just one kind of document. Imagine being forced to always collaborate over spreadsheets, the horror! - Comments
Commenting is a collaboration tool feature that lets you and your team members ask questions and provide feedback without altering the document. You can also use comments to assign tasks to one another easily. - Mobile-friendly
Mobile accessibility is an integral feature of any collaboration app. It ensures team members have access to the online collaboration tool for remote work.
Imagine not being able to reach coworkers during a work emergency! 😧
fire in office burning
- Large storage space
Document collaboration involves several people and documents, so of course, the collaboration tool you choose needs to have a lot of storage space.
You need to store all those great ideas somewhere, right?
Top 5 Document Collaboration Software In 2021
Here are the top five document collaboration software available today:
- ClickUp
clickup devices 2021
ClickUp is one of the leading project management tool and is used by highly productive teams worldwide.
From team document collaboration to remote project management, this project management software can handle anything and everything!
The best part?
This team collaboration software is free!
ClickUp key features
Here’s why ClickUp is the best document collaboration software available in the market:
- Docs
ClickUp’s Docs is a built-in document collaboration solution for your team.
Use it to create and store important company and project-related documents that your team can easily edit and access.
Here’s a closer look at what you get with ClickUp Docs:
Real-Time Editing to edit a document alongside other team members to maximize collaboration
Collaboration Detection to see when a team member views, comments, or edits a document
Add Authors to get a clear view of who has contributed to the Doc
Real-Time Syncing ensures that recent changes are reflected on every team members’ device
Nesting allows you to organize pages within a document for added categorization
Relationships to link related tasks and pages within your document for easy access and to bring your team’s work in one place
Keep your Docs public or private with the Permissions Feature. Send links for file sharing and you can customize what the recipient can do with the file
Import Feature for importing documents from external sources to Clickup Docs. For example, you can import work from Evernote, Google Docs, and even from a Microsoft Word Document
The ability to get your Docs indexed by Google to appear in search results
That’s not all…😉
Take your Docs to the next level by using these formatting features:
Doc Style: choose the style that best represents your document and work—Classic, Blog, or Knowledge-based style
Subtitle: add a subtitle to include context for extra clarity for your team
Typography: choose from basic and advanced modes
Rich Text Formatting: adjust font size (small, medium, large) and choose from various font and highlighting colors to emphasize important details or even assign certain font colors for each team member for seamless collaboration within Docs
Talk about the perfect tool for knowledge management!
Assigning comments in ClickUp Docs
Collaborating and assigning a comment to a team member in ClickUp Docs
- Notepad
ClickUp’s Notepad feature offers team members a personal space to jot down important ideas. No one else can access your notepad and you can convert your ideas to tasks when needed and then share them with your team.
You can also use the notepad to create simple to-do lists for yourself, like a list of ingredients for a new recipe you want to try out! 🧀 #FoodiesUnite
clickup notepad
Using the Notepad feature in ClickUp
- Comments
Stop, collaborate, and listen with ClickUp’s Comments feature. It lets teams communicate by sharing images, links, and videos within the task and also lets you tag team members.
Worried your team might scroll past these comments or forget to address them?
Don’t worry.
ClickUp’s powerful collaborative system has got you covered!
With the Assigned Comments feature, you can convert comments into action items for specific members. This way, the comment always stays on their radar.
assigned comments subtasks
Assigning a comment to a team member within a task in ClickUp
- Mind Maps
ClickUp’s Mind Maps tool is the Dr. Watson to your Sherlock. 🎩
We all need someone or something to bring a logical approach to our fantastic ideas, right?
For maximum flexibility, there are two modes you can use:
Task Mode helps you visualize your existing task structure by rearranging them into logical paths. You can also edit, create, and delete tasks right from your view.
