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Getting started with the Workspace

This is what an IP Provider administrator does when they first receive a Workspace. This only needs to be done once before creating a project, and can be modified at any time 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 β€” A space used by a single company
    • Company β€” The IP Provider and the Partners with which Contracts are signed
    • Project β€” A unit of work. Divided and used by brand or season
    • Products Β· Contracts Β· Labels Β· Settlements Β· Messages β€” 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 places you belong to, allowing you to select and switch between them.

What's already done

The Workspace is issued the moment the application is approved. When it is issued, 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

Therefore, you can create projects and upload Products without configuring anything. The settings below are only needed if you want to modify them to fit your company's workflow.

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.

Name and icon to show in browser tab

This is the Brand custom 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

These values are used only to display conversions on the screen. Enter how much 1 unit of each currency is worth in the base currency. If left blank, conversion will not be shown for that currency.

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 register the IPs of the IP Provider. It is located in Owned IPs in the left menu and is visible only to administrators.

To apply different rates for each IP in a Contracts, select the IP registered here. It is also selected for use in search and categorization in Products. Register them before 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, you can create it on the spot. Created types are used by the entire Workspace.
  4. Upload the Representative Image. PNG, JPG, or WebP, up to 10MB.
  5. If you enter the Royalty Rate Β· % and Label Unit Price, they will be filled in first when creating contract terms with this IP. If left blank, the values entered in the Contracts are used.
  6. Save with Active turned on.

If you turn off Active, you cannot select that IP in new Contracts. IPs already included in Contracts remain as they are. Instead of deleting an IP you no longer use, turn it off. This keeps a record of which IP was used in past Contracts.

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.

Templates set as default display a Default badge and the checkbox disappears. They cannot be turned off individually. Since one must remain the default, designating another template as the default will uncheck this one.

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.

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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