Using CafeX with members of another organization

This article is part of a series of articles about learning how to use CafeX. To start the series see: Learning to use CafeX.

The following table describes an example scenario that you can use CafeX for:

Scenario
By following this scenario, you can collaborate with people from outside of your organization.

 

 

You are ready to start a track with members from another organization. You are going to invite your business opportunity to a new track and hold a project kick-off meeting with them using CafeX. You are going to continue using the track after the kick-off meeting to conduct future work.

Progress
Starting a new track Schedule a kick-off meeting using your calendar tool and invite your CafeX assistant along with other meeting participants. CafeX then does the following when it receives the invitation:

 

 

  • starts a new track
  • adds the event to your track.
  • Shortly afterwards, CafeX updates your calendar event, it adds the track and meeting details so participants can join if they follow the link in a meeting reminder.

See: Starting a track using your calendar

Sign up for new members The members from the other organization receive 3 emails:

 

 

  • Your original meeting invitation.
  • An email from CafeX, with a link to your track.
    • If necessary, the email tells them to sign up to access the track.
  • An update to the meeting invitation with details of the meeting.
Sharing content on your track Add some documents from Google Drive into the track. You do not have to manage the file permissions to allow the members from another organizations to view them.  All track members can view a PDF of the content because CafeX retrieves the files.

During the kick-off meeting you want to draw attention to some of the files you share on the track.

 

See: Sharing content in your track

Benefits
You
  • Sharing content with members from outside of your organization is straightforward. Managing track members is all you have to do.
  • During meetings you, do not have to waste time finding documents to share, because you have already preparing the contents of the track.
Your colleague
  •  All the information you share and the meetings you conduct with the 3rd party are found in a single location, for the duration of the project.
Your organization
  • Your teams can work with 3rd parties in the same way they work together.
  • Your organization control auditing with 3rd parties.
  • Your organization still controls the files and documents you share.