Blank Mode lets you create a mindmap from scratch. The nodes you create can be converted to tasks with a click of a button.
clickup mind maps
Creating a mind map from Black Mode in ClickUp’s Mind Map view
- Annotations & Proofing
ClickUp’s Annotate & Proofing feature lets you easily add feedback to PNG, GIF, PEG, WEBP, and PDF files. Highlight important points, leave comments and notes for the reader… the file is your oyster!
clickup proofing and annotating
Annotating and proofing in ClickUp
ClickUp pros
Powerful free version with unlimited users
Access to video conferencing and screen sharing with ClickUp’s Zoom Integration
Set Task Priorities to tackle urgent tasks first
Supports Apple, Windows, iOS, Android, and Linux platforms
Easy-to-use user interface with online and offline mode
Excellent customer support
Multiple Views to adapt to Agile, Scrum, Kanban, or any project style
Customized Task Statuses for your project needs
50+ Task Automations to streamline workflows
Task Dependencies helps teams complete tasks in the right order
Intuitive Gantt Chart feature to visualize project progress
Access your team’s activity reports with Pulse
Integrates with several third-party software like Evernote, Time Doctor, Salesforce, and more
Hotkeys and Keyboard Shortcuts to improve user experience
Drag and Drop task reordering functionality
ClickUp cons
No white-labeling support
Can’t export dashboards
Check out ClickUp’s roadmap here to see how we’re fixing these minor drawbacks. Also, see all the exciting features that this free document collaboration tool has in store for you!
ClickUp pricing
ClickUp has a feature-rich free plan with paid plans starting from $5/user per month.
ClickUp user ratings
G2: 4.7/5 (1400+ reviews)
Capterra: 5.7/5 (2000+ reviews)
- Confluence
confluence homepage
Confluence is an online collaboration tool that focuses on keeping teams up to date and working efficiently. But just how confluent is this collaborative platform?
Let’s find out.
Confluence key features
Meeting notes to help your team stay organized
Compartmentalize client information for easy access
Comments and mentions for team collaboration
Version control ensures information isn’t lost
New changes notifications to help teams stay updated
Confluence pros
Designated client info spaces
Collaborators are informed whenever changes are made
Integrates with tools like Jira and Trello
Exports to various formats, like PDF and EPUB
Confluence cons
High dependency on plug-ins, rather than built-in features
Multiple users have to share one account, which can make it harder to track changes
Doesn’t support offline use
Confluence pricing
The pricing plan for this collaboration app starts at $5/user per month.
Confluence user ratings
G2: 4.4/5 (1600+ reviews)
Capterra: 4.1/5 (4000+ reviews)
Not sure about Confluence? Here are some top alternatives.
- Google Docs
google docs homepage
Google Docs is a free document collaboration software that is super-popular for its autosave feature. This collaboration platform also offers smart editing and formatting options to help organize information easily.
Google Docs key features
Ready-made templates provide teams with quick formatting
Access multiple different sharing permissions over your Google Doc
The drawing feature lets you add unique drawings to your document
Autosave feature ensures your team doesn’t lose any critical info
Find and replace functionality helps find terms quickly
Google Docs pros
Easy to use interface
Has rich-text editing features
Integrates well with other Google apps
Import/export flexibility for document sharing
Google Docs cons
Requires internet connection unless you use the Chrome extension
Doesn’t support PDF annotation
Difficult to use as a knowledge base system
Google Docs pricing
The essential features for this team collaboration tool are available for free. For added functionality, paid plans start at $6/user per month.
Google Docs user ratings
G2: 4.7/5 (5000+ reviews)
Capterra: 4.7/5 (22000+ reviews)
- Microsoft OneDrive
microsoft onedrive homepage
OneDrive is a Microsoft cloud storage app that lets teams collaborate by storing and sharing files in the cloud.
But will this tool actually drive your team to success? Let’s take a look:
Microsoft OneDrive key features
Cloud storage space for file sharing
Version control helps your team manage drafting and revisions
Comment notifications for real-time alerts
Permission management functionality
Document review and feedback collection features
Microsoft OneDrive pros
Easy onboarding
Offers 5 GB of free file storage space and teams can earn more space through the referral incentive
Compatible with iOS, Chromium, Android, and Mac devices
Integrates with other Microsoft Office apps like Microsoft Teams
Microsoft OneDrive cons
Difficulty with proofing, editing, and sharing docs outside of Microsoft365
No built-in notepad functionality
Privacy concerns as it scans stored files for ‘objectionable content’
Microsoft OneDrive pricing
The team plans for this document collaboration tool starts at $5/user per month.
