Collanos Blog

Frequently I am asked by people not familiar with Collanos: “Is Collanos Workplace for me?”. My short answer is: “If you’re a team-intensive person then, yes”. The longer one requires further investigation, prompting the candidate user for more information about their professional and personal activities and whether or not they evolve around teams.

To find out if you are a candidate Collanos Workplace user, follow this “10-Step Am I Team-Intensive?” Questionnaire.

1. Open your email inbox after being away for a few hours or an entire day and clean out all the spam, personal emails, newsletters, RSS feeds and any other one-off emails. You should have now a fresh, filtered view of all work and community (e.g. group activities) related emails.
2. Remove (or move to a temporary folder) all the emails that are individual emails, not related to any team-based projects or results from work involving more than just two people.
   Checkpoint 1 – If you have no team-based emails, then you may not need Collanos.
   * Collanos Workplace is a team collaboration solution. If the first two steps resulted with you not having any emails related to team projects than very likely that you do most, if not all, of your work individually.
   * You can still realize some secondary benefits, not related to team projects, that Collanos Workplace offers. For example, you can synchronize and back-up all your content between multiple computers (including if they are on different operating systems). If you have no team emails, skip to Step 9.
3. Group these emails, which should all be related to ongoing team-based projects, into one or more team projects. You should be facing either many emails related to one large current team project or several emails grouped into multiple team projects.
   Checkpoint 2 – The more team-based emails you have the more you need Collanos.
   * The more team projects you have the more helpful Collanos Workplace will be in keeping these correspondences (using Collanos communication tools, not email) in the context of your teams and not mixed up in one muddled inbox.
   * Even if all of the emails are related to a single, large team project, storing these correspondences in a Collanos workspace, using Collanos synchronous (Collanos Messages) and asynchronous communication tools (Collanos Discussions), will allow your entire team to benefit from more organized and manageable content.
4. Count how many file attachments were included in the team-based emails.
   Checkpoint 3 – The more files you have the more you need Collanos.
   * Collanos Workplace provides valuable features that support file sharing, including being able to store files in customized folder structures; trace file changes; know who the last member to modify was and when it was changed; view and restore previous versions; drag & drop from computer folders, and more. Now compare that to an email attachment. Apples and pears…The more file attachments you have in your emails, the more you could have benefited by having them shared (Collanos File Objects) in a Collanos workspace.
   * In addition, since Collanos is a P2P (Peer-to-Peer) application, there is no need to take multiple actions to attach/upload files. Once you have a file in your workspace all other team members have it as well. Synchronization takes place transparently when you are online.
5. Estimate how many times you lost important emails that never arrived or got filtered out by spam filters.
   Checkpoint 4 – The more emails you lost the more you need Collanos.
   * Collanos Workplace synchronizes team members’ workspaces so that all team members have mirror image workspaces at all times (so long as users are online to get the latest updates).
6. Identify who works with you on team projects. Are they within one organization? Are they able to access one central application, such as a file server? Are they closed in a secure firewall? Are they all using the same operating system? Are they all using the same applications? Do they have adequate access to the internet and broadband when needed? Are they on the same or adjacent time zones?
   Checkpoint 5 – The more dispersed team members are geographically, organizationally, and have different systems and security levels, the more you need Collanos.
   * Collanos is built on a Java platform that supports all major operating systems so that users can be on either Mac, Linux or Windows. Collanos Workplace can be used both offline and online, allowing members to edit content when a network connection is not readily available (think Outlook vs. Hotmail). Collanos uses standard http and TCP protocols allowing team members to bypass rigid firewalls and be able to share content across different organizations. For example, when you need to share project information with a subcontractor, consultant, auditor or lawyer you can simply invite them to join the workspace.
7. Analyze the security impact of data being sent via unencrypted email and stored on someone else’s servers.
   Checkpoint 6 – The more confidential your content is and the more important it is for you to store it on your own systems, the more you need Collanos.
   * Collanos defers to standard internet protocols to allow direct synchronization of content between users without requiring data to be stored on our servers. Occasionally, when two members are behind firewalls that prevent direct synchronization to take place, Collanos’ servers relay the content but without storing it on our end.
   * All team content, sent over the internet, is encrypted using standard AES 256 bit.
   * Accessing Collanos Workplace requires a user login and password (this feature will be available very soon).
   * Collanos workspaces are stored on users’ computers in proprietary Collanos databases that cannot be accessed via any other application. Even if someone got access to your computer, he/she would need to open Collanos to access your team content. For example, a MS Word document, stored in a workspace, can only be opened via Collanos.
8. Calculate the time spent and total costs associated with alternative collaboration applications you are currently using or planning to use along with the related service costs needed to setup, run and support these applications.
   Checkpoint 7 – The more time and money you are spending on costly applications and the services and support required to maintain them, the more you can benefit from using Collanos.
   * Collanos Workplace is very easy to install and use without the need of any IT support, allowing the creation of instant, ad hoc teams. Since content is only on users’ computers, there are no servers to set-up and maintain.
   * The base version is free of charge and has no limitations as far as content and members. You will have the option to subscribe (no license fees) to premium features as they become available later this year.
9. Repeat these steps for a couple more days, if you weren’t able to get conclusive evidence that Collanos Workplace will significantly benefit your teamwork.
10. Install Collanos Workplace to see for yourself how easy it is to ‘think out of the inbox’.

