Questions before starting to use Collanos at our work place

[westis]

Hi,

I just recently found out about Collanos and think it looks great! I'm considering using Collanos for my work place, where we are about 10 people, working with different projects.

But after reading the FAQ I do have some concerns that I'd appreciate if someone could give feedback on before we embark on trying out Collanos seriously. The main thing is that several of us don't work at the same time and therefore our computers may not be on at the same time. Although I know this is being addressed with a central repository I'd like to know how the current version is working.

1) Currently we have all common files on a file server, that can be accessible from anywhere within the network (and via FTP also from outside). Can we setup a Collanos user on that computer, since it's always running, to make sure that all documents are accessible at all times?

2) I read that documents cannot be edited while the originator is not online. If a document is created by someone and synchronized to the file server user, can that document be opened and edited by someone else even if the originator is not currently online?

3) Is it a good idea for all users to choose the file server as the repository, so that all documents are stored on the file server and not on the individual computers? That's how it is now and we like it that way, since the other computers are not cluttered with documents that may not be used.

4) If someone is editing a file, then going offline and another person needs to use the updated file, can that second person only access the old version of the file, that was synchronized when both users were online at the same time? Is this so even if the file was synchronized by the first user to the file server user that is contantly online?

Thanks again for an excellent product!

/Daniel

[Gil Heiman]

Thanks Daniel.
Since many of the things you bring up here are related to our product roadmap, I would recommend reading the latest blog posting from our CTO addressing some of these issues:
http://blog.collanos.com/index.php/2007/03/01/glimpsing-into-the-future-of-collanos/

Regarding your concerns, here's my response:

1) You can set-up a user on the server which will always be online BUT keep in mind that the current architecture of Collanos allows only the originator of the content to be the source of the update to other team members. For example, Member A posts a new file in the workspace while Mmember B was online and received the file. Member A goes offline and then Member C goes online. So now C and B are online but C will not receive the new file until A gets back online concurrently.
You can install Collanos on the server and have it represent a team member but not everyone will be able to access this user.
This issue will be addressed once we provide the many-to-many sync architecture, which is already in the works and will allow everyone to share the content.

2) All documents already synced to the user's workspace can be edited (even if the originator of the file is offline). User can do anything offline once he/she already has the content. As I had answered above, the server alone cannot sync the file to the other users if the server is not the originator of the content.

3) This is also answered above

4) Yes. The user will only have access to the older version. The user cannot retrieve the file from the server as it was not the originator. One thing that will make things easier is the Conflict Bin feature which will be available next month. This won't address this issue directly but at least allow users to fall back on previous versions and not lost changes.

Hope this helps.

[westis]

Thanks for your reply!

Yeah, I read the blog entry, just wasn't sure exactly what it meant. Sounds like the next version is going to be really useful, as for our organization we'd really need that central repository or many-to-many synchronizing.

It sounds like the easiest way for us, until the next version, is to have the server user to add new documents to the work space. Then that user, who is always online, is always the originator, although the document itself may have been created by another user.

I also look forward to having the file structure included in the Collanos workspace, as there are always two steps involved when creating a new file: saving it physically to disk and then import it to the workspace. But I'm new to workspace software, so maybe that's how it is supposed to work.

As I wrote in another thread, I also look forward to better use of the task assignments, as I find no way of easily sort by who tasks are assigned to, or by due date. Until that is easier to access those features are not so useful.

But indeed, I'm stunned by Collanos and we're trying it out in our organization now.

/Daniel

[Gil Heiman]

Hi Daniel.

The many-to-many, centralized solution will not be available in the coming release. What's coming is the Central User Directory which will allow offline invites, user log-in/out and more. Later this year we will release the hosting component of Collanos.

The work-around of some current teams is, as you suggested, to have the user with the server access to add the files to the workspace so that he/she supposely is the originator.

Keep up with the great feedback!

[cdgeorge]

Has this situation improved with the file server method of implementation yet? I'd love to know because I would like to start using a file server in my service topology.

To be more exact - in my situation I would like to use a central file server to keep a copy of all the teams' and any clients' collaborated files - then I could backup/archive and look after those files as a system administrator.

This would be great because then in effect, I would be hosting a file server solution with synchronization thus meaning the team / clients do not need to be online when using the file server - yet when they are online all the files will synchronize up centrally - then I can continue to look after the files such as backing them up as mentioned earlier <-- all part of the service using your great collaboration technology as the engine.

I would also be great if the files on the file server where not represented as a gibberish encrypted format - but as recognizable PDF's or DOC's in the flesh - especially on the file server.

Thanks.