Shared ActiveWords let a central administrator distribute and control a common set of Words and Actions for users on a Windows network. This is useful when a group needs consistent language, approved text, shared commands, or centrally managed Actions.

How Shared ActiveWords Work

When an ActiveWords file (*.awdb) is assigned as Shared, its data is inserted into each user's ActiveWords data file for normal use. Users can trigger Shared ActiveWords from the main ActiveWords interface, but they cannot edit or delete the shared records from their local user interface.

ActiveWords periodically checks whether the assigned Shared ActiveWords file has been updated. When an update is detected, the previous shared data is removed from the user's data file and the updated shared data is inserted.

Shared ActiveWords files can be stored at any network location accessible by each ActiveWords user.

Creating an ActiveWords File to Share

An administrator creates an ActiveWords file containing the Words and Actions to be shared, then exports that file from the ActiveWords client.

1. Create the Words and Actions to be shared.
2. Give each Action a useful Description that identifies the shared relationship.
3. Assign the same Tag to the Actions you want to export together.
4. Right-click the Tag and select Export.
5. Name and save the resulting *.awdb file at the desired network location.

The network folder and *.awdb file must have read/write access for the ActiveWords users on the network and must be simultaneously accessible by the number of users running ActiveWords.

Create Shared ActiveWords video: Watch the video.

Assigning a Shared ActiveWords File

After the shared file is saved on the network, assign its location to each client. You can do this manually in the Shared ActiveWords settings, by sending users a URL link, or by running a command line file containing the path to the shared file.

Assigning with URL Links or Command Files

Use these URL formats to add or remove Shared ActiveWords assignments:

• Add: activewords:shared?file=[path to file]
• Remove: activewords:shared?remove=[path to file]

For command files, use the ActiveWords executable followed by the shared file URL. For example:

C:\Program Files (x86)\ActiveWords 5\ActiveWords.exe "activewords:shared?silent=yes&file=Z:\Folder\File.awdb"

The silent=yes&file= syntax can be used in links and command files to suppress the confirmation dialog. Administrators can run *.cmd files for multiple ActiveWords installations using network management tools. Create command files in a plain text editor such as Notepad and save them with the .cmd suffix.

Assigning in the Settings Dialog

1. Right-click the floating icon or system tray icon and select Options.
2. Open the Shared ActiveWords tab.
3. Click Add, then navigate to and open the ActiveWords file to be shared.
4. Click Apply, then exit Options.

The contents of the Shared ActiveWords file are inserted into the user's ActiveWords data file and become available immediately.

Assign Shared ActiveWords video: Watch the video.

Editing a Shared ActiveWords File

For easier editing, assign the same Tag to all Actions used in a Shared ActiveWords file. Exporting that Tag creates a *.awdb file containing the Tag and its related Words and Actions.

Editing Shared ActiveWords files requires Advanced Options. Turn on Advanced Options by checking Show advanced tools and options in the Preferences tab of the Options dialog.

1. Right-click the floating icon and select Advanced → Exit external database.
2. Use the file browser to locate and select the active Shared ActiveWords file on the network.
3. The selected Shared ActiveWords file loads as the active database, and the administrator's personal data file is closed.
4. Click Activate on the ActiveWords License dialog and select a valid license file.
5. Edit the shared Words and Actions as needed.
6. Right-click the floating icon and select Exit when finished editing.
7. When prompted, save your changes and deactivate the license applied to the Shared ActiveWords file.

When you exit, the existing Shared ActiveWords file is overwritten at its network location. ActiveWords clients assigned to that file automatically receive the updated shared data. The administrator's personal ActiveWords data file is loaded again when ActiveWords starts on the administrator's machine.

Edit Shared ActiveWords video: Watch the video.

Other Attributes of Shared ActiveWords

• Shared ActiveWords assignments are automatically removed from local ActiveWords installations if the file or path no longer exists.
• If the network path is temporarily unavailable, Shared ActiveWords remain in the user's data file so the user can continue working.
• If a Shared ActiveWords file contains an Action identical to one in the user's personal ActiveWords file, it is included as a duplicate Action.
• Multiple Shared ActiveWords files can be assigned.
• Shared ActiveWords files must have read/write security permissions and be accessible by the users assigned to them.
• Shared ActiveWords in the user data file are ignored by ActiveWords Sync.