Keep getting sharing violations

Hello.
I just started at a new company. As much as I was excited, I soon realized why I was hired. (To clean up a mess and help prevent it from getting messy again).

One problem is that the email server is overloaded with emails with the same question: Whats the status of this order?
Now picture a company with 7 branches overseas, each shipping out hundreds of orders each month. And half of the orders are held up because the sales rep or customer didnt provide all necessary details and documents to ship the order.

Im trying to build a shareable order status sheet where me and at least 2 others can simultaneously update the statuses of each order. It would also explain why an order is held up. This is to provide real time info to the branches overseas and eliminate the need to email us asking for a status update.

However each time another user makes an update and saves, it says theres a "sharing violation".
The file is placed on a public drive for everyone to view and update. IT department is unable to figure it out why.

Can anyone help?