Getting started with the Workspace

This is what an IP Provider administrator does when they first create a Workspace. Complete the company information before starting a project. Company information and Workspace settings can be changed later.

What is determined here applies to the entire Workspace. The stage and approval settings within the project are in Getting started with projects.

What is a Workspace

This is a dedicated space for the IP Provider. Each IP Provider uses their own Workspace, and data is never mixed with other Workspaces.

Partners with which Contracts are signed also enter the same Workspace. Without needing to exchange files or use separate systems, Concepts are uploaded here, Approvals are handled, and Labels are requested. Therefore, a single Workspace contains one IP Provider and multiple Partners.

Inside, you will find the following:

  • Workspace: A space used by a single company
    • Company: The IP Provider and the Partners with which Contracts are signed
    • Project: The unit for managing Product work. Divide them by brand or season
    • Products ยท Contracts ยท Labels ยท Settlements ยท Messages: All located within the project

Partners only see items related to their own company. Only projects in which their company participates appear on the list, and Products or Contracts of other Partners are not visible. Members on the IP Provider side can view the entire Workspace.

One person can belong to multiple Workspaces. Clicking the Workspace name at the top left displays all the Workspaces you belong to, allowing you to select and switch between them.

Create a Workspace

If you are new to Collaba, choose Request a workspace for your role on the service introduction page. If you already have a Workspace, choose Sign in.

If you are not signed in:

  1. On the request screen, enter the company name and contact email, then click Get an email verification link.
  2. Open the link in the verification email. Once your email is verified, the Workspace is created. If this is your first account, set a password when prompted.
  3. Enter the IP Provider information on the setup screen.

If you are already signed in, click Request a workspace in the Workspace list. Enter the company name and click Create workspace. The contact email is set to your signed-in account email and cannot be edited. After creation, you are taken to the IP Provider information setup.

The Workspace name starts with the company name, and its address is created automatically.

Complete IP Provider information

For a new Workspace, IP Provider information must be completed before work can begin. If you leave during the process, saved steps remain, and you can continue after signing in again.

  1. Select the country or region where the company is registered and its business type. The interface language and the company's registration country are separate.
  2. Enter the local legal company name and registered address.
  3. Enter the registration number for the country and business type, review the entries, and finish.

South Korea uses a business registration number, Japan uses a corporate number, and mainland China uses a unified social credit code. A Japanese sole proprietor can finish without a corporate number. Japan's invoice registration number is separate and optional; do not enter an individual's MyNumber. Other countries do not require the South Korean registration number format.

The company contact email can optionally be entered in Company information after initial setup. Use the account email for login, authentication, and notifications.

An English company name or address, tax invoice or shipping information, and supporting documents are not required for every country during initial setup. A translated company name for display is managed separately from the company's local legal name.

This required setup applies to newly created Workspaces. It does not block access to Workspaces that are already in use.

Created along with the Workspace

When the Workspace is created, the following are created together:

  • The applying company is registered as an IP Provider
  • The applicant is added as an Administrator of that company
  • The Product stages and Approval types for new projects to copy are included as defaults

Once IP Provider information is complete, you can start a project with the default Product stages and Approval types. Use the settings below when you want to adjust them to fit your company's way of working.

The settings screen is Settings at the very bottom of the left menu. It is only visible to administrators.

Setting the Workspace name

This is the Basic Information tab.

  1. Enter the Workspace name. This name appears on the login screen and at the top of the left menu.
  2. Upload an image for the Workspace avatar. Uploading is optional; if you do not upload one, an avatar with the first letter of the name will be displayed. PNG, JPG, WebP, 2MB or less.
  3. Click Save Changes.

To the right of the name field, there is a language toggle. You can enter separate names to be used when Partners view the workspace in Japanese or Chinese. If left blank, automatic translation will fill them in upon saving. If you later change the original name, names in other languages that you did not edit at the same time are refilled to match the new name.

Name and icon to show in browser tab

This is the Site title and favicon tab. It only determines what appears in the browser tab.

Field What it is
Site title Name that appears in the browser tab. If left blank, the Workspace name is used
Favicon Small icon in the browser tab. ICO, PNG, SVG, 512KB or less

A dedicated address like companyname.collaba.studio is a premium feature and is not on this screen. If needed, contact the operations team. Until it is turned on, access will be through the default address.

Brand settings to change logos and fonts are also provided by the operations team. These settings apply only to members on the IP Provider side, while Partner members see the default screen.

Setting the currency to use for settlements

This is the Currencies & Exchange Rates tab. You set which currency to record contracts and settlement amounts in.

Base currency

Contracts, settlements, and Labels amounts are recorded in this currency. The available currencies are Korean Won (KRW), Japanese Yen (JPY), US Dollar (USD), Euro (EUR), and Chinese Yuan (CNY), with the default being Korean Won.

Changing it will apply to newly created Contracts, settlements, and Labels starting from then on. Amounts already recorded will remain in the currency they were in at that time. Before saving, the screen shows how many Contracts, settlements, and Labels respectively will remain that way, so please review them before saving. Changing the currency clears the exchange rates below, so you must enter them again.

If you change it after you start creating Contracts, currencies will be mixed in the ledger. Decide before the first Contract.

