Archivo de la categoría: Collaboration

Collaboration, Document Management, DropBox, File Sharing, Google, Google Drive, Java, Microsoft, My Docs Online Desktop App, QuickBooks, SkyDrive, Web Folders, WebDav

Three App Strategies for Document Collaboration, When To Use Each

diciembre 12, 2013 Richard

When you have a document or file which needs editing or updating by more than one person, in more than one place, controlling the process to avoid the dreaded “intervening update” problem can be a challenge.

In the early days of personal computers the answer was often the “sneakernet”. Create document or file, write to a diskette, put on your Chuck Taylors and walk it to your collaborator, then get it back the same way. Later, LAN technology allowed the file to be placed on a local server and opened across the LAN for editing, with a lock on the file at the server while editing is being performed. When needing to get beyond the local LAN email attachments could be used, or FTP if you had a pre-Web internet connection. Management of “check-in/check-out” and resolving update conflicts was done by humans, not software.

Sounds like the stone age now, but it beat printing a document and editing with a red pen.

The advent of the Web and its browsers, along with widespread, always-on internet connectivity brought new opportunities for using that connectivity and various software design strategies to support collaboration.

There are three essential design strategies for addressing the problem: pure web app (think Google Drive, née Google Docs), file syncing (think Dropbox), and local editing with central locking (think MS Office+Web Folders/WebDAV). Each has its pros and cons, and which approach will work for a given task depends on factors like file type, file size, editing feature set, and client platforms supported.

The Pure Web App Approach

A real web app runs in a browser using javascript and (more and more often) HTML5. This approach in theory can support any device that has a modern browser, including tablets and smartphones, as well as Macs, Windows PCs and Chromebooks. Perhaps the premier example of this approach is the applications available in Google Drive. Simple documents, spreadsheets, presentations, and drawings can be created, edited and shared easily. Collaboration is as close to instantaneous as networking technology allows. Documents are always in synch. The first time you co-edit a word processing document with a colleague on the other side of the world, and you see edits in real time, you should pause for a moment and marvel at how amazing this technology is.

That’s the good. The bad includes:

Google buy-in (or buying into some other platform).
Limited document/file type support. Although you can now upload and download any type of file to Google Drive, you have to convert to a Google format to edit online. You won’t be editing Quickbooks files, for example.

This is using Google as an example. There are other services using the web app approach. SkyDrive from Microsoft for example, or Quickbooks Online from Intuit. The bottom line is all these online apps have limitations, never mind cost (Quickbooks Online costs between $12.95 to over $70 per month).

The File Synchronization Approach

File synchronization apps like Dropbox work by running applications on all your devices, with a special folder that communicates with their servers to propagate new and updated files to other devices. This works well when the only person involved is you, and you have multiple devices (work desktop, laptop, home PC, and sometimes mobile devices). Another plus is the ability to synchronize a wide variety of file types. Each device that will be used to edit or update a file or document will need the appropriate application installed on the device, and all copies or versions of the aforementioned application must be able to handle the internal format of the particular file. For instance, Quickbooks file formats for Windows and Macs are incompatible.

The typical problem for apps using the file synch approach is lack of “file locking” to keep two people from updating a file at the same time. Some file sync apps attempt to resolve intervening updates but usually with little success.

The Local Editing With Central Locking Approach

Server-based file locking apps keep the file on a central server, and use specialized server plus client applications to do the following each time a file needs to be edited or updated:

“Lock” the file on the server to tell other copies of the special client application that the file is “checked out” for update by someone else.
Download the file to a client application on a PC, Mac, or other supported platform (usually as a “temp” file).
Open the correct application for editing.

After editing the process is reversed:

File is saved locally in the temporary location.
File is uploaded back to the central server, where it replaces the old copy.
The “Lock” is removed so other users can take their turn at editing.

It is also a good idea for this approach to offer a “View Only” or “Read Only” copy of a locked file for others to look at (but not edit).

An early example of this approach is WebDAV (DAV stands for “Distributed Authoring and Versioning”). Microsoft refers to its WebDAV support in Windows as “Web Folders”, and supports locks and editing in Office applications such as Word and Excel. The problem with WebDAV and Web Folders is that virtually no other applications other than Office have implemented support for WebDAV locks.

A more general application that can support almost any file type while also supporting central file locking is available from My Docs Online via their java-based Desktop App. The Desktop App uses a “Lock & Open” to lock the file on the central server, downloads the file to a temporary location on the PC or Mac, and then launches the right application based on the file extension. When the editing session is complete the file is saved and closed locally, and then the user does a “Save & Unlock” in the Desktop App to send the updated file back to the server and release the lock.

