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The Collaboration functionality allows two, or more, MSPs to work together to complete large projects.

The projects consist of a Primary MSP on which the Client will eventually view the reports, and a Secondary MSP which schedules and carries out the shops.

This help article is designed to be read by the Primary MSP.

If you are the Secondary, please have a look at this article which provides more details about that side of the project.

The Collaboration functionality must be enabled both on Primary and Secondary systems before the project can be initiated. Please open a Support Tracker to enable the module, and let us know who you will be collaborating with.

Once enabled, get started on the main Admin Page.

There is no need to preselect a client and a survey. Simply use the QuickJump bar and look up 'Collaboration'.

Creating a new project

Use the New Project button to get started.

A new page will open, allowing you to set up the details needed for the collaboration.

First, select your client and survey you want to collaborate over. Then, select the secondary MSP - this is the MSP you initially let us know.

The Export Status settings controls the status to which the Secondary must bring the shops up to, before they are importable back to you (Primary). We recommend selecting Finalized, or higher, as this allows the Secondary to have control over when the shops are ready to be imported.

Selecting a status lower than Finalized may result in some shops being imported before the Secondary is ready to share them.

Regardless of the status selected, all shops imported to Primary through collaboration will have the status Collaboration Shop, on the Primary side.

If this is the first time you are creating a project with the Secondary MSP, select the Create new Client-Survey on secondary MSP option.

If you are creating a new project with a Secondary you already collaborated with, you can select the Copy Survey to Client option, and choose an existing client.

Select Copy Locations to secondary MSP. 

For surveys and shops to function correctly, all locations must be shared with the Secondary MSP as part of the collaboration setup. In most cases, you will also want to select Lock Locations on secondary, disallowing the Secondary MSP to make changes to the locations on their system.

Use the Fee selector to decide which system will pay the shop fees. 

Keep in mind that some features, like AI Reviewing, when enabled on the Secondary MSP, may generate additional fees that are not managed through this selector.

If the survey you are collaborating is using RuleZ, you will be able to check the box next to that option to send over the survey RuleZ as well.

Use the GO button to confirm the settings. This will send over the project to the Secondary, and they will need to accept it before proceeding.

Best practice for multiple survey setup

If you (as a Primary), have several surveys for a single client you want to collaborate over to the Secondary, set up only ONE project at first.

Do not create any additional projects until the Secondary has accepted the first one. 

When the Secondary accepts the first project, the system will create that client on their side, and you will be able to select it when creating additional projects for other surveys on that client.

The Secondary will need to accept each new project as well.

Updating Projects

Once the Secondary MSP has confirmed the project, you note that the status on your side updated to Accepted.

Viewing a project

Using the View button will open a new Collaboration Admin page, displaying the settings you previously selected and allowing you to update certain details.

Check the checkboxes next to the setting you want to update, make sure the checkbox next to Update Project Settings is checked as well, and hit the Submit button.

Updating a project

Using the Update button allows you to update survey and question settings.

Please keep in mind that, if a Secondary made any changes to the survey settings, updating the project from your side may overwrite those updates!

Importing shops

After the Secondary MSP has scheduled, assigned, reviewed, and Finalized the shops, you can import them.

Select View All Projects, or View Current Projects button to get a list of the projects.

Locate the project you want to import the shops for, and use the Import button.

Once you confirm you want to import the shops from the Secondary, the system will let you know how many shops got imported to your system.

 This process can also be automated, if needed.

To have this done, open a Support Tracker and request an import setup (also referred to as 'nightly import cron'). This automated process will import all shops in the designated status from the Secondary system to your system once per day. Include the Secondary MSP name, as well as the relevant Client and Survey, in your request.

Shop details

All shops done through the collaboration system will have a *collabShopper as a shopper. This will help you easily recognize which shops have been done through the collaboration, rather than on your primary system.

Additionally, shops will be imported into a Collaboration Shop status.

Reimporting shops

Once the shops have been imported to the Primary MSP, they will never be automatically re-imported. 

To have this done in bulk, you will need to open a Support Tracker and request additional import. Please provide as much details as you can in your request.

However, if you want to return just a couple of shops, you can do that manually shop-by-shop. Open the Admin Review View, set the shop status to below distribution, and make sure to use the Update Survey button to confirm the status change.

Then, re-open the shop, and use the Return Shop button at the bottom of the page.

Any updates done on the shop in the previous step will get transferred to the Secondary.

Returning the shop to the Secondary by using this button WILL override all the data on the Secondary side.

Locations

Managing locations in Collaboration projects should be done by the Primary MSP.

For this reason, locations will most often be locked (uneditable) on the Secondary side.

If you, as a Primary, make any changes to the location hierarchy after the project has been created, the locations should be synced to the Secondary as soon as possible.

On the Collaboration Admin page, select the Manage Locations button, and select a project.

This opens a Collaboration Location Admin page. If the locations are listed here, this indicates that there is a difference between the Primary (grey rows) and Secondary (yellow rows) side.

Since even spelling differences cause the locations to be listed here, the differences might be slight. However, it is important that the locations match on both Primary and Secondary side.

While there are quite a bit of choices on this page, the usual procedure is to select the Push all updates to Secondary option.

If you believe that there are special circumstances that require you to use any of the other options, please open a Support Tracker before using them.

Additional collab details

Waves

Waves are not shared as a part of a collaboration project, in either direction.

Both the Primary and the Secondary can set up their own waves, but please keep in mind that the Wave IDs will be different on the systems. If, for instance, you want to use waves in RuleZ, you will need to use Wave names, and they will need to match on both sides.

Additionally, while the Secondary can use waves for their own scheduling purposes, they will not be shares when the shops are imported back to the Primary.