DOCUMENT  LIFECYCLE  How you can boost     101100101001                        011011011101                        1100101...
Or        ents                   ga                                  n                             fo iz      Te m        ...
CR E AT E                                                            ADD DOCUMENTS TO THE VAULT                           ...
EASY ACCESS TO ENTERPRISE-CLASSDOCUMENT MANAGEMENTOnce the documents are added the project leadlooks at the draft proposal...
CONTROL VERSIONS                                                    The team is now accessing the document,               ...
COLLABORATE IN MICROSOFT OFFICENow the project leader returns to KnowledgeTreeto evaluate the new document versions thatha...
VERSION CONTROLADD DOCUMENTS                                                                                              ...
ORGANIZE                                              CONTROL DOCUMENT HIERARCHIES WITH FOLDERS         DOCUMENTS         ...
The project leader created a draft proposal fora new customer engagement. Because newcustomer engagements are a highly rep...
SEARCH TO DISCOVER DOCUMENTSA natural way to find a document is to browse through the folder structure.  But itis often mo...
ACCESS DOCUMENTS FROM ANYWHERETeams are always on the move. So, it isimportant that all team members can accesstheir docum...
FOLDER TEMPLATES                                                                                      Smart Templates make...
CONTROL DOCUMENT ACCESS         MANAGE                                                          Your documents are busines...
FLEXIBLE DOCUMENT ORGANIZATIONAs documents are created they often need to be reviewedand approved by appropriate team memb...
STAY ON TOP OF CHANGING DOCUMENTSDocuments change over time. Budgets mayneed to be revised. Contracts might need to berene...
WORKFLOWControl document lifecycles by assigning approvalsso that the right people always have access to thedocument. Assi...
WHAT IS KnowledgeTree?KnowledgeTree makes documents matter. Miramax, Alcatel / Genesys, FujiChemical, and hundreds of othe...
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Cómo se puede aumentar la productividad en torno a los documentos empresariales

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[Ebook] cómo se puede aumentar la productividad en torno a los documentos empresariales.

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Cómo se puede aumentar la productividad en torno a los documentos empresariales

