Service Updates & Changes

Chat collaboration feature for use between multiple organizations

The Collaboration feature allows different tenants (companies/organizations) to exchange messages with each other within dejiren.
This will enable smooth communication with business partners and cooperating companies, and is expected to improve business efficiency.

Feature Overview

  • Collaboration : A framework for sending messages (chat) between multiple companies.
  • Collaboration Room : A room dedicated to sending messages between multiple companies.
  • Owner Tenant : The company or organization that has the permission to manage the collaboration.
  • Member Tenant : Refers to a company or organization joining in the collaboration.

    A request for collaboration and its approval are made on the Admin page.
    So users with the System Admin role are responsible for requesting for the collaboration and approving it.

Setup Procedure

Collaboration between two companies

This is the simplest way to set up a chat between companies.
A collaboration is established when the applicant company submits a request to the other company and the other company approves it.

Step 1: Applicant company submits a request

  1. Click Manage Collaborations on the Admin page.
  2. Click the Request Collaboration button.
  3. Fill in Collaboration name (optional).
  4. Enter the email address or organization/team ID (number) of the other company in Organization/team to invite.
  5. Fill in Message (optional).
  6. Click the Send Request button.
  7. An email notification will be sent to the other company.

Step 2: Other company approves the request

  1. The system admin will receive a collaboration request email.
  2. Go to Admin > Manage Collaborations > Request/History List.
  3. View the request details under Submitted Approval Requests and select Approve or Reject.
  4. If approved, collaboration between the two companies will be established.
  5. An email notification will be sent to the applicant.

The applicant company will be set as the owner tenant and the company that approves will be set as the member tenant.

Collaboration among three companies or more

For collaborations among three companies or more, all invited companies must approve requests.
Up to 10 companies can join the collaboration.

Step 1: Applicant company submits multiple requests at once

  1. Click Manage Collaborations on the Admin page.
  2. Click the Request Collaboration button.
  3. Fill in Collaboration name (optional).
  4. Enter the email addresses or organization/team IDs (numbers) of the other companies in Organization/team to invite.
  5. Fill in Message (optional).
  6. Click the Send Request button.
  7. Email notifications will be sent to all other companies.

Step 2: Other companies approve the request

  1. The system admin will receive a collaboration request email.
  2. Go to Admin > Manage Collaborations > Request/History List.
  3. View the request details under Submitted Approval Requests and select Approve or Reject.
  4. If approved, collaboration between the applicant companies will be established.
  5. An email notification will be sent to the applicant.
  • All invited companies will determine to approve or reject the request.
  • Any company may approve the request in any order.
  • If only some companies approve the request, the collaboration will be established only among the companies that approve.

Examples:

  • If Company B approves the request, and Company C also approves it, a collaboration is established among the three companies.
  • If Company B approves the request, but Company C rejects it, a collaboration is not established.
  • If Company B rejects the request, and Company C approves it, a collaboration is not established.
  • If Company B rejects the request, and Company C also rejects it, a collaboration is not established.

Operations related collaboration

1. Change permissions for owner or members

To change the permissions for joined companies after collaboration established, follow the these steps.

Steps:

  1. On the Admin page, click Manage Collaborations > Collaborations.
  2. Click the relevant collaboration to show the details page.
  3. Select the company whose permissions you want to change from the list of companies and teams.
  4. Click the Make owner or Make member button

Important limitations:

  • If there is only one owner tenant, the Make member button is disabled.
  • A collaboration must have at least one owner tenant.
  • Only owner tenant can change the permissions.

Required permissions: Only the system admin of the owner tenant

2. Change contact person

To change the contact person who manages a collaboration for each tenant, follow these steps.

Steps:

  1. On the Admin page, click Manage Collaborations > Collaborations.
  2. Click the … button in the Operation column of the collaboration you want to cancel.
  3. Select Change Contact.
  4. Select the new user from the list of system admins and click the Save button.

Notes:

  • If no user (contact person) is set, the button is disabled.
  • Only one user (contact person) can be set per tenant.
  • A user who requests a collaboration and users who approve it will be the contact persons by default.

Required permissions: Only the system admin of the owner tenant

3. Edit collaboration name

To change the collaboration name, follow these steps.
Only the system admin of the owner tenant can change it.

Steps:

  1. On the Admin page, click Manage Collaborations > Collaborations.
  2. Click the relevant collaboration to show the details page.
  3. Click the Change button next to the collaboration name
  4. Enter a new name and click the OK button.
  5. The new collaboration name will be reflected immediately in all joined tenants

4. Cancel collaboration

To cancel the existing collaboration, follow these steps.
Only the system admin of the owner tenant can perform this operation.

Steps:

  1. On the Admin page, click Manage Collaborations > Collaborations.
  2. Click the … button in the Operation column of the collaboration you want to cancel.
  3. Select Cancel Collaboration.
  4. Are you sure you want to cancel the collaboration? is displayed in dialog. Click Cancel.

Notes on collaboration cancellation:

  • You cannot create a new collaboration room under that collaboration.
  • Existing collaboration rooms will be readable but not writable.
  • Email notifications will be sent to system admins of joined tenants and members of collaboration rooms.
  • You cannot remove some tenants from an established collaboration.

Create and use collaboration rooms

Once collaboration is established, create a room for sending/receiving messages.

Collaboration room details

  • Required permissions to create a room: Only users of the owner tenant can create collaboration rooms.
  • Room type: Only private rooms are available. Members can only create rooms that they can leave.
  • Room icon: Collaboration rooms have a square icon, whereas regular room icons are round.
  • Room members: Users from other companies can only be invited by email address. You cannot invite groups and VAs as members.
  • User identification: Users in own tenant will have round icons, while collaboration users (other companies) will have square icons.

How to create a collaboration room

  1. On the dejiren app’s Room area, click New Room (+) and click New Collaboration Room in the expanded menu.
  2. Select the desired collaboration from the collaboration list and click Next.
  3. Enter the Name and Description (optional) of the collaboration room and click Next.
  4. Select the owner and members and click the OK button.
    • Members of your organization: Specify members in the same way as when usually selecting users.
    • Collaboration members:
      1. Click the Add button (+) for owner or member and click Add Collaboration Members.
      2. Click the Add button (+), enter the email address of the dejiren account you want to invite, and click OK.
  5. Click the OK button to create a room.

Security and Limitations

Access Control

  • You may not communicate with other companies without prior approval.
  • Messages cannot be viewed before the collaboration is established.
  • Even after canceling a collaboration, both the owner and member tenants can view the past messages in the collaboration room.

Notifications and History Management

  • All requests, approvals, and rejections will be notified by email.
  • The history of collaboration requests, approvals, and rejections can be viewed on the Admin page > Manage Collaborations > Request/History List.

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