New Business User Issues/Enh Request and general feed back on site and apps
Hey new kid on the block with zoho and I am looking for clarifications on a few things I am seeing. I am really excited to see a collaboration tool of zohos sort but I do have a few issues that I have yet to be able to fully figure out and I cannot seem to place my hands on a piece of documentation telling me if I am doing something wrong or if there is a bug in the App so I will air my issues below and you let me know where they fall. I have categorized them as I beileve they are but rearrange as nessicary.
Background: so in a nutshell I have several co-collaborators (is that a word?) that I am setting up in Zoho for our collaboration tool of choice. Some of our group needs to be able to see all information across groups/projects, and some only able to limited parts of a group/project. So I have set up several groups with the towers that I currently involved. To each group I have assigned the proper user and granted what I believe to be sufficient permissions to each.
Issue #1 File sharing. Seems to be hit an miss at best. I thought I had things down when I imported them into my personal docs and shared them with a specific group. Yet I find that some times I can share with a group, and sometimes it doesn't allow me to share, even though I am an admin for every group and our over all org. When I can get it to publish with a group it wont allow me change the group read/write access so it defaults to read only. This is not such a spiffy feature for a collaborative project moving at the speed of sound.
Issue #2 Best I can tell, this may be user error please tell me if it is apps like Project management are not able to be pulled into the group area. It looks like I can install them and then view them under my personal zoho and the zoho of others i specifically invite but when I am in the group setting they are not viewable.
Issue #3 Deletion of shared docs. This feature does not seem to consistently work either. I can some times delete a doc and it really is gone. However some times I delete it and either other users can still see the shell (the name etc but no data of the document) or after I log out and log back in its back? When this happens I can find no obvious delete button available for usage.
Issue #4 Version Control: After 1 user edits a shared document I see that the version changes. how do I access the previous version should I need to see it for some reason?
Issue #5 help files: I am sure that all of this data is documented some where. It looks like there was very little missed during build so I am guessing that there was sufficient business type documentation as this was being put through the paces. It would be nice to see some form of help manual out there. Best I can find are forms and some help tips on a few of the pages. It would be nice to know what the true intended functionality and usage of zoho business is rather than trying to read through forums and follow other user steps. It may clear up confusion and cut down on repetitive support issue in the end.
Issue #6 can you explain to me what the difference between an admin and a super admin is. I can see in a help page I found that these are two unique groups but there was no clear definition of either role.
Issue #7 can you tell me what the different setting in the policies tab does? Seems like it would be good for helping me keep prying eyes out...but only if I knew what it really did.
Issues from this line down may be considered enhancement requests since I'm not sure that the functionality currently exists. I don't believe anything is broken I just think that this would be some super cool stuff to have help, at least me, along.
Enh #1 I would love to see folders be able to be created in the group documentation area like I can over in the personal documentation. It looks like the personal side of the world is much further evolved that the business solution. I would like file cabinets and
Enh #2 I would like this folder that is created in the group area to be easily shared by a person with sufficient access to be able to share folders across groups. So if I am in group A and I need to provide a folder or a document with in a folder to another group, and I have admin or read/write capability on both the group and the document I would like to be able to push those over either one by one or in bulk. Along these same lines I would like in general to be able to move documents from one group to another (granted sufficient privileges exist) in bulk. I would see it going something like you put a check next to the docs you want moved and right click or something and select move to group ABC.
Enh #3 You guys have tapped into an idea that is great...I would love to see some form of back up services offered. I am thinking disaster here..but if a user deletes some thing in error this could be big news if an admin is not smart enough to make regular manual copies of data. Why not offer a paid service for back ups?
Enh #4 Task Reports (maybe even just reports in general) these seem a bit clunky. As an admin i would really dig running 1 report for all users rather than 1 per user. Also on these reports it would be groovy if I could see who created the task and who it was assigned to. I think the whom it was assigned to part is implied by the fact that you run this by user...but it would be cool to see it on a piece of paper too...
Enh #5 It clearly states as you are deleting a user that all data will be lost. It seems like it may be valuable to hang on to a document that a former team member has created....Can we have an option to leave their data or archive it some where? Is this rule applicable to documents that were simply edited by this user or only documents that they physically created? Seems like it would be a bad idea if you deleted all trace of them being there.