Current exchange rates

The current exchange rate in contract details is fetched automatically from published rates. Values entered on this tab are reference rates used when a published rate cannot be retrieved. Enter how much 1 unit of each currency is worth in the base currency. If neither a published rate nor a reference rate is available, no current-rate comparison is shown.

Settlements are calculated using the Applied Exchange Rate fixed when Contracts are approved. Therefore, even if you change this setting, the settlement amounts for already approved Contracts will remain unchanged.

Registering Owned IPs

This is where you find the IP Provider's characters and brands. Workspace members can view it under Owned IPs in the left menu; registration and editing are for IP Provider administrators.

Use this area to collect and find guides for each character or brand. You can optionally tag Products with used IPs to open their guides. You can start projects and Products without registering an owned IP. Royalties and label unit prices are set in Contracts.

Only the name and type are required; the rest are optional.

  1. Click Add Owned IP.
  2. Enter the IP Name.
  3. Select the Type. If it is not in the list, add it directly from the type list. Created types are used by the entire Workspace.
  4. Upload the Representative Image. PNG, JPG, or WebP, up to 10MB.
  5. Enter an introduction for the character or brand.
  6. If needed, attach guide files for this IP. You can also register them later from the IP details.
  7. Save with Active turned on.

From the IP details, you can view guides for that IP and common guides. Partners see only guides shared to projects they can access. Registering a guide or tagging a Product does not make it public.

  • For an IP-specific guide, click Register guide from that IP's details and enter the files and description. You do not need to select another IP.
  • For a guide that applies to all IPs, click Register guide under Common guides in the Owned IPs list. Once registered, it appears in every IP's details.
  • Share guides with Partners from the project's Guides. Common guides use the same sharing permissions.

Turn off Active to prevent new selections; existing product tags and contract terms remain. For IPs with usage history, turn them off instead of deleting them.

Product stages and Approval types for new projects

These are the Product stages and Approval types tabs. Templates to copy are kept here so you do not have to rebuild the same things every time you create a project.

The two tabs are independent of each other. You can modify only the Product stages and leave the Approval types as their defaults.

  1. Click the template name in the tab to enter the editing screen.
  2. Modify the stages or types and click Save. Both changes and deletions must be saved to take effect.
  3. If there are multiple templates, check Set as default for new projects next to the name field on the editing screen and save.

The default template displays a Default badge and the checkbox disappears. You must keep one default template, so you cannot only clear the designation. Designating another template as the default clears the existing default designation.

Changes made here apply only to projects created from now on. Existing projects remain unaffected. Those must be modified from the Product stages and Approval types screen of the respective project.

Remaining settings

No rush. Open them when you need them.

Tab What it defines When it is needed
Product types List of types to choose from in the Product registration form When you want to view Products categorized by type
Dictionary Character and brand names for automatic translation to reference When translation mistranslates proper nouns
Emojis Custom emojis to use in messages When you want to use your own characters as reactions
User groups A bundle for calling multiple people with a single handle When calling an entire team in messages

The Danger Zone tab and the Owner tab are visible only to Workspace owners. Archiving revokes access for all members and archives the data. This cannot be undone.

Registering a Partner

It is Companies in the left menu. Register the Partner to sign a contract with here.

The Administrator email is required. If this field is empty, the company cannot be registered. Once registered, an invitation is sent to that address, and the person who accepts it joins as the administrator of that company.

The remaining fields such as Business registration number, Representative, Address, and Shipping address can be filled in later. The registration/invitation procedure and permissions are detailed in Managing members and invitations.

Creating your first project

Once you have done this, it is time to create a project. You can create it from Projects in the left menu, and only administrators can create it.

When creating, select the Product stages and Approval types template determined above. The template designated as the default is pre-selected. The default Royalty rate and Label unit price for the project are also entered here, but they can be redefined in Contracts.

In Workspace Business roles, manage each role's permissions and the default assignees for new Projects. If you set a default assignee, they are automatically assigned to the role when you create a Project. For a role with no default assignee, after creating the Project assign IP Provider members to handle Contracts, approvals, Labels, payments and settlements, Product operations, and Project settings in Roles and assignees, then click Save. Workspace owners and company administrators cannot perform these tasks without the relevant role assignment.

In the approval type template you can also set a Default sign-off chain for each type. The candidates are the default assignees for new projects who hold that approval role. When a project is created, the chain is copied in after the default assignees get their roles, so you don't have to set it again for every project. Anyone removed from the default assignees in the meantime is left out of the chain. Existing projects don't change.

After creation, a Setup Order card appears on the project overview. It guides you step-by-step on what to do first, and disappears once you complete the tasks.

When you get stuck

There are no settings in the left-hand menu. They are visible to administrators only. Ask the Workspace owner or another administrator for permissions.

There is no Owned IPs menu. Even if you are a member on the IP Provider side, it will not be visible unless you are an administrator.

I changed the base currency, but the contract amounts I already created remain the same. That is correct. Already recorded amounts do not change. What changes are the Contracts, settlements, and Labels you create from now on.

I fixed the template, but the project hasn't changed. Templates are only applied to newly created projects. For existing projects, fix them on that project's Product stages screen.

I accessed via the custom URL, but it reverts to the default URL. The custom URL is not active yet. Please contact the operations team.

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