Showing posts from 2018

GDPR Use Case for Google Drive

Many of you have probably heard of GDPR but do not know what it is. GDPR, general data protection regulation, is a European Privacy Act that was introduced in May, 2018.  The policy serves to protect the privacy of European citizens and residents. This poses as a major threat to companies (even companies that are not in EU) that contain personal information of European citizens and residents. Therefore, to resolve this problem, company needs to give people access to their personal data so that they can change or delete data. However, in order to do this, the company needs to first locate such data. The Case: Caroline, a business user noticed an age column in a report that need to be deleted as age can often be considered as a sensitive data. Emily, the business analyst, then needs to know the processes that were included in creating this report and the impact of deleting the age column on other reports.
To resolve this case, Emily would need to know which table the age column is located …

Collavate 4.3 Update Release - GDPR

In response to the GDPR European Privacy Act, which was introduced on May 25, 2018, we are pleased to introduce “GDPR Risk Management” and “Post Drafts” functions. A. Collavate European Privacy Protection - GDPR Risk Management Function The General Data Protection Regulation (hereinafter referred to as "GDPR") is a very strong privacy protection law that applies to all companies, even if the company is not located in the EU.
Additionally, if your company has personal information about citizens in EU or even people living in Europe in general, GDPR is a major concern for you. In particular, the penalty for violating GDPR is about 20 million Euros or four percent of your company’s worldwide annual turnover (whichever is larger will be your fine), which poses a serious risk to your company.
We added a flag to allow users to see which files contain secure personal information that meets European GDPR regulations.
How you can utilize GDPR: Collavate's European Privacy Protection G…

How to Build an Intranet for Google Drive

Before I dive into the topic of building an intranet, let’s begin by talking about what exactly is an intranet as well as the benefits business gain out of building an intranet. Intra means within, while net means a group of computers that share the same knowledge base. Together, intranet means a private network that is usually under one enterprise. The purpose of intranet is to distribute and share information among employees.

Now let’s discuss the benefits of intranet. Besides the easy accessibility for employees to obtain information, intranet can increase worker engagement as well as productivity. This is due to the fact that when employees log into a shared, common space on a daily basis, employees would then be well connected to each other and their tasks. With an intranet, collaboration is made easier as employees can easily share files, store conversations, reference relevant past data within the intranet, and manage information efficiently. Other benefits of an intranet includ…

Securing Employee Documents in Google Drive

Google Drive is one of the most robust document storage platforms today. With desktop syncing and integration with Google’s other web apps, Drive is a top choice for many companies looking to  establish a file management system. However, Google Drive’s security specifications are limited—many company administrators find options to be lacking.

As an administrator, you cannot gain a bird’s-eye view of the sharing statuses of your documents. Also, there are very few limitations stopping an employee from sharing sensitive files to external users. Collavate’s Data Loss Prevention (DLP) feature provides administrators with the much-needed security capabilities that Google Drive lacks. Unlike G Suite Enterprise, Collavate DLP secures files across all G Suite Editions, including G Suite Basic, Business, and Education. In addition, Collavate DLP detects shared files from external users. With Collavate’s integration with Google Drive, users can enjoy the flexibility of Google Drive while enjoying…

5 Tips to Centralize Files for Companies via Google Drive

Google Drive can make your work life much easier.  With Drive, your team can stay connected and collaborate seamlessly. Here are five tips to help you centralize your company files with Google Drive: Workflow File Ownership Transfer to Company
Maintaining sharing and ownership privileges can be confusing while processing workflow files.  File viewing and editing privileges must be constantly updated as users request feedback from superiors and as files are slated for completion.   However, the process can be made simple through Google Drive.  File ownership can be transferred to a company folder in order to streamline the workflow process.  Doing so allows files to be viewable by appropriate company employees and enforces administrator privileges across all of the files. Document Templates for Company Forms
While growing a business, there are a multitude of forms that must repetitively be filled out, such as budget statements, leave requests and financial vouchers.  By creating document te…

Collavate 4.2.3 Release: Custom Theme Interface

Good morning, Collavate Users!
It is now springtime which means that the trees and flowers are sprouting abundantly. Below are the release notes describing the changes we made. 1. User / domain Custom Theme UI Support Since it is the spring time, you will want to gravitate away from boring and dull websites. Version 4.2.3 of Collavate allows users to customize the theme color as seen the following screen. As soon as this release was made, this feature was so popular that there was a good competition between each other in the company. Who can make the best Collavate design within your company? To do this, click the three-color icon in the upper right corner. If you are an administrator, you can apply your design to the entire company as shown below. For your reference, we are also working on supporting mobile web and email templates to also support unified color design. 2. Support multiple attachments in Approval Process
In the past, only one file could be attached to the electronic approval …

10 Reason Why Companies Need Workflow Systems

During the course of business, companies have certain requirements that must be met.  How they accomplish the task can be done the hard way or simplified which save time and money.  Let’s take a look at the top reasons companies need workflow systems.

Improved Collaboration Collaboration is a must for businesses.  From the office to clients and business-to-business dealings, it’s imperative that people work together and that they do so efficiently.  A workflow system is a platform where employees can quickly locate projects and provide feedback.  There are many access points where your team can communicate with one another.  This improved collaboration feature allows for transparency within the group too.

Digital Trail
How much time do your team members spend trying to locate a document?  Think of the time it takes to store a document and then to find it again when it’s needed.  Digital copies of all files are stored plus automatic updates occur on all workflow processes.  Imagine how muc…

Collavate 2018 Spring Update - Customize Collavate notification emails

We are excited to release Collavate version 4.2! This major update includes personal and domain-specific editing features and the ability to set email notification methods on a group-by-group basis. We’ve also updated the design to make it simpler and faster!
Email Design Improvements We have improved the design of notification emails that are sent upon electronic document approval to make it more clean and professional. In the future, your logo will be at the center of every email.

Email Templates Customization Now, Collavate workflow or post emails can be edited. Now, you can customize the subject and contents per your company environment. The email template modification screen that is sent when a document is to be processed is as follows. You can modify the default text of the email title and body, and you can easily add and delete predefined variable values. You can also preview changes or revert to the initial contents at any time.
At this time, a total of 12 templates can be customized…