Frequently Asked Questions

On the phone
Testimonial about Collaboration Networks from NEIT

What is Collaboration Studios®?

CollaborationStudios.com® (CS) is a secure, web-based, database-driven, business-to-business communications system. Our set of integrated products allows members of a CS network to easily save, organize and share information.

Who should use your services ?

Anyone who has a computer with internet access and who needs to securely interact with others in a workgroup environment. Lawyers, Accountants, Financial Planners, Project Teams, Educational Institutions, Medical Professionals, Banks, Scientists, Engineers, Special-Interest Organizations and Internet Communities can all benefit from our service. CS can reduce costs, improve efficiency and improve user satisfaction for companies both large and small.

How do I get more information?

Please contact us via email through any of the "Contact" links on this site or call us at the telephone number provided for you on the About CollaborationStudios.com page. We will respond to your request as soon as possible.


How much does the service cost ?

CS is very reasonably priced. The final cost depends on the type of license and which services are to be included. We prefer to listen to your needs and then give you a firm price quote. Please contact us and we will quickly respond to your request.


What is needed to run the CS system on my computer ?

You will need a high-speed internet connection (DSL, cable or satellite), a computer running Windows (XP/Vista) or OSX on a Mac, and a copy of Firefox or Internet Explorer. Since CS runs on our servers there is nothing else that needs to be installed on local machines.


What is a CS "Network" ?

A CS network can be thought of as a group of resources (programs, links, data) that can be shared by network members. It performs in many ways like a virtual private network, but it was designed from the ground up to be Internet based. Authorized users can use CS to communicate with one another from anywhere in the world.


Can a member belong to more than one Network ?

Yes, when a member logs into CS they can select which network they want to use. Messages in their system follow the user through each network, but cabinets/folders/files and the permissions associated with them will vary. An attorney, for example, might select his own office network to be primary, but in the course of his business day he might place documents downloaded from a realtor's network into a cabinet owned by the local bank. CS provides both administrators and members with a great deal of flexibility.


What is a Collaboration "Cabinet" ?

Collaboration Cabinets® are software services and tools that work within a Collaboration Network. A Collaboration Cabinet® works like an electronic file cabinet to store, organize, index, archive, and provide workgroup members with access to any type of electronic files used by the members of the network. Since the networks are private and secure, many types of workflow processes that are not safe on the public Internet can be done securely by using a Collaboration Cabinet®. For example: Lawyers, Bankers and Accountants may work with clients, consultants and other experts, located anywhere in the world, as they develop the complex documents needed for confidential business transactions. Medical practitioners may exchange digital electronic media containing confidential patient information, such as charts, pictures, X-rays, MRI's, and CT scans, with other medical specialists located in any global time-zone for remote diagnostics purposes. Administrators and members with the appropriate authority can grant access to private information that is meant for their eyes only.


What does a CS "Administrator" do ?

The Administrator has complete control over the Network. The Administrator controls the look and feel of the CS system, adds members, and assigns members read-write permissions to information stored in Collaboration Cabinets®. For example, the Administrator might decide that the bookkeeper will be able to have complete control over the company Tax Folder, but only be able to read material in the Legal Cabinet.


What is Collaboration "Messaging"?

Collaboration Messaging is the secure "email" component of CS. Collaboration Messaging uses the same SenditSafely® technology used by our clients for many years to allow workgroup members to send and receive secure, spam-free emails, special forms and email attachments between the other trusted workgroup members within your Collaboration Network. Collaboration Messaging also allows network members to communicate with "non-trusted" people, outside the network, through a special email link that allows only a secure and trusted reply to be returned from these external parties.


How is Collaboration Messaging different from normal email?

Standard Email is inherently insecure. When you send an email message the information is transmitted from point to point across the Internet. It can be stored for some time on the sending email server, and usually for an even longer period on the receiving machine. At any point along the way the message can be intercepted and read by unscrupulous systems administrators or hackers.

Although the messaging component of CS looks very similar to a standard email program such as webmail, it works on an entirely different philosophy. Messages are never sent across the Internet in clear text. SSL is used to encrypt the message as it is entered into the Collaboration Messaging program. The data is then immediately stored on our CS server in an encrypted database. Your critical business information can never be read by anyone except the intended recipient.


What file types can CS handle?

