Thursday, January 19, 2017

Establish Team working place for outside contractors and shift workers in Google Drive

The percentage of employees to working from home has grown over the past decade. Telecommunication enables growth in company partnerships, instant global communication, flexible work hours for workers, and the ability to work mobily.


Collavate’s Remote Drive feature allows remote access to your company’s collavate platform to external company users such as freelancers, contractors, and clients. Remote user access is vastly used across a variety of industries such as information technology, legal services, journalism, human relations, and more. Granting access to remote users is highly convenient for effective communication and collaboration.


In addition to convenience, Remote Drive access also provides cost-effective and security benefits. This feature avoids the need to purchase additional G Suite user licences to collaborate internally within a company’s domain. Remote Drive users can join your Google Drive centralized company platform for file sharing and project collaboration. The external user’s work and shared files are in company control.


How it works


An Admin can setup Collavate and manages remote users.


External company users (Remote Drive user) is invited to collaborate with your company via email and must accept to login to your domain.


Create separate groups for clients, contractors, or freelance workers to keep relevant information within a specific group.


Once a Remote Drive user accepts their invitation to collaborate within your company they will have access to Collavate features and collaboration tools.


1. Communication


Clear communication is important and possible with Collavate Group Posts. An exclusive group can be created for your contractors or clients for file sharing and clear communication. A page can be dedicated to discussions, project envisions, and a place for strategic project management.


In the journalism and media industry, companies grant remote drive access to freelance writers, reporters, and editors for collaboration within Group Posts with workflow access to roll out great publishing news articles.


Managers and Remote Drive users can use Group Posts to communicate, manage tasks, and share files. Shared files in Group Post are stored into your Google Drive’s shared group folder  as your team drive.




All shared files are accounted for and kept centralized within the Company’s domain and Google Drive. This helps keep files organized and prevents loss of important files when collaborating with external users. Companies of all types benefit from centralized file sharing, as assets are kept throughout turnover and at the end of projects and services.


2. File Sharing for your Team

External company users can access work-essential files in your Collavate Workspace Folder. A workspace folder contains files that are made available to all company employees.
  • Human Relations guidelines and draft templates.
  • Information technology department provides help & support files in a workspace folder as a resource for company users.
  • Legal firms’ use cases have been to provide legal forms and terms for company-wide access, and for external remote drive users entering.


For centralization file control, files uploaded by remote drive users to the workspace folder become company’s ownership in Google Drive.



3. Seamless Workflow

Providing external users with workflow tools speeds up documents that need to be edited and processed. Inviting a remote drive user provides them with workflow capabilities and allows them to collaborate on documents. Your company shared templates, tags, workdlow deadlines and other resources will be available for remote drive users.


Monday, January 9, 2017

The Latest Collavate Updates: Public Group and Pin Posts

Updates to kickstart the 2017 New Year!
Our Collavate team is determined to move forward and further with our software enhancements this year, just as we have in the previous years. Our advantage is that Collavate is better than it has ever been before, and we only plan to grow from here!


Here are a few updates to start off this year-- with many more to come throughout 2017:


① Public Group
We want our users to be informed about our updates and announcements. In the Public Group tab located on the Collavate home screen, we have created a Collavate Public Group. All Collavate users across all company domains are invited and encouraged to join to always be in the loop with our latest releases and announcements. This is our direct way of informing our users regarding our releases and updates. Joining our Public Group will highly be beneficial for staying informed on our latest features and more!


For more details on how to find our Public Group and how to join, visit our Public Group article


② Pin Posts
We have added a feature to Pin Posts. Pinning a post will bring any post on your feed, particularly important posts and posts that may be far down a page, to the top of your feed. Pinned posts will hold the top position of your post feed.


For more details on how to pin posts, visit our Pin Posts article


③ Groups for Mobile
Groups have been implements onto Collavate Mobile version. Enjoy our group features on your mobile devices and collaborate from wherever you are.


These new features will become available to all Collavate users within the next few days.
We look forward to releasing many more updates this year! For any questions, feel free to contact us at support@collavate.com

- The Collavate Team

Wednesday, December 7, 2016

5 Must-Haves for Document Management in Google Drive

Many G Suite users find themselves needing a streamlined workflow for handling documents and features specifically for work collaboration. It is possible to fully operate with your Google Drive and veer away from Google’s Team Drive limitation to only users in your organization. This limits collaboration with clients, company partners, and contractors. Here are the 5 must-haves for Document Management to operate on top of your Google Drive-- all provided by Collavate.


1. Team Drive for everyone without limits

Google offers Team Drive for G Suite Business users and has limitations such as only allowing Team Drive for colleagues within the same domain. Collavate offers a Team Drive for everyone, including G Suite Basic and G Suite Business. A Collavate Workspace folder creates a Team Drive for whomever you’d like to invite with an email address-- not limiting you to only users in your domain or organization.
2. Social project management

Document sharing, collaboration for work, and effective team communication is made easy with an Enterprise Social Networking platform. Collavate Group Post is designed to increase work productivity while accommodating user-friendly options. Public groups are viewable to all users in your domain which can broadcast information regarding a company event, news, and announcements to all users pertaining to the topic of the group. Private groups allow exclusivity of posts and collaboration for projects and department discussions.

3. Group Post

Collavate Group Post goes beyond a Slack Channel or a Facebook group’s service capabilities. Collavate’s Group Post features are specialized for team project management and document sharing. All shared files within the group is stored in a Google Drive group folder accessible to group members. An Admin of a Collavate group can send member invitations to any user with an email address.

4. Remote Drive User

Capability to invite users outside of your company as a remote user in Google Drive. Remote users can temporarily be a company staff user. A remote user will be able to have access to Collavate’s features in your domain, and all files the remote user shares and works on will be stored within your company’s Google Drive, permitting company ownership of files.

5. Contract management

With a streamlined approval process, contract management can be kept organized and can reduce financial risk. Manage contract creation, ensure proper execution and analysis to maximize operational performance, and share contracts made with customers, vendors, partners, or employees. Contract templates, expense reports, and financial statements can be be set as a template to be reused and duplicated by users to save time in drafting stages. A PDF with a cover page can be generated for contracts showing date of creation, approval timestamps, and comments made by contractor and contractees.

These beneficial features increase business productivity and operates with your Google Drive, allowing users and organizations to expand their work capabilities that rely on Google Drive. Collavate offers a powerful, streamlined workflow approval with additional collaboration features for work. Step-up your G Suite and Team Drive with Collavate!