2025-09-11：Published
2025-10-27：Content updated to match Ver. 17.1
This is the third installment of our explanation of the internal chat function Collab Chat.
For a basic explanation of Collab Chat, please see below.
In Part 3, we will introduce some useful tips that will make a difference in your everyday use.
Let’s take a look at the features introduced on this page one by one
1. Inserting and Attaching Links and files
1-1. Inserting a Link
Paste a URL into the “Link” field of a post to attach it to your message or comment as a link. This is useful for sharing collaborative documents or external reference materials.
When to use it
- To inform on drafts currently being edited, specification notes, etc.
1-2. Attaching Files
You can attach various files, including images and videos, to posts and comments. You can attach up to 10 files per post. Attachments are automatically checked for malware, and their statuses such as “Identified as malware”, “Checking in progress”, and “Not subject to malware check” will be displayed.
Files attached to posts can be downloaded. Images can be enlarged and videos can be played.
When to use it
- Utilize screenshots and brief videos of the work screen to communicate status updates and confirm completion more efficiently than written descriptions
2. Mentions
2-1. Name and notify individuals: @[<User name>]
To ensure your message reaches a specific user in the channel, type @[<User name>]in the post body. The mentioned user will be notified by email Note 1, Note 2.
When you enter a username after @, user suggestions will be displayed as you type Note 2. When you select the user you want to mention from the suggestions, @[<the selected user's name>] will be inserted.
Note 1: In the [Account Settings] ->[Notifications] settings of each user, when the [Email] notification for [Collab Chat] is set to “Someone mentioned me or my Organizations.”
Note 2: Only people who can be nominated in that channel
When to use it
- When you wish to notify specific users in the channel as soon as possible
2-2. Inform all Organization members at once：%[<Organization Name>]
This is a method of mentioning that can be used in Organization channels. Use it when you want to reach all members of a department or group at once. By adding %[<Organization Name>] in the post body, you will mention all members of the target organization and its sub-organizations.
When you enter an organization name followed by %, organization suggestions will be displayed as you type. When you select the organization you want to mention from the suggestions, %[<the name of the selected organization>] will be inserted.
When to use it
- When sending a notification to a specific sub-organization in an organizational channel that includes multiple sub-organizations (e.g., informing other departments in the root organization channel)
3. Inserting Links to Other Channels
You can easily insert a link to another channel by typing#<ID that identifies the channel>while posting. This is useful for indicating which channel the post is related to.
If you include the following in the body of your message, it will automatically be converted into a link to the corresponding channelNote 3.
Note 3: Non-existent channels will not be linked. Also, if you click on a channel link that you do not have permission to view, an error message will appear.
- Organization Channel:
#<Organization ID>(E.g.#g10) - App Channel：
#<App ID>(E.g.#m11) - Process Channel：
#<Process ID>(E.g.#p923) - User-created Private/Public Channel：
#<Channel-Name>(E.g.#QCompany-Related-Project)
When you click a channel link, the linked channel will be displayed on the right side of the screen.
When to use it
- For directing users to another channel that is suitable for the ongoing discussion, such as an app channel for design consultations and a Process channel for project continuations.
4. Getting a Link to a Thread
Each thread (a column of a starting post and following comments) has a URL. If you want to share only a specific thread, insert the thread URL as a link.
You can get the thread URL in the following way:
- Click on a timestamp (e.g. “🕙 2 hours ago”)
- The thread itself will appear in a separate panel on the right
- Click [Show in main area] at the top of the separate panel
- You will be redirected to a page that displays only threads
- Copy the URL in the address bar of your browser
Alternatively, after displaying the desired thread in the side menu on the right in step 2, right-click “Show in main area” and copy the URL.
You can then insert this URL as a link into your post to pinpoint and jump to that thread later Note 4
Note 4: If the link leads to a thread in a channel for which you do not have permission, an error message will appear when you click on it.
When to use it
- Direct links to previous discussions related to the manuscript exchange
- Bookmark it in your browser and use it as a simple memo for work instructions.
5. Viewing and Posting on Smartphones
You can view and post to the channels you’re participating in from your smartphone.
To switch channels, tap your name displayed in the top-right corner of the screen to open the menu.
When to use it
- Quickly access and respond to necessary conversations while on the go
6. Searching Past Posts
6-1. Search Within a Channel
You can search for keywords in each channel. A list of threads containing the search term will be displayed from posts in that channel.
When to use it
- Find threads on a specific topic within a channel
6-2. Cross-Channel Search
You can also search for posts across channels. A list of threads containing your search term will be displayed from posts in all visible channels.
As with channel searches, you can enter multiple search terms by separating them with a space.
The search results will also show the name of the channel the post was posted to. Clicking on the channel name will also show the same results as searching within the channel.
When to use it
- Search for channels or threads on a specific topic across all of Collab Chat
7. Viewing and Posting Outside the Collab Chat Screen
7-1. Related Conversations in the Process Details / Task Processing Form: Process Channel
When you click the “Conversations about this” button on the case details or Task Operating form, the Process channels associated with the case will be displayed on the right.
When to use it
- Check related discussions and shared information when working on a task
7-2. Work Manual: App Channel
In the Work Manual for each workflow app, the channel for that app is displayed on the right.
Work Manuals can be accessed from the details screen of the target workflow app, as well as from the Task Operating screen for that app’s Process. Therefore, if you write down requests for Work Manuals or workflow apps during regular Task Operating, you can refer to them when modifying the manuals or apps.
When to use it
- Take notes on points that need to be revised in Work Manuals and Workflow apps
8. Reference Documents
We have compiled a manual for Collab Chat. Please refer to it if you would like to check the detailed specifications.
9. Summary
Since we have introduced a lot of different things, let me briefly summarize them again.
- Insert links and attachments: More detailed information sharing
- Use mentions to get your message to the right person: Mention a specific user with
@<User>, or an organization member with%<Organization> - Channel links direct you to the right place:
#<Channel>links and thread URLs guide you to the appropriate channel or thread for the discussion - Search discussions by keyword: Search for keywords within a channel / cross channels to find discussions
- Catch up anywhere: You can also check the discussion on your smartphone, so you can keep up with the discussion even when you’re out and about
After learning the basics of how to use Collab Chat and how to select a channel in Part 1 and Part 2, try using the features introduced on this page.
By combining these functions, you can smoothly share reference materials and gather and expand discussions.
Please try it out in your daily interactions.