Dropbox is a must have! I don't think I can go back to using the old method to collaborate.
- Install Dropbox desktop software. Dropbox integrates to windows explorer like a normal folder.
- Save files that need to be translated in Dropbox folder. We have folders "Chat"(for chat app), "Screenshots"(to communicate if words are hard to do)
- Make the folder a shared folder. Shared the folder with everyone that is in the team.
- Edit the files directly, it'll sync when you save it. It'll sync the files with everyone when they open the Dropbox software. You can see the icon changes when it is syncing so pretty handy.
- Any Edits to the file will let everyone on the team receive balloon notifications on what is edited/added/deleted. No screenshot as none of my teammembers are around to help me get a notification now :D But you know what it is right?
- There is even a external chat software I found that you can communicate with everyone in the team. Even though it'll create conflicting copies, but at least the chat will be kept for everyone in the team to see when they run the Dropbox application. Normal chat software can't do that. Before we use this software, we were using txt file(or any file) and changing the name of the file. It'll give notifications when we change the file name. As you can see we have a few of the chat app in different folders as individual chat about a certain topic(you can run multiple of the chat if it is put in different folders). We have GeneralChat, ScriptChat, GraphicsChat, Announcements/Questions(no chat here but to get a global msg across if he/she not around). To access them fast, I create shortcuts to my dock so I can check all of them at once after I launch Dropbox.
-Dropbox creates versions of files for up to 2 weeks. So if you accidentally delete something or changed a file, you can get an old version back or undelete files. That's why there is no risk when collaborating with lots of ppl. I never have to undelete or reroll to an older version of file, here is a tutorial:
-If you right click the dropbox icon, you can see 5 recently modified items but sometimes when you're not around, your teammates edit a lot of files, you can go to the event page to look at ALL updates since collaborating. You can also subscribe the page as a feed. For me, I just place a link on my dock to the site when I need to view.
To avoid same file being edited by different ppl. We used an excel file to "log in" and "log out" of a file using colours. So when someone is in the process of editing the file, we can know about it and leave it be. This is very useful for the coder/compiler where they are always taking files to edit code and test out the game. There's a software that did this but you have to install it. In the end I think the software is not really needed and this is enough to use for our current needs.
Lastly, Dropbox is a bit slow though in downloading files when syncing(but luckily our files are really tiny and mostly not over 1MB). You cannot use relative shortcuts in Dropbox. The desktop app kind of use quite an amount of memory(I don't see any difference that impact my pc), the Chat app also use quite a lot of memory for a simple app. Conflicting copies is a problem too. But all its useful features outweight this!