Productivity & Collaboration

Why Collaboration Tools?

In today's business world teams work from different places at different hours. Documents lost among e-mail attachments, files where nobody knows which version is current, "can you send me the latest version?" messages... Sound familiar?

The Problems with Traditional Methods

The Collaboration Lifecycle

An effective digital collaboration process has these stages:

SOTION — workspace, page tree and a handbook page; sub-pages below

What Is PORTWARE++?

The PORTWARE++ Tool Family

SOTION - Knowledge Management System

SOTION is a powerful knowledge management system inspired by Notion. Organise the company wiki, project documentation, meeting notes, procedures and more in one place.

Why SOTION?

SOTION main screen - knowledge management and page organisation

Page Management

In SOTION everything is built on the "page". Pages are organised hierarchically - like the chapters and sub-headings of a book.

Page Structure

Creating a Page

Page Properties

• Emoji icon: give each page an emoji for visual identification
• Cover image: add a banner image at the top of the page
• Breadcrumb: see the page hierarchy (Main > Sub > Sub-sub)
• Drag & Drop: reorganise pages by dragging them

A guide page — headings, a checklist and a table on one page

Workspace detail - the workspace content view

The Variable System: {{variable}}

Variables let you manage information that repeats in a page from one place. Update a variable and every use of it in the page updates automatically.

Using Variables

{{project_name}} = "PORTWARE ERP Migration" {{start_date}} = "15 January 2026" {{project_manager}} = "Ahmet Yılmaz" {{budget}} = "₺250,000"

Project: {{project_name}} Start: {{start_date}} Manager: {{project_manager}} Total Budget: {{budget}}

Variable Types

Select Property: [[property]]

Select properties let you add status tags to pages. They are ideal for values with options such as task status, priority level or category.

Creating a Property

Colour Palette (12 Colours)

Give each option a different colour for visual distinction:

Common Property Examples

SOTION Use Cases

A sub-page — meeting decisions and actions, under its parent page

The sidebar — workspaces and the pages inside them

Workspace settings - workspace configuration

PORTWARE Office - Office Document Editor

PORTWARE Office is a powerful document editing solution built on ONLYOFFICE. Open Microsoft Office files (Word, Excel, PowerPoint) in your browser, edit them and collaborate with your team in real time - without installing any software.

Why PORTWARE Office?

Supported Formats

Document Editing

PORTWARE Office's text editor offers an editing experience almost identical to Microsoft Word.

Key Features

• Rich formatting: bold, italic, underline, colour, font
• Paragraph styles: Heading 1-6, body, quote, list
• Tables: merged cells, borders, background colour
• Images: embedding, resizing, text wrapping
• Page layout: margins, orientation, header/footer
• Page numbering: automatic numbering, format choice
• Table of contents: created and updated automatically

Opening a Document

Spreadsheets

PORTWARE Office's spreadsheet editor supports all of Excel's core functions. You can build complex formulas, pivot tables and charts.

Formula Support

More than 400 Excel formulas are supported. Examples:

Presentations

Edit PowerPoint presentations in PORTWARE Office. Slide design, animations and presentation mode are supported.

Presentation Features

• Slide layouts: title, content, two columns, blank
• Design themes: colour schemes and font sets
• Objects: text boxes, shapes, tables, charts, images
• Animations: entrance, emphasis and exit effects
• Transitions: effects between slides
• Presenter view: notes and a preview of the next slide

Real-Time Collaboration

PORTWARE Office's strongest feature is real-time collaboration. Several users can edit the same document at the same time.

Collaboration Modes

Collaboration Features

• Track Changes: who changed what, and when
• Comments: leave a note on a specific spot and start a discussion
• Built-in chat: instant messaging from inside the editor
• User cursors: see which line other users are on
• Version history: go back to earlier versions

SODRAW - Diagram Editor

SODRAW is a powerful diagram editor built on draw.io. Create flowcharts, organisation charts, network diagrams, UML diagrams and more at professional quality.

Why Diagrams?

Starting SODRAW

Flowcharts

Visualise business processes, decision trees and workflows. BPMN notation is supported too.

Flowchart Shapes

Organisation Charts

Visualise the company structure, the department hierarchy or the project team.

Creating an Organisation Chart

1. Choose the "Org Chart" template in SODRAW
2. Start with top management (CEO/GM)
3. Add the department managers on the level below
4. Place team members on the lowest level
5. Add a name, title and optional photo to each box

Technical Diagrams

Create IT infrastructure, system architecture, database schemas and UML diagrams.

