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 NEWSWebGroups 2.0 packs performance punch By Sandra Kay Miller , For InfoWorld Test Center December 4, 1999 WEB-BASED document collaboration services such as DocSpace and Punch WebGroups allow workgroups to share all kinds of documents, assign different levels of access to users, and automatically track versions of documents while avoiding the high initial costs of traditional in-house solutions. These outsourced solutions require no investment in hardware or software, nor do they require system administrators to install and support, or workers to be trained to use, complex document management software.
New features in version 2.0 of Punch WebGroups include support for Macintosh users, increased security with Secure Sockets Layer encryption throughout the entire session, a single interface for accessing both private and shared files, and two options when logging in -- Standard Mode or Advanced Mode. The Standard Mode allows non-Java-enabled browsers fundamental file management such as version tracking, change notification, user authorities, and audit trails. For Java-enabled browsers, the Advanced Mode adds features such as multifile uploading and downloading and automatic synchronization with files on the user's hard drive. Employees and contractors alike have access to files shared through WebGroups, regardless of the company firewall and network administration. You decide who has access to your files and how much access they have. Adding members and changing their access privileges for your WebGroup is uncomplicated and immediate. You can assign four different levels of authority per WebGroups: Manager, Publish & Subscribe, Subscribe, and Limited. Unlike DocSpace, WebGroups does not allow you to assign access privileges on a per-document basis. During collaborative projects, versions of shared files are automatically stored and indexed, and members of the WebGroup are advised of any changes by e-mail. File locking prevents version collision. When a file is locked, the user who has the document checked out is displayed so that other WebGroup members know who is in possession of the file. When the bell rang earlier this year and Punch WebGroups first entered the ring, the service dealt a strong upper jab to the competition with its proprietary binary differencing technology. Because only the portions of a document that have been changed are uploaded or downloaded, the service provides knockout performance even to modem-using mobile users and telecommuters stuck in the low-bandwidth weight class. Within minutes of signing up for my Punch WebGroups account, I was able to publish files to My WebDrive and My WebGroups, using only Microsoft Internet Explorer 5.0 and a modem connection to my local ISP. The user interface is clean and extremely simple to use. Unlike other enterprise document management systems, such as Source Offsite, I did not have to install a client on my local machine or configure the PC for connecting to a remote, dedicated server. Punch WebGroups' file management folders are strikingly similar to Microsoft Windows Explorer and ever present on the left-hand side of the screen. On the right-hand side are the application management tools, which allowed me to upload and download files with a few clicks. Next, I invited other users to my WebGroup. Immediately, they were sent e-mails announcing my request. As each member made changes to the original document, the new versions were displayed along with information regarding who made the changes and when. To put Punch Networks' claim of multibrowser support to the test, I attempted to access my account using Netscape Navigator, and Punch WebGroups took its first hit. Using Netscape 4.02, I wasn't even able to log in. After upgrading to 4.5, I was allowed access to my account, although the response time was much slower than with Internet Explorer 5.0. Further, I could not drag and drop files and folders or expand and collapse the WebGroup trees as I was able to do using Internet Explorer 5.0. I also wish that WebGroups provided a way to search documents stored in a WebDrive or WebGroup. Nevertheless, the service offers many tools desperately needed by dispersed workgroups involved in fast-paced collaborative projects. And in the event of disaster, such as a laptop crash or theft, WebGroups would guarantee that your critical files and up-to-date information would still be available. This peace of mind is well worth the subscription price. WebGroups would be an invaluable tool for mobile sales forces, engineers, and anyone else constantly on the move or using multiple computers at different locations. Sandra Kay Miller is a remote access specialist at Elixir Technologies Corporation, in Ojai, Calif. She can be reached at sandra_miller@elixir.com.
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