The ability to support virtually any file type is a strong benefit of this design.

Potential issues with the approach include “network latency”. The bigger the file the longer it takes to download and open the locked copy, or sent it back to the server. The use of Java brings support for multiple operating systems, including all versions of Windows or Mac OS X, but does require Java be installed and kept up to date on the machine.

Choosing an App Whose Design Strategy Meets Your Needs

Which approach will work best for you? It depends on particular needs, and you may need more than one solution depending on particular file types or business processes involved.

If you and all your collaborators already have Google accounts, and if the goal is collaboration on a reasonably basic document or spreadsheet, it’s hard to beat Google Drive. If you mostly use Office, then SkyDrive might be a good fit, and so on. Consider a two-step approach, where, as an example, you use Google Drive to do the early drafts of a document when collaboration needs are heaviest, and then export to a more powerful desktop application for final production.

If your collaboration needs don’t require editing by multiple people, but mostly involve pushing updated versions of files and documents for viewing and reviewing, then a file synchronization app like Dropbox could work well.

If you are using specific file types like Quickbooks, CAD, as well as Excel, Word, or OpenOffice formats, and you need to let multiple people in multiple locations edit without fear of wiping out the edits of a colleague, consider an application like the My Docs Online Desktop App.

Collaboration, Featured, Miscellaneous IT, Project management

Collaborating Through Crisis and Change for Successful Outcomes

octubre 17, 2013 Journey to the Cloud

By Brian Shaw, Program Manager, Managed Services Solutions

Crisis management and change management begins long before an incident occurs with the creation of a collaboration and decision making framework prior to project implementation.

A collaboration strategy needs to address the types of change to be communicated (perhaps based on thresholds for schedule and cost impact), who change needs to be communicated to, and what actions may result from that change. Actions resulting from change collaboration may be as simple as accepting the impact to the project schedule or as complex as allocating additional budgets and personnel. Follow the below steps prior to project implementation and your project team will be ready for change when it occurs. [Note: the method of applying these concepts should scale to the complexity and duration of the project.]

Preparation

Could it be coincidental that “preparation” and “Project Manager” both begin with a “p?” I think not. It is the responsibility of the Project Manager and the project team to create an environment for project success. A communication plan is a key component of project preparation. The plan should take into consideration the multiple audiences for project related information. All too often a single communication method is selected (such as emailing weekly status updates); however, this strategy doesn’t take into consideration that each audience has its’ own needs. A project engineer will require information regarding architecture and device level access that would be extraneous noise to an executive audience.

Additionally, most projects have a threshold for which change can be quickly accepted versus change or crisis that requires escalation. Define these thresholds as early as possible. If the duration of the work effort changes by less that x% or the cost changes by less than $x, can the project team quickly move forward without engaging an executive for approval? Prior to project initiation determine what types of change need to be escalated and who those changes need to be escalated to.

Control Sheet/Project Dashboard

Believe it or not, some audiences of project information don’t like reading MS Project plans and Ghantt charts…go figure. Both executive and client audiences often prefer a succinct format which quickly identifies task families that are on track, those at risk and those that have failed. This type of shorthand project metrics update is often referred to as a project dashboard or control sheet.

A project dashboard should quickly communicate project budget to actuals, project timeline and the status of milestones and/or important tasks. A popular method of sharing the status is the red, yellow, green light methodology. The critical benefit of this communication strategy is that audiences of this information can move quickly to problem areas and work towards resolution actions. If you are using a risk register then the yellow and red lights may kick out to the risk management work stream.

Collaboration Tools

Knowing what you are going to communicate and when you are going to communicate is only part of the collaboration strategy. It is critical that the project team determine how to collaborate and share types of information. Collaboration tools such as SharePoint, Drop Box and Huddle are commonplace, and I highly recommend your project team adopt a collaboration tool if you haven’t already done so.

The collaboration tool you use should allow the storage of multiple types of information along with selective access to information. The best tools allow access control at both the folder and file level. This level of information control allows sensitive information such as access credentials to be locked down to those that need access only.

The control sheet should be maintained within your collaboration tool so appropriate consumers can pull up a live project status at any time. Additionally, the collaboration tool should not replace individual action. If an important change or crisis occurs an update to the control sheet should not suffice as engaging decision makers. Those changes should be escalated in an active way to decision makers.

Execution:

Creating a communications plan around change is only the beginning. Once you’ve determined how you are going to communicate change, what changes will be communicated and how crises will be handled, it is then the responsibility of the Project Manager to ensure that consumers of this plan are informed and clearly understand the expectations. The plan is actionable and when change occurs the project team should be familiar enough with the plan to easily put it in motion.