Enh #6 Archive Ability: Some times it may be helpful to keep back up of old docs in say an Archive Group or some where in the group that they belong to as an archive for historical purposes. Right now it looks like all documents are live. I would love to be able to lock down and retire old documentation but still have it there in case we needed to review notes or something to that aspect.
Enh #7 Task status. Right now a task is either Complete, Needs Action, Pending or canceled. How bout the ability to add custom tasks status? that would be cool!
Enh #8 Application order. Oh please let me move these around!!!! They are drivin me nuts in the order they are in...I would love to move them up or down as I figured out which ones I use the most. It would also be cool if the origination applications that I were adding would appear on every ones group page rather than their personal page. I would really like to get every one in the habit of hitting this group page and collaborating with in their groups rather than creating a document and sharing it to their group for collaboration later. the only draw back to this desire to not have to flip back and forth is that your personal app is far superior to your business App.
Enh #9 Last one I swear...at least for today. I would like to see more than 1 gb of storage. It looks like a group (and this is my guess based off of what I am reading for your pricing page so I could be wrong it has happened once before) gets 1 gb regardless of the # of users...or their paid vs non paid status. Again seems like a good idea to offer a paid service for more storage...otherwise I have a 1 TB external in my office that will be used to house documentation that is not critical so that we do not blow through this limitation.
I would also second the request that I see on the forums to make email an actionable item that is a really good idea and seems like it would be more efficent than just adding a task on a users list after I send them an email.
OK Obviously I have been looking way to closely at this tool but I am really fascinated by it. I don't even want to admit that last weekend I spent over 10 hours researching collaboration sites and wasn't able to find anything that i liked half as much as this....I was really scared I was going to have to use Share Point. So when I found this just kinda hanging out there I was blown away..this tool is easy enough for our executive (translate to non technical) folks along with our geek speaking development team to all mostly intuitively navigate through. I would love to know what your enhancement schedule is looking like and would gladly offer up our company as a beta for you prior to mass market roll out if it meant that we got our fixes before every one else did...(I am selfish like that you know) Any ways good luck...thank you for putting this out there and I do look forward to seeing this grow, mature and evolve into an industry wide strong player. You have a good start...
Get Started. Write Away!
Background: so in a nutshell I have several co-collaborators (is that a word?) that I am setting up in Zoho for our collaboration tool of choice. Some of our group needs to be able to see all information across groups/projects, and some only able to limited parts of a group/project. So I have set up several groups with the towers that I currently involved. To each group I have assigned the proper user and granted what I believe to be sufficient permissions to each.
Issue #1 File sharing. Seems to be hit an miss at best. I thought I had things down when I imported them into my personal docs and shared them with a specific group. Yet I find that some times I can share with a group, and sometimes it doesn't allow me to share, even though I am an admin for every group and our over all org. When I can get it to publish with a group it wont allow me change the group read/write access so it defaults to read only. This is not such a spiffy feature for a collaborative project moving at the speed of sound.
Issue #2 Best I can tell, this may be user error please tell me if it is apps like Project management are not able to be pulled into the group area. It looks like I can install them and then view them under my personal zoho and the zoho of others i specifically invite but when I am in the group setting they are not viewable.
Issue #3 Deletion of shared docs. This feature does not seem to consistently work either. I can some times delete a doc and it really is gone. However some times I delete it and either other users can still see the shell (the name etc but no data of the document) or after I log out and log back in its back? When this happens I can find no obvious delete button available for usage.
Issue #4 Version Control: After 1 user edits a shared document I see that the version changes. how do I access the previous version should I need to see it for some reason?
Issue #5 help files: I am sure that all of this data is documented some where. It looks like there was very little missed during build so I am guessing that there was sufficient business type documentation as this was being put through the paces. It would be nice to see some form of help manual out there. Best I can find are forms and some help tips on a few of the pages. It would be nice to know what the true intended functionality and usage of zoho business is rather than trying to read through forums and follow other user steps. It may clear up confusion and cut down on repetitive support issue in the end.
