In many companies, IM (instant messaging) tools are joining e-mail applications as a common medium for delivering real-time information to business partners and colleagues. Both types of collaboration tools are great for disseminating information, although they have their respective shortcomings. E-mail messages and their attachments tend to get buried, and although consumer-level IM/chat tools are great for exchanging impromptu messages, the valuable knowledge swapped during a chat session is not readily accessible by all who might benefit from it once the session ends.

An enterprise-level collaboration tool such as MindAlign 4.0 alleviates these problems by bringing together globally dispersed organizations in the form of business communities. Sometimes mistaken for being too similar to IM competitors such as America Online Inc. Instant Messenger and Lotus Development Corp. Sametime, MindAlign provides a secure, internally controlled solution for collaborating on specific topics. The tool also archives the information for later retrieval and continued discussion. Unlike users of AOL Instant Messenger, users of MindLink cannot, by default, collaborate with MindLink users at other organizations. Using the PortalLink module, however, a company can grant access to those outside the organization.

MindAlign is a client/server application that runs on Sun Microsystems Inc.'s Solaris Server and Windows clients. Version 4.0, which shipped in March, boasts some interface enhancements and new features such as contact lists, presence messages, an auditorium channel, and most importantly BackChat, which automatically archives content by date, time, and channel.

Priced significantly higher than products such as Sametime, MindAlign has limited platform support. Nevertheless, its support for collaborative team environments makes it a collaboration tool worth considering.

MindAlign sets itself apart by allowing users to post files and links and log entire conversations for continued collaboration, which increases an organization's shared knowledge. In addition, MindAlign provides a secure environment by putting content control in the hands of IT staff. Users can be authenticated either using MindAlign or Windows NT, with which administrators can incorporate existing directories.

For our testing, Parlano Inc. representatives installed MindAlign in the Test Center lab as they would for their customers, even though the installation was fairly straightforward. The user can easily install the client by connecting to the server via a Web browser, registering, and downloading the application.

Although some tasks, such as account management, are carried out using a Web browser, the small, downloadable client is required for actual collaboration. Parlano could improve the product by providing either a single interface or a choice of the two, which company officials are considering for future releases.

MindAlign is straightforward and easy to use. Administrators have the flexibility to register users or set up the tool so that users can register themselves.

Any user can create a channel and manage its access privileges, such as making a channel public or limiting access. The channels are for conducting ongoing discussions, organized by topic, and are accessible by users in the system. Moreover, the creator of the channel can decide whether information exchanged via the channel will be logged for future reference. After our users registered, for example, we created channels for product launches, human resources, and technology issues.

Three different types of channels can be created with MindAlign: group channels, filtered channels, and private channels. Group channels provide a permanent space for individuals to collaborate and share ideas, along with documents, alerts, and messages. The information can be stored for future search and retrieval, thereby increasing the knowledge shared throughout the company. Unlike users of consumer IM products, members of a MindAlign channel can view previously exchanged documents and past conversations on that channel.

Filtered channels scan the content of other channels for particular topics. Filters can be set for specific criteria such as user names and specific content. Users receive automatic alerts when one of the predetermined topics arises. Private channels are used for one-on-one conversations.

MindAlign, like other IM tools, offers contact lists with presence messages such as "Online" or "Away from desk," alerting users to the status of their would-be correspondents. Whereas other IM tools allows users to send files to one another, MindAlign takes this feature a step further by storing the files on the server. Users with access privileges to the associated channel can search the server and retrieve those files.

MindAlign can be integrated into an organization's business process with some customization. Branding tools are available at an extra cost for modifying interface features such as colors, fonts, and company logos. Parlano can develop structured input screens to further enhance the MindAlign experience.

Real-time messaging is difficult with e-mail, and a team environment is lacking in standard IM products. MindAlign brings real-time messaging to a higher level where information can be shared in a community of individuals and stored for future access and retrieval.

» posted by abennett

InfoWorld

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