Microsoft OneDrive user ratings
G2: 4.2/5 (7000+ reviews)
Capterra: 4.4/5 (8000+ reviews)
- Dropbox Paper
dropbox paper homepage
Dropbox Paper is an online collaboration tool that fosters team collaboration through file sharing.
But is there a reason why we dropped this collaborative software to the bottom of our list?
Let’s see.
Dropbox Paper key features
To-do lists with due dates to help your team with planning
Timelines with project milestones to map out every step of a project
Rich media integration allows you to create dynamic documents
The note-taking feature gives your team a personal planning space
Team @mentions increase comment visibility for collaboration
Dropbox Paper pros
You can zoom in and out of timelines to view weekly and yearly plans
The timelines tool is customizable, which helps improve team organization
Suitable tool for writers who need content collaboration
Offers templates to help you get started quickly
Dropbox Paper cons
No offline mode available
Creates a new file every time multiple users are viewing a file and someone saves changes
Limited formatting options
Dropbox Paper pricing
This document collaboration tool has a free plan with paid plans starting from $15/user per month.
Dropbox Paper user ratings
G2: 4.1/5 (4400+ reviews)
Capterra: 4.4/5 (100+ reviews)
- ONLYOFFICE
ONLYOFFICE is an open-source collaborative office that comes in all shapes and sizes: on-premises and in the cloud, as a full-stack Workspace or as separate ONLYOFFICE Docs, desktop and mobile editors, for businesses of any scale and for personal use.
ONLYOFFICE key features
Collaborative editors for text documents, spreadsheets, and presentations
Ability to create PDF forms online
Track changes, mentions, version history, document comparison
Built-in document chat, Telegram and Jitsi plugins
Advanced sharing permissions (commenting, reviewing, form filling, custom filtering) and external link access
Private rooms for end-to-end encrypted document collaboration
Document management along with projects, email, CRM, calendar
ONLYOFFICE pros
Maximum MS Office compatibility with both cloud and self-hosted versions
Advanced security features and third-party services integration
Free personal plan as well as desktop and mobile apps
Open source
ONLYOFFICE cons
In case you prefer to work with ODF formats, these files are converted to OOXML
ONLYOFFICE pricing
The cloud version of ONLYOFFICE Workspace is free for small teams with up to 5 users. A Business plan starts at $4 per user/month.
ONLYOFFICE user ratings
G2: 4.3/5 (30+ reviews)
Capterra: 4.5/5 (300+ reviews)
What Are the Key Benefits of Document Collaboration Tools?
An excellent document collaboration tool helps teams communicate and work together in a centralized workspace. It also encourages teams to share more ideas and in turn, create a better working environment.
Here’s what some of the best document collaboration tools bring to the table:
Saves time
Improves communication
Remote access
- Saves time
Document collaboration software helps you stay ahead of the game by eliminating time-consuming admin tasks. You can easily search for relevant documents without drowning in paperwork! #finally
man throwing paper everywhere
- Improves communication
Have you ever received an email asking for feedback with a long CC list?
And you thought: “Eh, someone else will provide feedback.”
The reality is, everyone’s probably thinking the same thing and no one ends up responding to the email.
But what’s a team without team communication?
With document collaboration software, everyone in the team can see real-time comments and once one person adds a comment, other team members are likely to follow suit.
Looking for other ways to motivate your team? Read our curated list of inspirational quotes!
- Remote access
Collaboration tools let your in-office and virtual team members access files, media, and documents via their mobile device anytime, anywhere. Sort of like a virtual department for remote collaboration.
Struggling to work from home? Don’t worry, here are some no-nonsense tips.
Conclusion
Document collaboration software gives your team a platform for greater engagement and communication.
Sure, you could stick with long email chains, high admin costs and disengaged team members, but we both know it’s really not ideal 🙅
With features ranging from real-time collaboration to instant messaging, document collaboration software provides teams and project managers with everything they need for team collaboration.
And while Google Docs and Dropbox Paper are great free document collaboration tools, ClickUp offers advanced team document collaboration and innovative task management features that are complete game-changers.
Conclusion
Let us know your thoughts in the comment section below.
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