Q. What is Collavate?
A. Collavate is a web-based document approval and management solution that works 100% with Google Drive. It is a Google Workspace(formerly G-Suite)-based solution that provides a document approval process system, document centralization, tags, and team collaboration as key features and even prevents security incidents such as accidental loss of documents by employees. Compatible with all devices, including PCs, iMacs, and smartphones, you can write documents with multiple people anytime, anywhere and conduct document approval processes to help you make quick decisions.
Q. I want to start using Collavate. Is Google Workspace necessary?
A. Collavate offers different plans for each user group. Read the following descriptions:
Team plan: In team plan, all team members don't have to be in the same Google Workspace domain. Team administrators can invite normal Gmail users to join your team and start submitting approvals.
Business/Enterprise plan: To fully utilize Collavate, you must prepare Google Workspace accounts. You can use organization-friendly features including domain shared tags, templates and more. With Collavate administrator features, you can easily manage access permissions of all documents processed via Collavate.
Collavate is available for every Google Workspace (G-suite) plan.
Google Workspace Business (1-300 users)
Google Workspace Enterprise (Unlimited users)
Q. I want to subscribe to Google Workspace to use Collavate Business plan.
A. Google Workspace (former G-suite) can be purchased with Collavate Business plan through our partner company, Netkiller.
To leave a purchase inquiry, go to the following link: Contact Us
Q. How can I log-in to Collavate?
A. After signing up for Collavate, go to document.collavate.com to log-in and start using our service.
If you are using business plan and your Google Workspace Administrator installed Collavate for your domain, you can also start Collavate from the Google console.
On the top right, click Google Apps → Collavate to login.
Q. I want to delete Collavate.
A. For Collavate Google add-ons, only Google Workspace administrators can delete Collavate for the entire domain in the admin console. For more information, refer to this Google help guide.
To delete your Collavate data, please contact Collavate support.
Q. I’m using Collavate paid plans and have to submit a document to an external user. Can external users review and approve documents without purchasing a license?
A. Yes. If you are using Collavate Team/Business plan, you can submit documents for approval to external users. External reviewers can review submitted documents via email without needing to login or purchase a license.
Q. What should I do when my process is rejected by reviewers?
A. No document can be perfect the first time. Some might need multiple edits to be approved. You can conveniently reprocess your rejected documents and files by clicking reprocess in Collavate. After you reprocess your documents, the review process will start over with the edited documents. To learn more, please refer to Reprocess a rejected document
Q. Starting an approval process, I added two different people to review in the same layer. The document was 'approved' when one of the two agreed and the other disagreed. What is the reason?
A. In Collavate, you can add a reviewer either in the same approval layer or in another approval layer. Collavate administrators can choose how to continue the process when two or more reviewers are assigned to the same layer. You can set it up to require approval from all reviewers or just one before moving onto the next approval layer. To change these settings, ask your Collavate administrator. To learn more, please refer to Administrator Settings for approval process
Q. I want to approve/reject the document. Do I have to purchase a Collavate business plan?
A. No. If you are just using the approve/reject feature, you can simply ask the Collavate administrator to register you as a remote drive user.
Important: If you want to start a process from Collavate or submit a process to domain users, you have to purchase a Collavate license.
Q. Can a reviewer also add reviewers or files to an ongoing process?
A. Yes. For efficiency, Collavate provides the function to add approvers or files while processing.
Q. How can I search for file tags?
A. Tags you add in Collavate are only available on Google Drive and Collavate.
Collavate: Go to Drive Manager → Tags to search tags.
Google Drive: In the search box, enter ctag:tagname to search.
Q. Can I still login to Collavate when I change my Google Workspace account?
A. Yes, even if you change the email address of your Google Workspace account, you can still use your existing Collavate account. However, before using Collavate with the email address of the changed account, Collavate data must be synced. Before you use Collavate, ask your Collavate Administrator to sync your Google Workspace domain in admin settings.
Collavate synchronization can only be performed with an administrator account. Synchronization procedures can be found in the following document: Sync Collavate with google workspace domain.
Note: Documents previously approved or pending approval will display the prior email address.
Q. When first logging in to Collavate, a message appears asking to allow access to Google services. Is there any security issue when I allow access?
A. Collavate works closely with Google Drive. In order to use every feature in Collavate, you have to first sync your Collavate account to Google. To use Google services, you should allow access for Google accounts, Google Drive and Google Docs.
Collavate only handles your data to provide our service and never saves data including your personal information and documents. To learn more about Collavate’s security policy, refer to Collavate Security Policy.
Q. Is there any promotion for nonprofits or educational organizations?
A. Yes, Collavate offers a promotion to nonprofits and educational organizations.
To learn more about this promotion, please contact the Collavate Sales team.
Q. Where are Collavate’s files saved?
A. All files you have created on Collavate are saved on Google Drive safely. Collavate doesn’t have any information except your Google Workspace organization chart.
Q. How can I start a process in Collavate?
A. In the process menu, you can upload files from your PC or Google Drive using the Start Process button. You can also start a process using an existing template. Learn more at Start Approval process