Issue #6 can you explain to me what the difference between an admin and a super admin is. I can see in a help page I found that these are two unique groups but there was no clear definition of either role.
Issue #7 can you tell me what the different setting in the policies tab does? Seems like it would be good for helping me keep prying eyes out...but only if I knew what it really did.
Issues from this line down may be considered enhancement requests since I'm not sure that the functionality currently exists. I don't believe anything is broken I just think that this would be some super cool stuff to have help, at least me, along.
Enh #1 I would love to see folders be able to be created in the group documentation area like I can over in the personal documentation. It looks like the personal side of the world is much further evolved that the business solution. I would like file cabinets and
Enh #2 I would like this folder that is created in the group area to be easily shared by a person with sufficient access to be able to share folders across groups. So if I am in group A and I need to provide a folder or a document with in a folder to another group, and I have admin or read/write capability on both the group and the document I would like to be able to push those over either one by one or in bulk. Along these same lines I would like in general to be able to move documents from one group to another (granted sufficient privileges exist) in bulk. I would see it going something like you put a check next to the docs you want moved and right click or something and select move to group ABC.
Enh #3 You guys have tapped into an idea that is great...I would love to see some form of back up services offered. I am thinking disaster here..but if a user deletes some thing in error this could be big news if an admin is not smart enough to make regular manual copies of data. Why not offer a paid service for back ups?
Enh #4 Task Reports (maybe even just reports in general) these seem a bit clunky. As an admin i would really dig running 1 report for all users rather than 1 per user. Also on these reports it would be groovy if I could see who created the task and who it was assigned to. I think the whom it was assigned to part is implied by the fact that you run this by user...but it would be cool to see it on a piece of paper too...
Enh #5 It clearly states as you are deleting a user that all data will be lost. It seems like it may be valuable to hang on to a document that a former team member has created....Can we have an option to leave their data or archive it some where? Is this rule applicable to documents that were simply edited by this user or only documents that they physically created? Seems like it would be a bad idea if you deleted all trace of them being there.
Enh #6 Archive Ability: Some times it may be helpful to keep back up of old docs in say an Archive Group or some where in the group that they belong to as an archive for historical purposes. Right now it looks like all documents are live. I would love to be able to lock down and retire old documentation but still have it there in case we needed to review notes or something to that aspect.
Enh #7 Task status. Right now a task is either Complete, Needs Action, Pending or canceled. How bout the ability to add custom tasks status? that would be cool!
Enh #8 Application order. Oh please let me move these around!!!! They are drivin me nuts in the order they are in...I would love to move them up or down as I figured out which ones I use the most. It would also be cool if the origination applications that I were adding would appear on every ones group page rather than their personal page. I would really like to get every one in the habit of hitting this group page and collaborating with in their groups rather than creating a document and sharing it to their group for collaboration later. the only draw back to this desire to not have to flip back and forth is that your personal app is far superior to your business App.
Enh #9 Last one I swear...at least for today. I would like to see more than 1 gb of storage. It looks like a group (and this is my guess based off of what I am reading for your pricing page so I could be wrong it has happened once before) gets 1 gb regardless of the # of users...or their paid vs non paid status. Again seems like a good idea to offer a paid service for more storage...otherwise I have a 1 TB external in my office that will be used to house documentation that is not critical so that we do not blow through this limitation.
I would also second the request that I see on the forums to make email an actionable item that is a really good idea and seems like it would be more efficent than just adding a task on a users list after I send them an email.
OK Obviously I have been looking way to closely at this tool but I am really fascinated by it. I don't even want to admit that last weekend I spent over 10 hours researching collaboration sites and wasn't able to find anything that i liked half as much as this....I was really scared I was going to have to use Share Point. So when I found this just kinda hanging out there I was blown away..this tool is easy enough for our executive (translate to non technical) folks along with our geek speaking development team to all mostly intuitively navigate through. I would love to know what your enhancement schedule is looking like and would gladly offer up our company as a beta for you prior to mass market roll out if it meant that we got our fixes before every one else did...(I am selfish like that you know) Any ways good luck...thank you for putting this out there and I do look forward to seeing this grow, mature and evolve into an industry wide strong player. You have a good start...
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