QUICK PITCH

Optimizing Collaboration While Protecting Your Domain

The Problem

The Cloud has made computing ubiquitous, and through smart devices, accessible from anywhere.  This phenomena has created a new paradigm in how and where people work and play.  For organizations, it also gives rise to many practical issues of how to provide meaningful access to the organization’s information assets to the various stakeholders and still protect the security of such assets.  How do you encourage collaboration, but also maintain control and ownership of your information assets?  How do you protect your information assets from unauthorized external access and internal inadvertence or sabotage?

The Solution: Collavate™ 

 Collavate™ provides solutions to all of the practical IT needs of an organization in this rapidly evolving new environment.  Collavate™ drives real time collaboration through its multi-dimensional work flow approval process through which you can process up to four documents together and establish both horizontal and parallel work flow.  Its Tag function allows for easy version control and easy classification, storage and retrieval of documents and files.  Its 5 Tier Security feature allows restricted access based on predetermined clearance levels.  Collavate™ stores all revisions to documents, and all domain activities are visible, stored and accessible by the domain administrator.  When a document is processed, the ownership of the document automatically transfers to the domain administrator allowing for control of access and editing authority.  

All of these features address two fundamental concerns of every organization: how to make optimum use of the organization’s information assets; and how to protect those assets.   Collavate™ currently provides solutions for close to over 2,400 business and close to 400,000 users. 

We coined the term Collavate™ for our company and product because it embodies the concepts of Collaboration and Innovation, the driving forces in our company as well as our product.  We believe that productivity can be greatly enhanced and made more efficient by innovating through collaboration.  Our product is designed to enable organizations to achieve such productivity.

Feature Highlights

Document Management

     TAGS: Use shared or personal Tags to better manage documents, and enhance searches.

     Cross-search documents across the domain, subject to applicable security level clearance.

     Manage documents, files, and folders by assigning security levels for users and documents. Protect documents while providing selective access to them.

     Upload email attachments in one easy step regardless of the number of attachments.

Automated Workflow

     Write, edit, and approve any file types supported by Google Drive.

     Determine the number and sequence of approvals.

     Automatic transfer of document ownership to designated domain administrator.

     Archive documents after approval; restrict access.

     Create, save, and reuse templates for frequently used approvals.

     Examples: Contracts / Quotations / Invoices / Presentations / Expense Reports.

Document Archiving

     Archive document activities in real time.

     Archived data can be stored for any length of time to meet any compliance requirements.

     Admin can search across the entire domain by users and archived documents.

     Google Drive activities can be exported as CSV files.

Key Accomplishments and Product Traction:

SaaS based revenue model with 2, 400 total domains(Over 400K Users) with trending growth and revenues;

Recurring revenues on an annual basis from renewals;

Accessible through PCs and all mobile devices;

Established growing global reseller network with resellers currently in Asia, the Americas and Europe;

Fully integrated with Google;

Multiple sources for new customers and new revenues through listings on the Google Chrome Store and Google Apps Marketplace;

Global customer base with increased interest from all parts of the world;

Achieved a ranking of 3rd on the Google Apps Marketplace and a 1st ranking in the document management category; and

Increased sales traction, increased lead generation, and great reviews about the product.

How We Drive Value

    Collavate™, the only true Google based document collaboration, workflow, management and security solution, solves all of the following organizational needs and more:

1.  Increasing Productivity:  Collavate allows for easy and seamless workflow processing of forms and documents.  Such processing can be customized to permit both horizontal and vertical processing (approvals).  You can also process multiple documents at once.  Templates can be used for processing commonly used documents or forms.

2.  Optimizing Use of Information Assets:  Collavate’s Tags feature allows for easy classification and sorting of documents and files.  Use of multiple tags provides for additional flexibility and more specific and deeper searches.  Use of cascading tags permits cascading searches with increasing levels of specificity.  In addition, Collavate permits searches by contacts.  This means that you can search for documents by the name of the person that you shared the document with.  This is handy if you cannot remember the name of the file, but you remember with whom you collaborated on the document.

3.  Securing Information Assets:  The following feature allows an organization to full internal security over its IT assets:

     A.  5 Level Security System: Collavate 5 Level Security System allows an organization to enforce document access restrictions across a domain by assigning security level clearance to both users and documents which are assigned by the domain admin.

     B.  Secured Tags:  This feature, which is scheduled for release in June, can also be utilized to restrict access, but with Secured Tags, the effect is on a file by file or document by document basis rather than across the entire domain.  

     C.  Ownership Change:  Once a document is created and then processed, the ownership of the document automatically changes to the domain admin so that the organization can maintain ownership of the document and any related copyrights.  

     D.  Real Time Activity Detection:  With Real Time Activity Detection, an organization can track any activity within a domain, including any changes made to any document.

4.  Archiving Revision History:  This feature allows an organization to archive all of the activity and all changes to files and documents within the domain.  Such archives can be maintained for as long as the organization requires (subject to any storage costs that may be incurred).   Google only maintains such records for 30 days.  Archiving is available for document histories, revision histories, and workflow histories.

5.  Increasing Innovation and Creativity:  Collavate allows for collaboration among multiple contributors, and with its horizontal and vertical approval processes, such collaboration can be structured, and it can be processed.  Such collaboration should lead to a higher probability of increased creativity and productivity.

In addition to these functions, Collavate can be accessed and used anywhere, and it can even be used with Gmail users and non-Google users.  Future versions will be available on different platforms, and Collavate’s Mobile Application is scheduled for Release in June.