Bitrix, Bitrix24, Collaboration, Content Management, Customer Relationship Management, Document Management, Messaging, Mobile, Social, Storage

Bitrix24 Collaboration for SMBs Update Supports Online Document Creation, Sharing

octubre 2, 2013 Richard

Bitrix has released a new version of Bitrix24, its free enterprise social network and collaboration suite for small businesses. The new release allows users to create, edit and collaborate on documents online, without having MS Office suite installed on their personal computers.

In addition to using Bitrix24 instant messenger for video and group chats, users now have access to video conferencing and screen sharing capabilities. Email connectors to MS Exchange, Outlook, Gmail, AOL, Yahoo!, iCloud and other popular e-mail services have been added to enable e-mail access from Bitrix24 accounts.

Activity Stream has been enhanced with real time updates, smart forwarding, notification options and company-wide announcements, while engagement analytics module (Company Pulse) has been added to provide real time indicators for enterprise social network adoption, identify roadblocks and slow adopters, and show which intranet tools are currently being (under)used by employees.

Bitrix24 has also released a fully functional mobile CRM, which allows creation or editing of CRM entries and invoices directly from the mobile device. The new mobile app also allows using multiple Bitrix24 accounts from a single smartphone or tablet.

“2013 has been a year of significant growth for us, – said Bitrix24 CEO Dmitry Valyanov, – we’ve signed up 90,000 companies, which is well over 500,000 users for the cloud and onsite versions of Bitrix24 intranet. Our workforce grew by 40% to over 130 employees and we opened three new sales and support offices. GooglePlay now lists Bitrix24 among the top 5 mobile intranet apps, along with or surpassing such established enterprise social brands as Jive Software, IBM Connection, VMWare SocialCast and TIBCO Tibbr. We hope to have a million users by the end of the year.”

Bitrix24 is 100% free to any company or organization with up to 12 employees. Bitrix24 paid cloud plans are priced at $99/mo (50 GB) and $199/mo (100 GB), and both come with unlimited users.

Cloud computing, Collaboration, Featured, IT Management, Unified Communications

Cloud Corner Series – Unified Communications in the New IT Paradigm

agosto 13, 2013 Journey to the Cloud

http://www.youtube.com/watch?v=XHp6Q5RMMR8

In this segment of Cloud Corner, former CEO of Qoncert, and new GreenPages-LogicsOne employee, Lou Rossi answers questions around how unified communications fits into the new IT paradigm moving forward.

We’ll be hosting a free webinar on 8/22: How to Securely Enable BYOD with VMware’s Next Gen EUC Platform. Register Now!

Collaboration, Document Management, Inforama

Inforama Updates Document Production and Automation Platform

julio 23, 2013 Richard

Inforama has released the latest version of its Cloud Document Production and Automation Platform which includes a number of new features and enhancements. Inforama is delivered as a SaaS application that allows users to manage their projects in the cloud and switch seamlessly between public cloud, private cloud and on-premise solutions. With Inforama, users can manage their projects and templates in the browser-based studio and generate documents via the Inforama API.

Version 3.0 includes a number of new features including the ability to produce Open Office letters from templates while inserting custom data fields, text blocks and images. Also included are enhancements to document packs where output formats can be specified and background files can be applied to generated documents. A 30 day free trial is available at http://www.inforama.com

Collaboration, Featured, Unified Communications, Video

The Impact of Unified Communication & Collaboration

julio 9, 2013 Journey to the Cloud

http://www.youtube.com/watch?v=MLYCeloSXMk

“>http://youtu.be/MLYCeloSXMk

In this video, GreenPages Solutions Architect Ralph Kindred talks about the latest industry trends around unified communications and video collaboration and the positive impact it has on businesses today.

To learn more about how GreenPages can help your organization with unified communications & collaboration, fill out this form

Bluewolf, Collaboration, Consulting, Customer Relationship Management, FinancialForce.com, Partnerships

FinancialForce, Bluewolf Partner For Apps+Consulting

junio 5, 2013 Richard

FinancialForce.com, the cloud applications company, and Bluewolf, the global business consulting firm “born in the cloud,” today announced a strategic global partnership. Together, Bluewolf and FinancialForce.com will help companies access and improve visibility into data that speeds bookings-to-billing cycles and enriches customer engagement.

Bluewolf and FinancialForce.com will provide cloud-based applications and services to joint customers that eliminate the borders between the front and back office, and consolidate information across disparate customer relationship management (CRM), back office and supply chain applications. This will allow companies to organize as teams around their customers, instead of internal departmental structures.

