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Displaying items by tag: sharepoint

sparx prolaborate vision

 McKinsey Survey Report:

More than 40 percent of Enterprise Architects say that the business leaders in their companies are not aware of what the EA group does.

Gartner's report on Critical Capabilities for Enterprise Architecture Tools

Enterprise Architecture tools deliver true value ONLY when the broader organization can use the information that architects and others enter collaboratively for analysis and decision support.

TOGAF Version 9.2

By communicating with stakeholders early and frequently, the architecture team can ensure that they fully understand the architecture process, and the benefits of Enterprise Architecture; this means they can support the architecture team more actively when necessary.

These snippets perfectly convey why it’s critical to be transparent at an organization level when it comes to Enterprise Architecture. A transparent architecture practice can lead the organization

  • to align business and IT leaders
  • make smarter decisions faster
  • be proactive in mitigating risks
  • be agile at times of disruption

and ultimately lead to achieving its vision.

You might have felt that it’s important to make real-time architecture information available to the right audience at the right time while using Enterprise Architect (EA) for the following:

Sparx Enterprise Archtiect use cases

So, in this article, we bring you the top 4 highly successful ways how EA users in large organizations use Sparx Systems Prolaborate to share models online.

 4 ways to share Sparx EA models online

4 Ways to Share EA Models Online

Share to Collaborate

This is the most ideal way to share your Enterprise Architecture information with a long-term perspective. While it’s important to make live EA models readily available, it is equally important to enable collaboration.

Collaboration is crucial in making your Enterprise Architecture efforts a success and lead your organization to the future state you have envisioned. The target audience is the EA stakeholders who want to be part of the larger vision of the organization.

View short videos and case studies

Share with Different Teams or Customers

The objective here is to create simple self-service portals that make valuable information in your Enterprise Architect models available to the whole organization.

Although Share to Collaborate is the ideal way, we have seen many organizations which just want to share EA models most simply and cost-effectively.

The target audience are all users whom you want to constantly update on the progress of your Enterprise Architecture efforts; this can be different customers for whom you are working for or different teams in your organization with whom you want to share frequent updates.

View short videos and case studies

Instant Share

The goal here is make live information from your Enterprise Architect models available to anybody in the organization around the globe instantly.

The target audience can be anybody in the organization who want to get access to live information as quickly as possible.

Let’s say you are done with a business process and want to quickly share it with your team to check their thoughts. All you do is a single click and share the link with them. It’s as simple as that!

View short videos and case studies

Share in Confluence / SharePoint

In the recent past, majority of the organizations have moved away from file-based documents to online knowledge management platforms like Confluence and, SharePoint

And obviously, information from Enterprise Architect models which were being shared in files through various apps have been actively replaced by these platforms.

Whilst these platforms reduce the overheads in sharing documents, it still involves significant efforts from architects to manually update the contents in these pages.

View short videos and case studies

Further topics to explore:


If you have any questions on the sharing ways, trial, or Proof of Concept, feel free to submit your questions using this form or email your queries to This email address is being protected from spambots. You need JavaScript enabled to view it.

Published in White Papers

I wanted to share a tip that I've been using for a while that seems to be a reason some people give for not liking Enterprise Architect (EA) – not being able to track document changes.

EA works by generating RTF documents of its content which many users prefer of the more interactive HTML renderings of that same content – either due to habit or function. While EA has countless benefits for analysis (just read this blog for many examples!) it doesn't provide document versioning / differencing out of the box.

This is no problem at all since MS Word has all the differencing functionality we need to provide that same level of ‘track changes’ that we have all come to depend on (or hate!).

Lets define a scenario to frame our example:

The example scenario

Ok – so you generated a use case document from EA (Enquiry Use Case v0.1 rtf) and sent it around for an internal review the previous week and have been updating the EA model with the required changes. All of the feedback has been incorporated into the model and you proceed to generate a new version, this time calling it Enquiry Use Case v0.2.rtf.

So we now have two documents. The v0.2 document contains our updates but doesn't contain any mark-up to distinguish what has changed which will annoy our reviewing stakeholders.

So what do we do? We turn to the powerful ‘compare’ functionality built into Microsoft Word of course!

In either word document, select the ‘Review’ tab on the ribbon, select to ‘Compare’ button and the ‘Compare’ button again.

Select the Word Compare function

Now we are presented with the comparison options that Word will use when parsing each document.


Word compare options


Original document – locate the v0.1 document

Revised document – locate the v0.2 document

Select the ‘More >>’ button to see further options

Ensure ‘Tables’ is ticked if your RTF template is set up to format using tables

Ensure ‘Show Changes in:’ option is set to New document

Ready? Hit ‘OK’ to generate a new document with the marked changes

example of generated comparison document

We now have a tracked changes displayed for two separately generated documents.

Whats the SharePoint connection? well..

SharePoint for document management

Maintaining document versions is a pain, especially when following a method of manually producing document change sets as above, so using SharePoint makes this a little easier.

Office’s built in SharePoint integration means we can overwrite our previous version with our newly generated model and let SharePoint handle the pain of version tracking.

CAVEAT: This only works when the document library settings for SharePoint are configured to force versioning (Document Library Settings -> Versioning Settings )

document library versioning settings
document library versioning settings

Make sure ‘Create major and minor (draft) versions’ is checked and

Require documents to be checked out before they can be edited? is set to ‘Yes’.

If you don’t have permissions to set the above, contact your SharePoint administrator and they can enable this specifically for the SharePoint document library that you are using.

With versioning configured, rather than saving locally and making sure we rename versions appropriately, we can simply save over the top of the existing version.

Save directly to SharePoint from Word

Select or type a ‘SharePoint’ in the dialogue and locate the existing document. It will prompt if you want to overwrite the existing document – confirm this and we are done.

We have overwritten the current version only and we can easily roll back to any previous as required – no messing around with file naming conventions, multiple documents sources and all the pains that exist without document management.

When we have multiple versions, Word gives us an added feature that we can use for our document comparing advantage.


All previous versions are accessible directly from Word (or any Office app).

We also get an added bonus feature under the ‘Compare’ function we demonstrated earlier.


compare specific version
compare specific version options when working from SharePoint document

Here we get the Major and Last Version options again but we also get the Specific Version option which allows to select ANY version – useful when you've updated several minor versions.

Now you should have one less reason not to use EA and few handy SharePoint document management tips to boot!


Published in Tutorials