CS handles nearly all common formats for text (doc, txt, xls, pdf, and others), graphics (jpg, gif, pic, and many other more complex graphic file types such as Medical DICOM, engineering CAD-CAM, and Adobe® images) and audio/visual media (wav, mp3, mov, swf, qt, wmf, au, sla, and others). CS will transparently convert documents into viewable format without requiring the user to have a particular program on their computer. These CS functions virtually eliminate the problems often found when people try to send one another documents using different programs or even different versions of the same program. Links to external websites or internal webpages are also supported.


How are files Stored within CS?

CS uses a simple Cabinet/Folder/File structure and was designed to mirror the structure of an office filing cabinet. When a data file is uploaded to CS from a local machine, the transaction is encrypted using SSL - the same 256-bit encryption used to transfer credit-card information. The file is assigned an internal number and stored either within our database in encrypted format or as a hidden file below the web root directory. It cannot be found by search engines and cannot be retrieved except by an authorized user who logs into their CS account. On upload CS provides the option of converting the file into PDF format so that it can be easily viewed.


What is a CS "Smartfolder"?

A Smartfolder is a CS Cabinet, folder or file which has been given the ability to respond and perform actions when specific conditions are met. These actions can include data logging, alert issuance, file sharing, file upload/downloading, and program execution. As a simple example, a Smartfolder could be set to send out an email notification whenever a file is uploaded, a more complex applications might include dynanmic program execution based on multi-variable triggers.


What is CS "Metadata"?

CS Metadata is a exclusive technology developed by Collaboration Studios that permits additional information to be attached to any CS file. Metadata information can be in nearly any commonly used format; a text file, an audio clip, an image or even a link to an external URL. CS Metadata technology supports a wide range of applications. For example, if a physician were to write a letter and save it as a primary document within CS, he could include a jpg image such as an xray, saved to the file as Metadata. Multiple metadata files can be attached to a CS document. Each piece of metadata is uniquely identified with supporting information such as date entered, description, etc.


What does the CS Workflow Tracking System (CS-WTS™) do?

In order to maximize efficiency and reduce costs it is common for complicated projects to be broken into multiple work items and allocated to specialists who perform their task and then pass the job on to others. CS enable workgroup members to receive and complete job assignments even if they are located thousands of miles apart. The CS Workflow Tracking System allows work to be received and tracked from initial entry through project completion. The Workgroup Administrator has complete control over how jobs are handled.

For example:
A typical mortgage application goes through a number of steps. The application form is filled out and submitted by the applicant, a bank employee looks over the application, verifies the information and then sends it off to the appraiser. Once the appraisal is done the job is sent back to the mortgage manager for approval or rejection.

CS Cabinets are the ideal place to store and share the documentation associated with each stage of the mortgage. The Workflow Tracking System ensures that all of the steps have been completed properly.


What is the difference between a Workflow Tracking System and a Project Management System?

The two have completely different requirements and objectives.

A Project Management System is usually used on a one-time basis to track the progress made toward a complex objective such as constructing an office building. Reports such as Gantt Charts are used to measure timeline progress, identify project bottlenecks and allocate resources. A project administrator is needed to update each component of the system manually. Use of the Project Management system almost always ends once that project is complete.

A Workflow Management and Tracking system such as CS-WTS™ is usually used on a continuous basis to track the status of particular jobs through a well-defined workflow process. Reports are needed to show which stage a particular job is currently in. Although an administrator is needed to define the workflow, with our CS-WTS system the administrator’s involvement is usually not needed on a day-to-day basis. Our Workflow management systems works together with CS-Smartfolder™ technology to initiate job steps automatically. Once the overall process has been set up a workflow management system will typically be used for many years.


Do you offer an API (Application Programmable Interface) so that we can transfer transactions from our internal computer system into our CS network automatically?

We offer a robust API that will enable you to do exactly this. It is very simple to use and will transfer files from any external system directly into the CS Cabinet/Folder of your choice. On the CS side your Network Administrator would go into their CS administrative panel and set up the necessary API parameters. Your internal technical staff need only write out a simple one line control file to have the work submitted in a "Batch mode" to the location the administrator specified.


What is a CS "Presentation Room"?

CS Presentation Rooms are virtual meeting rooms which permit members to view presentations in much the same way as they would view a slide show. The difference however, is that a CS Presentation Room can be entered from anywhere in the world! For example, a financial planner might put together a presentation showing various investment options. He would invite the client and perhaps the client's accountant into the presentation room to view the material he has prepared. Presentation rooms can be set up to be public or private and can include inter-relay chatting (IRC) and the proprietary CS "Presentation Push" technology, which allows presentation of a dynamic mix of static images such as jpgs and slides together with interactive user-operable web document formats such as PDFs and live web pages, videos, web forms, surveys and many other web media formats.