“Rather than invest in the maintenance of rigid, on-premises systems, the cloud frees us to focus on customizations and innovations that meet customer needs and create a first-mover advantage in the market,” said Jonathan Adlerstein, CIO of Plymouth Rock Energy. “Working with Bluewolf and FinancialForce.com, we have integrated our sales, customer care, marketing and billing information in the cloud, enabling employees at every level to own any customer interaction.”

Two areas of focus for the Bluewolf and FinancialForce.com partnership will be media billing and general accounting processes.

“Billing reconciliation is a problem for online media companies as most back office systems used to manage ad billing are unequipped to handle changes in orders and invoices. This can result in long billing cycles, unacceptable Days Sales Outstanding (DSO) and in some cases, lost revenues,” said Jeremy Roche, president and CEO of FinancialForce.com. “FinancialForce.com’sMedia and Accounting offerings coupled with Bluewolf’s expertise in the industry will make us the go-to team for customers seeking a proven end-to-end solution.”

As partners, FinancialForce.com and Bluewolf will provide customized and scalable cloud-based billing solutions that reduce the time it takes organizations to send invoices, resulting in a faster turnaround on receivables.

AvePoint, Collaboration, Content Management, DocAve File Share Navigator, Guest Post, Microsoft, Microsoft SharePoint, SharePoint

File Shares & Microsoft SharePoint: Collaboration Without Limitations

mayo 15, 2013 Guest Author

Guest Post by Eric Burniche of AvePoint.

File Shares can be a blessing and a curse when it comes to storing large quantities of data for business use. Yes, you enable a large number of users to access the data as if it were on their local machines, without actually having the data stored where disc space may be at a premium. But native management capabilities of file shares aren’t always ideal, so a third-party solution is necessary to fully optimize your file shares.

The primary benefit of file shares is simple, quick, and easy access to large volumes of data for large volumes of users at marginal infrastructure cost. With little or no training required, users can easily access file shares that consist of individual documents to large files and rich media like videos, audio and other formats than can range up to gigabytes (GB) in size.

The Simple Truth: Organizations are quickly realizing native file share limitations, including notoriously poor content management capabilities for search, permissions, metadata, and remote access. As a result, many have turned to Microsoft SharePoint to manage and collaborate on their most business-critical information and valued data.

The Problem: Organizations have various types of unstructured content on their file servers, which is data characterized as non-relational data– e.g. Binary Large Objects (BLOBs) — that when uploaded into SharePoint, are stored by default with the platform’s Microsoft SQL Server database. Once file share content is uploaded, the overall time taken to remove unstructured content from a structured database is inefficient, resulting in poor performance for SharePoint end-users and exponential storage cost increases for IT administrators.

Difficulty often arises when determining what content is business critical and should be integrated with SharePoint as compared to what content should be left alone in file shares, decommissioned, or archived according to business need. File types and sizes also create difficulty when integrating file share content with SharePoint because SharePoint itself blocks content types like Microsoft Access project files, .exe, .msi, .chm help files, and file sizes exceeding 2 GB violate SharePoint software boundaries and limitations.

The Main Questions: How can my organization utilize SharePoint to retire our legacy file share networks while avoiding migration projects and performance issues? How can my organization utilize SharePoint’s full content management functionality if my business-critical assets are blocked file types or larger than Microsoft’s 2 GB support contracts?

One Solution: Enter DocAve File Share Navigator 3.0 from AvePoint. DocAve File Share Navigator 3.0 enables organizations to increase file share activity and take full advantage of SharePoint’s content management capabilities, all while avoiding costs and disruptions associated with migration plans.
With DocAve File Share Navigator, organizations can:

Expose large files, rich media via list links, including blocked files more than 2 GB, into SharePoint without violating Microsoft support contracts to truly consolidate access to all enterprise-wide content
Decrease costs associated with migrating file share content into SharePoint’s SQL Server content databases by accessing file share content through SharePoint
Allow remote users to view, access, and manage network files through SharePoint without requiring a VPN connection
Direct access for local file-servers through SharePoint without burden on web front end servers
Increase file share content discoverability by utilizing SharePoint’s full metadata-based search across multiple, distributed file servers
Allow read-only previews of documents for read-only file servers

The native capabilities of file shares are unlikely to improve, but fortunately there are third-party solutions such as DocAve File Share Navigator that can help turn your file share from a headache to an asset, allowing you to continue to collaborate with confidence.

Eric Burniche is a Product Marketing Manager at AvePoint.

ICLOUD PE