Supported Diagram Types

exTable - Excel-Style Tables

exTable turns tables in the HTML editor into an Excel-like experience, with multi-cell selection, keyboard navigation and advanced formatting.

Why exTable?

Key Features

Use Cases

Integration Across Modules

The PORTWARE++ tools work smoothly with each other and with PORTWARE's other modules.

Integration Examples

Discuss - Team Communication

Discuss is PORTWARE's integrated communication hub. Bring team communication into one place with Slack-like channels, direct messages, voice/video calls and file sharing.

Key Features

• Channels: group chats by department, project or topic
• Direct messages: private one-to-one conversations
• Voice/video calls: calls inside the browser
• File sharing: share documents, images and videos
• Emoji reactions: quick feedback on messages
• @Mention: tag people or groups

Discuss main screen - team communication and messaging

General channel - team-wide chat and sharing

Channels list - managing every communication channel

Voice and Video Calls

You can start voice or video calls directly from Discuss. No external software is needed; it works in the browser.

Announcements

Create company-wide announcements and send them to every employee. Announcements get important news, policy changes and events to everyone at the same time.

Calendar - Appointment and Event Management

The Calendar module manages meetings, appointments and events from one central place. Share team calendars, avoid clashes and never miss important dates thanks to reminders.

Creating an Event

To create a new meeting or event:

Week view - an overview of all the week's events

Creating a new event - meeting details and attendees

Meetings list - the list view of every event

A meeting's form — start, duration, attendees, video link and meeting notes

Calendar Views

Kanban view - organise events by drag and drop

The calendar by month — meetings inside the days, attendee filter on the right

To-Do

Calendar › My Work — tasks, to-dos, meetings and time off in one calendar

The To-Do module organises your personal tasks. With a simple interface, create tasks, prioritise them and tick them off when done.

Task Views

Kanban view - manage tasks by drag and drop

List view - a detailed list of every task

Filtering Tasks

Filter your tasks by status, priority or date. Filters make it easy to find the tasks you need to focus on.

The list grouped by personal stage, with the filter menu — today, this week, unplanned

The same filters on the kanban — Inbox, Today, This Week, This Month, Later

Activity Centre

The Activity Centre manages every activity and task across PORTWARE from one place. Follow-ups from CRM, project tasks, sales activities and every other business process task can be followed here.

Main View

Activity Center — overdue, today, this week, this month and later: every record's activities in time columns

My Tasks

Filter and prioritise the tasks assigned to you. Switch between kanban and list views to work the way you prefer.

My Tasks - every task assigned to you

Kanban view - manage tasks by drag and drop

All Tasks

See every task in the organisation. As a manager, follow the whole team's workload and reassign when needed.

All Tasks - team-wide task tracking

All Tasks on a kanban by stage — to do, review and internal work in columns

All Activities

See CRM follow-ups, sales activities, project tasks and every other business process activity in one list.

All Activities — CRM, sales, purchasing and project activities in one list, with due date, assignee and linked record

All Activities grouped by activity type — to-do, e-mail, call, meeting, calibration

Activities grouped by assignee — who holds how many, at a glance

The activity menu in the top bar — overdue, today and upcoming counts per app

Filtering Activities

Filter your activities by date, type, responsibility and status. Spot overdue tasks quickly and prioritise them.

The filter menu — overdue, today, planned, done; grouping by type, source and assignee

Task filters - filtering tasks by various criteria

All Tasks grouped by assignee — tasks, hours spent and progress per person

Data Cleaning

The Data Cleaning module finds duplicate records in your database, merges them and raises data quality. It is especially useful for customers, products and contacts.

Key Features

• Duplicate detection: finds similar records automatically
• Record merging: merges duplicates into a single record
• Completing missing fields: suggestions to fill empty fields
• Format correction: standardises fields such as phone and e-mail

PORTWARE AI - AI Assistant

PORTWARE AI is an AI assistant built on OpenAI GPT. By giving commands in natural language you can create records, run queries and speed up your business processes.

What Can You Do with AI?

• Create records: "Create a 5,000 TL quotation for ABC Company"
• Query: "How many new opportunities were opened this month?"
• Report: "How did sales perform last week?"
• Update: "Update the phone number of customer XYZ"
• Search: "List the customers in Istanbul"

Cowork summarises the quotation and puts the task to you — Approve writes it, Cancel changes nothing

Chat history — earlier conversations with their dates; pick one to continue where it stopped

Frequently Asked Questions

Best Practices