Does everyone I do business with need to be a Member of CS?

If you only deal with a business associate occasionally, there is no need to give them a full CS id/password and make them a member of your network. If you need information from this person, you can simply request that it be sent to your CS Network and placed in the Cabinet/Folder/File that you desire. For example, if an architect needs a survey from a company that he rarely does business with, he can generate a CS request for that information. When the surveyor receives the request, he can click on the link provided and upload the file directly into the specified folder. CS has a variety of functions that will accept information from outside the network. For example, Forms running on external websites can transmit information directly into a CS folder. All information is sent in a secure manner and proper security protections always remain in place.


How can I integrate CS into my Website?

There are many ways in which this can be done. Usually clients will place a login link to CS on their page. This link will go to a CS login page that can be customized or branded to meet your needs. Powerful CS functions can write information from forms residing on your website directly into CS Cabinets/Folders.


BTI Data CenterCan you tell me more about your physical facilities ?

The physical environment in which our servers run was designed to meet the most stringent security, performance and reliability criteria. Our servers run in a tightly controlled, manned 7-24 data center. In the case of a disaster, we have points-of-presence in multiple data centers scattered throughout the United States. Multiple fiber-optic rings (OC-48 and OC-12) provide communications redundancy. In the unlikely event of a complete power failure to the building itself, battery backups are supplemented with diesel generators.Our servers are high-end SUN blade machines running a commercial version of the Solaris operating system. Mirrored RAID hard drives insure data integrity even in the event of a hardware failure. Backups are sent via a dedicated fiber-optic channel offsite to a separate vault building for storage.


My company already has a local area network and of course we all have access to the Internet. Why would want to use a CS network?

CS was designed to bridge the gap between secure but inaccessible local area networks and the accessible but terribly insecure public internet. CS Networks permit information to be easily shared in a secure manner between authorized business partners. CS provides the functionality of a Virtual Private Network without the expense and limitations of a VPN solution.


I see that CS supports Standard Voice Applications - what do you mean?

Standard Voice Applications give our clients the ability to improve their voice communications infrastructure without purchasing additional hardware.

A few of our Standard Voice Services include:

Local and 800 number provisioning
Voice receptionist
Call Routing
Call tracking
Click-to-Call
Find Me Call Forwarding
Conference Calling
Broadcasting
Voice Mail
And many more services!

Standard Voice Services can easily be integrated into CS Networks when the appropriate "Services" are activated. Of course additional charges may apply - contact us for more information.


v What is CS-IVR and how would I use it?

CS-IVR(also referred to as CS-800)™ is a unique Interactive Voice Response System that works in conjunction with CS-Smartfolder™ technology. CS-IVR™ combines emerging Voice Technologies with the Audio storage capabilities built into the CS Cabinet system. These capabilities enable a client to call an 800-number and connect with their application. They can use the phone's touch pad or our voice recognition software to either receive or send information.

Using our system, salespeople, or agents in the field, can use their telephone to request information or submit work requests. When a call is initiated, the system will prompt for authentication information, and then provide the caller with a list of user-defined options. The caller can either use their telephone’s keypad to make choices, or simply speak. Upon call completion, the system can either store the entire conversation in a CS cabinet/folder/file, or have a work request submitted to the CS Workflow Tracking System using CS-Smartfolder™ technology.

CS-IVR™ could be used as a transcription service, to initiate work requests, conduct surveys, accept orders and much more. In many cases CS-IVR™ can replace a cumbersome computer with a readily available cell phone. View a diagram describing the process. It may seem complicated, but from a user perspective it is no more complicated than making a phone call!

Perhaps a simple example would help:

A CS user wishing to place an order would call an 800# using either a button on their website or their telephone. They would be prompted for their password and asked which application they wanted to enter. If they said "ORDER" they would be asked for a product number. The system would query a database and return with the quantity-on-hand. The client would then be asked to confirm the amount they wished to order. If multiple procurement steps were necessary the transaction could be automatically sent into the CS Workflow Tracking System for further assignments. A complete record of the audio recording might even be saved within the client's folder.

The ability for CS to closely integrate Voice and data applications in this powerful way is unique in the industry.