Summary
To conclude, this test highlights the fact that candidate Collanos Workplace users are extremely prevalent these days as we become more and more dependent on other knowledge-sharing professionals to complete our own work.
With most people deferring to email as the main collaboration tool for their teamwork there is great potential to realize by switching over to Collanos Workplace. The more team-intensive a candidate user is the more likely Collanos will boost his/her teams’ productivity, save costs, provide more security and make the entire experience of doing things together more enjoyable.

Looking forward to your comments!

As founder and CTO, I would like to initiate a dialogue on our company blog about the technical aspects of Collanos’ offering. This article discusses the main limitations of today’s Workplace release as well as our ongoing activities to address and rapidly fix the problems. The focus is on fundamental platform evolution. I will not talk about business features or collaboration functions today. In my next blog postings, I will shed more light on other aspects like Collanos’ vision, product portfolio and feature roadmaps.

Collanos had been in “beta” for about half a year before dropping the “beta” label two months ago. We have come a long way, but the journey has just started. There are many exciting new features we plan to release to our growing user base. This post introduces some of the features we will release in the coming months.

Starting Out
In eight months, we went through a dozen of small releases, fixing nearly 400 bugs and issues. Don’t be surprised; this is software engineering best practice: quick turn around cycles and “perpetual releases”. We also added many features, and with every improved version, the number of downloads continued to increase. We are about to reach 40,000 downloads, and it is exciting for us to see that famous “exponential curve” (aka the ‘hockey stick curve’) kicking in.

Invaluable Feedback
A big thank you goes to our active user community. Your great feedback helps us better understand what works, what doesn’t, what you like and dislike, and what you miss. This blog post is a summary of the main limitations of our product and how we are addressing them. If you are interested in raving quotes and why users are enthusiastic about Collanos, you can find them on our web site. We have about 30 rotating quotes on the Products page, and new quotes are added daily – just refresh the web page regularly to see them.

Main Limitations
While we receive great feature requests and lots of ideas from users, many could be classified as “nice to have” or are subjective to a very specific use-case. Still, there are a number of issues that come up frequently. In fact, there are important limitations in our current product release that prevent some of our users to deploy the solution more widely. Here is the ranking:

1. User must be online to be invited – An invitee must be online, otherwise there is no way to invite this person. This limitation comes from our current “pure” P2P model with no additional centralized servers or “helper” services.
2. Conflicts can lead to data loss – If two users make changes to content at the same time, then one of the two will likely lose his/her changes. This is a limitation of the current simple “last modifier wins” rule. BTW conflicts cannot be avoided in a P2P system – only mitigated and managed.
3. All content must be received from its originator – The current P2P replication algorithm fetches data from the source (i.e. its originator) only. If the originator is currently offline, its new content or latest changes cannot be received even if another team member is online with that new content.

Near Future
We are addressing all of the above issues with high priority. Our goal is to relieve “user pain” with as simple and pragmatic solutions as possible. We could certainly think of very elaborate and complex “enterprise class” feature sets, but this would only delay the process. Our mantra in engineering is: Deliver great user value fast. In the near future we are going to ship the following features (in this order):

1. Central User Directory – This new central service serves multiple purposes. First of all, it’s a directory for our community so users can easily find other users regardless if they are online or not. You will be able to search by different attributes – much like current social networking sites. And no matter if a person is currently online or offline, you will be able to invite this person.

2. Conflict Bin – This simple “save my data” concept will prevent users from losing their work due to unexpected conflicts. If a conflict happens (again, this is unavoidable in P2P networks), then the overwritten (or even deleted) copy will be saved into the Conflict Bin of the affected user. From there, the data can easily be recovered. At a later stage, we might expand the concept and add support for file versioning. With this, users will be able to refer back to any previous document version.

What’s better? These two features will be rolled out within 3-5 weeks so stay tuned!

3. Improved Replication – Another major effort is going into bringing our replication algorithms to the next level. We are building in some advanced capabilities and intelligence like a peer’s ability of fetching new workspace content from any other peer who already received it, or fetching it from many peers at the same time. Other measures will include advanced optimizations such as measuring P2P bandwidths or dynamically applying priorities. It will also be possible to see how much data is left for transmission on a per object basis.

As you can imagine, the third feature set is a bit more complex to implement. We plan to roll out features gradually with the first set of improvements due in approximately two months. This second-generation synchronization will be the single most important improvement of the Collanos platform. The benefits for our users will be substantial. Users can expect faster replication times and higher transparency of what is being replicated.

And Beyond…
We have a bolder vision, and some of the building blocks are already on the drawing boards:

• Permanent Peer – This service will be an on-demand subscription offered through ISPs. It will boost your overall Collanos experience. Think of it as your other always-on peer that not only maximizes up-to-date workspace content, but offers backup, workspace management, and more.
• Web Workplace – This extension will come with the Permanent Peer. It essentially brings the Workplace to your standard web browser, allowing you to access your workspaces from any connected device. This flexible hybrid architecture will make Collanos the first seamless Peer-to-Peer-to-Web offering.
• Voice Services and Instant Messaging – We will integrate VoIP and more general instant messaging services with our Workplace very soon. The idea is to facilitate individual and team calls directly from the context of your various workspaces. Imagine a one-click conference call with your team!
• Multiple Languages – With the help of our user community, we recently added German to the Workplace and will soon add Chinese. More languages will be added this year. If you are interested in contributing with a specific translation, please get in touch with us.

I hope this information was valuable for you. Do you think we are addressing all the right issues? Do you have questions or would you like to see other topics covered? Please let me know what you think.