This is the second part of our explanation of the internal chat function “Collab Chat”. The entire explanation is composed as follows:
- Part 1. Let’s Try Collab Chat
- Part 2. Use Different Channels for Different Purposes (this page)
- Part 3. Let’s Try Out the Convenient Features of Collab Chat
For basic explanations about Collab Chat, please refer to Part 1.
This page will explain the characteristics of each channel and how to choose the right one.
In Collab Chat, messages and comments are posted within Channels. A Channel is a posting space similar to a room where conversations can be organized by specific topics or members. There are five types of channels, each with different characteristics such as being linked to an organization or app. Also, the members who can join, view, and post within a channel vary.
Therefore, in order to properly convey information to the intended recipients, it is important to choose the appropriate channel based on the content of the post and the situation.
This page will explain the features of each channel and how to choose the right one.
Now, let’s explain the basics of channels and their characteristics.
1. The Basics of Channels
A Channel is like a room where conversations are open only to participating members. Just like moving between rooms, you can switch between Channels depending on the purpose or topic of the conversation.
There are five types of Channels, and each has its own characteristics:
- Organizational Channels
- App Channels
- Process Channels
- User-Created Private Channels
- User-Created Public Channels
The side menu displayed on the left side of the Collab Chat screen displays a list of the Channels you are participating in.
Each channel has its own set of members who can view and post, as well as conditions for participation.
Channels other than User-Created Public Channels are private channels that cannot be viewed by anyone except participating members. Even users who have previously posted to a channel will lose access to view it if they are removed from membership of the channel or no longer meet the participation requirements for the channel.
In the following section, each type of Channel is explained.
2. Organization Channels
This is a Channel based on the Workflow Platform’s [Organization] settings. When an Organization is created, an Organization Channel is automatically created. It can be used to make announcements or reports to users belonging to the relevant department.
At the top of the left side menu, you’ll see a list of Organizational Channels you belong to.
Members of an Organization Channel are users who belong to the Organization the Channel is linked to or its sub-Organizations. In other words, users are automatically added as members to their Organization’s Channels and to Channels of their parent organizations, depending on the Organization’s settings.
Therefore, the company-wide (root) Organization Channel includes all registered users.
Additionally, if a user no longer belongs to the Organization (or a parent Organization) that the Channel is linked to, they will no longer be a member of that Organization Channel.
3. App Channels
This is a Channel linked to a Workflow App, and exists for each App. When a new App is created, an App Channel is automatically created. You can use this Channel to consult with users of the target App about App settings or to discuss workflow improvements with users.
The following users can be App Channel members:
- Users who can launch new Apps linked to App Channels
- In the processes of the above application:
- Users who have been offered or are currently handling any task
- Users who have processed any tasks
- Users who have any of the following permissions for the above app:
- App Administrator Authorization
- Process Manager Authorization
- Data Viewer Authorization
- Data Viewer (only Progress Information) Authorization
The names of up to 10 starred apps will be listed in the [App/Process Channel] section in the left side menu.
The App/Process Channels column in the left side menu displays a list of some of the Apps participating in App Channels or Process Channels.
To open the Channel for the desired App, click the App name in the list, then click the App Channel button.
If the App you want to open the Channel for is not listed in the left side menu, or to see a list of all Apps participating in the Channel, click “App List”.
To add a star to an app, on the screen displaying the App and Process channel lists, fill in the star to the left of the App name.
Star indicators are used consistently across workflows and app settings.
4. Process Channels
This is a Channel linked to a Process that is automatically created when the Process is started. It can be used to ask questions or share information about the issue with the people involved, or to provide additional information about task processing, such as the reason for a task being sent back. Process Channels are also linked to the App that started the Process.
To open a Process Channel, click on the App from which the Process started from the left side menu or [App List]. A list of projects from that App that have posts in the Process Channel will be displayed. Select the project whose Channel you want to view.
The side menu displays only apps marked with a star (★). If an app is not displayed or the app you’re looking for is missing, click [App List]. This will show a list of apps for which you are a channel member. For details, see 3. App Channels.
Clicking on an app will display a list of projects (Processes) started with that App. Only the projects with posts in those channels will be listed.
Process Channel participants are users who can view the details of the Process that the Channel is associated with. Specifically, these users are:
- In the Process associated with the Process Channel:
- Users who have been offered or are currently handling any task
- Users who have processed any task
- Users with the following authorization for the App that started the above Process:
- Process Manager Authorization
- Data Viewer
- Data Viewer (only Progress Information)
5. User-Created Private Channel
These are Channels that users can create freely. However, only users who have been granted permission to create private Channels can create Channels. These are closed Channels in which only participating members can view or post content.
It can be used for sharing information among members of multiple specific organizations, exchanging information only among those involved in a confidential project that is not directly related to the project, or exchanging information among qualified individuals.
Any User-Created Private Channels you have joined are displayed with a lock icon lock in the left side menu.
Members are added by the Channel administrator. Channel administrators and members can be added by specifying individuals, Organizations, Positions, and Roles.
6. User-Created Public Channels
These are channels that anyone can view and join. However, only the channel’s members can post. To become a member, users must join the channel themselves.
Like User-Created Private Channels, users can freely create these channels. However, only users granted permission to create public channels can create them.
They can be used to share tips with all employees, hold open discussions based on a theme, and interact with internal communities that are not tied to work.
User-Created Public Channels that you have joined are displayed in the left side menu with a hash icon tag.
To join a channel, select [User-created Channel List] from the side menu to display a list of user-created public channels.
When you open the screen, only the channels you are currently participating in are displayed, so turn off the [Joined] toggle button. This will display a list of channels you are not currently participating in.
When you hover your cursor over the desired channel, a [Join] button will appear, so click it.
7. Key Points for Selecting a Channel
As mentioned earlier, each channel has different purposes and members. You need to choose which channel to post to, taking into consideration the characteristics of each channel.
The following is a comparison of the five channels that have been introduced and their characteristics. Please use this as a reference.
| Type | Creation method and relationship with other functions | Participating members | Usage example |
| Organization Channels | Automatically generated Linked to an Organization |
Contains the following users:
|
|
| App Channels | Automatically generated Linked to the App |
Contains the following users:
|
|
| Process Channels | Automatically generated Linked to Processes and Apps | Contains the following users:
|
|
| User-Created Private Channels | Created by the user | Added by channel admin |
|
| User-Created Public Channels | Created by the user | Users themselves participate |
|
まとめ
Collab Chat’s Channels are spaces for organizing conversations. There are five types of Channels, each with different features and member participation ranges. Choosing the right channel will determine the speed at which information can be shared.
Be conscious of who you want to reach and what you want to convey, and use appropriate channels accordingly.
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