And, until now, there was no way, without bringing the outside person into the organization’s domain, for the domain to control the activities of such outside party or to maintain control over documents created by such outside persons on behalf of the organization.
Collavate’s Remote Drive User feature, allows safe collaboration with outside parties while maintaining control over documents.
With this new feature, an organization can invite outside collaborators to be a Remote Drive User so they can utilize an organization’s domain when required without being admitted to the domain.
Documents created by outside Remote Drive Users remain within the domain because ownership of such documents is automatically transferred to the domain administrator or other designated person.
When you also consider the participation of outside collaborators, the problem becomes even more acute.
For example, many non-profit organizations have volunteers who use their own personal Gmail accounts to create documents. These documents are created for the organization and typically evolve with the input of others within the organization.
As a result, such documents become an organization’s proprietary asset.
However, problems may arise if the original author of the document suddenly disconnects or deletes the document.
For instance, In one case, a company asked a partner company to work on a contract together. However, the contract suddenly disappeared from the first company’s drive because it did not have ownership of the document.
However, this is difficult to do because it is difficult to keep track of who created which document.
2. Introduction to Collavate’s Remote Drive User Feature
The diagram above depicts the main feature of Collavate’s Remote Drive User feature.
Remote Drive User feature of Collavate allows a personal Gmail user to create documents for an organization and automatically pass ownership of the documents to the organization.
A. Turning on Remote Drive mode as an admin of a Google Apps account
B. Invite Remote Users and activate the accounts
Please choose (2) Remote Drive Users in drop down menu and type in an email address in the (3) box located on the right side and click “Invite Now”.
If the invitee says he/she did not receive the invitation email, simply click (4) the “resend” button.
Now the invitee is activated as a Remote Drive User.
4. Remote Drive Users’ mode
When a Remote User clicks one of the Google Apps domain’s logo, (The screenshot above is a screen after clicking “COLLAVATE, INC” logo.) he/she will be able to see all of the files that are shared with the Google Apps’ Collavate Document Manager.
(For your reference: these files are shared with a Gmail user by the granting of edit/view permission in Google Drive, so opening Collavate in Gmail mode will also list these files.)
The document will also instantly grant editing permission to the Remote User.
The Gmail user can upload files while passing ownership to Google Apps domain. After upload is complete, the Gmail user will automatically have edit permission.