Kommbox is a common storage system for organizations to store and share information. It allows organizations to organize information into discussions and tasks. Users can be granted access to specific kommboxes corresponding to their roles. Kommbox provides features like notifications, reports, analytics and social features to improve organizational communication and work management.

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Mailbox is for individuals, Kommbox is for organizations!

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What We Seek
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Organizations need information at fingertips.
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All stakeholders need to be on the same page.
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Work changes hands, so should the information.
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“Read Less, Know More” (RLKM)
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Crucial parameters should be measured.
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Clarity of work
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Clarity of information
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Clarity of performance
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Efficient work
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Happy teams

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Solution Overview – The Kommbox System
Input
Structure
User
entries
Processing
Information Knowledge
Visualization
Actionable
Insights
Work
views

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What is Kommbox
kommboxes
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Kommbox = Common Box
= Common storage
for a context.
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No installation required. You
just need a web browser (on
a desktop/ mobile).
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Create separate kommboxes
corresponding to your
projects, geographies,
common functions etc.

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FEATURES & BENEFITS

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Kommbox is an Organized Storage
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Every kommbox is an organized storage, where information is neatly
organized into Discussions and Tasks.
– Discussion: Collection of Messages pertaining to a single topic (Conversation).
– Task: Definitive work assigned to one or more persons.
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Documents may be stored as attachments to messages
– Thus they are stored along with any communication information about them.
– Identifying latest version of a document is trivial – look for the attachment with the most
recent messages in the discussion
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Searching within a kommbox or across all kommboxes is possible
– The information is available along with its context.
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Each Discussion, Message and Task has a globally unique URL.

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User Accesses
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Users are granted access to various kommboxes as per their work function.
– Every user can access only the information contained in the kommboxes assigned to them. They are
oblivious to the existance of other kommboxes. (Exception: company admin, who has access to all
kommboxes)
– A user who has access to a kommbox has information to everything within the kommbox. (Exception:
private messages that are visible only to certain roles). This makes everyone confident that everyone else
is looking at the same information.
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Users are tagged “internal” or “external” at the time of creation.
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From user access perspective, there are two types of kommboxes.
– The normal kommboxes have users assigned manually (by company admin).
– The internal kommboxes are automatically assigned all internal users.
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User onboarding / offboarding becomes smooth
– When a new user is assigned to a kommbox, they get to see even the past information.
– Removing a user from a kommbox ensures that they are completely cut off in future.

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More on Discussions
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Create separate Discussions corresponding to different topics.
– Add all Messages corresponding to that topic under the same Discussion
– A reply to a Message is simply another Message.
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Every message has a mood indicated by a color. The user adding a message sets it.
– Green: All is well, the default
– Red: I am upset – indicator of an issue
– Yellow: Potential issue, something between green and red
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Serves as a quick way to assess the mood of the message sender without reading the
message.
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The Message mood is rolled up to the Discussion level
– Discussion inherits the mood of the latest message within it, indicating the latest mood of the discussion.
– Discussion would keep changing its mood as messages with different moods are added to it.
– Serves as a quick way to assess the present status of a Discussion

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More on Tasks
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Due date must be specified for a task. Planned effort is optional.
– Brings clarity to the assignee(s) about the expectations of the assigner.
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Work may be logged against a task by its assignees.
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Tasks may be recurring.
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Tasks may be organized under summary tasks.
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Tasks are closed when they are 100% complete, but they may also be closed incomplete if they
cease to be relevant.
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Anyone on the kommbox may edit any field of the task, by specifying a reason. This edit history is
shown in the task log.
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3 kinds of task issues are automatically identified, and shown as task indicators:
– Late Task: one which has overshot its due date
– Delayed Task: one whose due date has not passed but is most likely to be late
– Effort Overrun: task burning much more effort than planned

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Email Notifications, Daily/Weekly Reports
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By default, Kommbox sends emails sparingly to a user
– User creation
– Assignment to a kommbox
– Task due alert
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Users can switch on/off most email notifications from “My Profile” view
– Instant alerts (important or all)
– Daily Digest: a single email that summarizes daily updates
– Weekly Digest: a single email sent on Saturday night that summarizes weekly updates
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The Daily Digest and Weekly Digest serve as email reports
– So that any time that needs to be spent in preparing such reports is spared.
– A user opts to pull such reports, without having to ask anyone else to send such reports.

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More Features - 1/2
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Being Social - the “Thank you” feature
– With a single click, a user can thank another user for their update -- similar to Likes on social
platforms.
– The “thank you”s are counted at the user level or update level
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Account Admin
– The user who signs up to create a new Kommbox account by default becomes Account Admin.
– Account admin has the rights to manage add/edit/delete kommboxes and users. Account admin can
also close/open a kommbox.
– Account admin also manages the account info, such as the company name and logo.
– An account admin may make another user the Account admin.
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Kommbox Admin
– The Account Admin may designate a user assigned to a kommbox as the Kommbox Admin.
– A Kommbox Admin has control over the messages and tasks within that kommbox.

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More Features - 2/2
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User Roles
– When a user is assigned to a kommbox (by an Account admin), a role needs to be specified.
New roles can be created on the fly.
– The user is given a default role at creation time. By default, this is the role they play in all
kommboxes.
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Private Messages
– At times, one needs to add some message which is supposed to be seen only by internal
users, or only by some users in a specific role. Those can be created as Private Messages.
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Mail-linked kommbox
– Set up Kommbox to receive all inbound email for a specific email id (such as
support@yourcompany.com), so that those are also tracked in Kommbox
– Configure rules to choose which discussion within which kommbox gets appended when such
an email is received.

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SAMPLE SCREENS

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Dashboard
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Meant as the
starting page
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Vital
information that
is relevant to
the user in top
boxes
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Updates
customized to a
user follow

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My Kommboxes
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View of all kommboxes
assigned to a user.
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Each kommbox view
contains
– How many users are
assigned
– How many tasks are open
(priority wise)
– Number of discussions
(mood colorwise)

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A Task
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Complete view of a task
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Note:
– Edit buttons against most
fields to edit their values
– Log work button in front of
Actual Effort field
– Task issue indicators
– Task log summarizing task
comments and task
updates

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My Tasks
Consolidated
view of all
relevant tasks,
across all
assigned
kommboxes

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Communication Report
All happenings
consolidated for
a user
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Can set date
range (default:
one rolling
week)
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Can see this
either across
all kommboxes
(default) or for
a specific
kommbox.

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Analytics
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Analytics on
information
– Account-wise
– User-wise
– Kommbox-wise
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Analytics makes
available some
key statistics
about the
business and
people which are
hitherto hidden.
– Can be used in
decision making

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Testimonial
From Nikhil Arni, AVP Programs and PMO, PMI Pune Deccan India Chapter

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Next Steps
Acism Software Private Limited, India
- Web: http://acism.com
- Email: sales@acism.com
Follow us:
- Twitter: @acism
- Facebook: facebook.com/kommbox
Visit us at https://acism.com/kommbox
and get started right away!