  1. 1. DOCUMENT LIFECYCLE How you can boost 101100101001 011011011101 110010100110 productivity around business documents.
  2. 2. Or ents ga n fo iz Te m r as a ocu am e sy U Do Ea te D cum eCrea ents s Ma nag for Co e D o c u m e nts y n tr o l a n d Dis c o v er ue al V to F ast Time
  3. 3. CR E AT E ADD DOCUMENTS TO THE VAULT The project lead created a draft proposal in Microsoft Word, and now wants to share it with colleagues. DOCUMENTS Rather than emailing the document among colleagues, it is more manageable to provide a central location where documents can be organized and controlled. AS A TEAM So, she drags and drops the document into KnowledgeTree via a browser, and the draft document is instantly accessible to her colleagues. At the same time, she needs to add supporting documents and collect related materials from her colleagues. She uses the bulk upload tool to add documents from a zip file, preserving the folder structure she set on her desktop. And she provides herGET STARTED colleagues with a unique address that lets them add documents to the project folder via email.Every day teams across your organization worktogether to create sales proposals, marketing collateral,and legal agreements. You and your colleagues createthese new documents and work with team membersto improve their quality. But with multiple locations andgroups, it is critical to have business-class documentmanagement tools to make the process efficient.KnowledgeTree boosts team productivity throughoutthe document management lifecycle. We enableorganizations to:• Create documents collaboratively as a team• Organize documents the way you do business• Manage the lifecycle of documents and processesIn this paper, we’ll explore how a project team workstogether to create a proposal for a new client. Theproject leader wants to gather feedback early, andefficiently incorporate feedback into the final document.
  4. 4. EASY ACCESS TO ENTERPRISE-CLASSDOCUMENT MANAGEMENTOnce the documents are added the project leadlooks at the draft proposal in KnowledgeTree.Each document has its own unique view. Hereauthorized team members can perform a varietyof organization and management tasks. But first,she wants to start the collaboration process bysoliciting feedback from her colleagues.Of course she wants to stay on top of thefeedback, so with KnowledgeTree a simple clicklets her ‘subscribe’ to a document. That meansthat as documents are changed or commentedon, she’ll be instantly alerted to the modifications.Once subscribed, the project leader nowshares the draft document with her peers. WithKnowledgeTree she can easily share a documentwith internal or guest users, granting them theappropriate level of access depending on yourscenario. The project leader can even share thecontents of her proposal folder to ensure smoothcollaboration.
  5. 5. CONTROL VERSIONS The team is now accessing the document, commenting on it, and editing it. That can mean aGATHER DOCUMENT-SPECIFIC FEEDBACK lot of different versions of the document to manage.FROM COLLEAGUES With KnowledgeTree you have the tools you need to control document versions. That means an instantNow that she has shared the document productivity boost, as the time wasted sorting throughwith her team, she needs to start gathering old versions disappears.feedback. Rather than having commentsspread across dozens of versions of her draft A simple click allows the project leader to openproposal, she gathers feedback in an ‘activity and revert to prior versions of the document and itsfeed’ that is specific to the document. That metadata. No longer does she have to sort throughmeans that colleagues can post suggestions large volumes of documents with cryptic names tofor improvement in one central location. Their find the latest version. And it lets the project leadercomments don’t get lost in the shuffle, and there determine whether changes made by colleaguesis no document version management challenge. ought to be to included or eliminated.
  6. 6. COLLABORATE IN MICROSOFT OFFICENow the project leader returns to KnowledgeTreeto evaluate the new document versions thathave been added and the feedback within theactivity feed. She opens the latest version of thedocument in Microsoft Office, directly from thevault via the KnowledgeTree plugin. The pluginallows her to open the document in MicrosoftWord without having to download and save thedocument.She starts to edit it based on the changessuggested by her team, and periodically savesthe document. Each save instantly synchronizeswith her vault, keeping the latest version alwaysavailable in KnowledgeTree. Plus, within theplug-in she can access related documents andmonitor new edits directly from the MicrosoftOffice interface.While she is working on the document one of hercolleagues also starts editing it. KnowledgeTreeinstantly alerts her that there is anotherversion. She can compare her version with hercolleague’s and merge the changes, or evensave as a new and separate version. That makescollaboration easy. CONCLUSION KnowledgeTree makes it easy to create, share, and collaborate on your business documents. That lets teams work together to build great documents -- fast.
  7. 7. VERSION CONTROLADD DOCUMENTS Stop searching for the latestUpload documents version. No more time is wastedand folder structures, sorting through revisions since W X Pand connect fax or users can merge contributionsscanning servers with ease. ACTIVITY FEEDSfor high volume Monitor colleagues’uploads. feedback on documents and whether they are approving, liking, viewing, and commenting on documents. This helps teams spot relevant EDIT DOCUMENTS content and keep Integration into Microsoft Office approval processes in lets teams work together to gear. create, edit, and share content in the tools they use everyday. “ ” SHARE DOCUMENTS Distribute documents MANAGE CHANGE C R EA TI ON to colleagues, both internal and external, Stay on top of colleagues’ modifications to gather feedback and comments by subscribing to create and there an easy way to and support business documents and folders. Is processes. ed it documents? ” my How ca n I get feedback from ent? co lleagues about a docum versions How d o I man age the many o f a document?
  8. 8. ORGANIZE CONTROL DOCUMENT HIERARCHIES WITH FOLDERS DOCUMENTS Many organizations are structured based on business unit, department, geography, and similar hierarchies. THE WAY YOU DO These groupings provide a useful way to organize BUSINESS content. With folders and sub-folders you can group your documents into hierarchies that make sense to your team. And because folders are a well understood model by all users, it is easy to organize content in a way that makes sense to you.GET STARTEDYour business depends on being in control of invoices,presentations, contracts, and proposals. But your teamcreates, edits, scans, or otherwise adds thousands ofdocuments each week. So, how do you organize yourdocuments so you and your colleagues can discoverwhat they need? Productivity depends on documentmanagement tools that let you structure documentsbased on your business model.KnowledgeTree boosts team productivity throughoutthe document management lifecycle. We enableorganizations to:• Create documents collaboratively as a team• Organize documents the way you do business• Manage the lifecycle of documents and processesIn this paper, we’ll take a look at how a project team canefficiently organize its content to make retrieval a snap. A project leader has prepared a draft project proposaland wants to organize it so that colleagues can quicklylocate it as needed.
  9. 9. The project leader created a draft proposal fora new customer engagement. Because newcustomer engagements are a highly repeatedprocess it makes sense to standardize how youorganize your folders. With KnowledgeTree, shecan establish Smart Templates for her folders.That means that each time she creates a folderfor a new client, KnowledgeTree can auto-generate a set of sub-folders like “Contracts”,“Proposals”, and “Correspondence”. Whatevermakes sense for your team can be applied,ensuring consistency.And with folders she can perform a variety FLEXIBLE DOCUMENT ORGANIZATIONof more advanced document managementfunctions. For instance, she can restrict access Folders are a powerful way to organize documents. But documentsto her project folder to just the project team. She often cross multiple categories. For instance, the new project proposalcan even fine-tune permissions to allow certain template may be equally applicable to a number of business units. So,teams to add documents while other teams can the project leader needs a flexible way to organize her documents.only view their documents. KnowledgeTree’s Smart Tags provide the answer. Smart Tags allow users to apply metadata to their documents beyond the standard information that KnowledgeTree collects. The project leader returns to her refined project proposal and starts to adjust her Smart Tags. She begins by applying basic text tags like “template” and “project proposal”. These tags are easy to add, with an auto-complete that minimizes tag proliferation. And these tags are clickable and searchable, letting you quickly find related documents. But the project leader needs to go beyond these standard tags. KnowledgeTree lets her add more sophisticated Smart Tags. She can create or reuse tag fields with picklists, date pickers, text fields, and more. No matter what kind of data needs to be collected to support how she organizes her project documents, she can create the right tags. She can assign the document to a document type called “Proposals”. By setting a document type, KnowledgeTree auto-generates a customizable set of fields. Because it is a proposal, she has set several key fields like “Project Due Date” and “Customer Name” as required fields. That helps keep her proposal easy to organize and discover.
  10. 10. SEARCH TO DISCOVER DOCUMENTSA natural way to find a document is to browse through the folder structure. But itis often more efficient to search for documents. The project leaders’ colleaguesin sales may start looking for the project proposal draft document, but not knowwhere to look. Search makes it easy to quickly locate the correct document,boosting productivity.Basic search looks within the document title and content. Plus, becauseKnowledgeTree provides built-in Optical Character Recognition technology, evenimages can be searched. That means that text within scanned contracts or faxedproposals is now visible to searchers.But KnowledgeTree goes even further. Users can construct sophisticatedsearches that look for documents that were created by a specific user, on aspecific date, and with a certain set of metadata – or even based on where thedocument is in the workflow process.Plus, these searches can be saved and shared with colleagues. So, repeatedqueries are always at your fingertips. That makes it easy for the project leader tolocate all documents created by her team or documents related to her project.DISCOVER NEW AND RELEVANT DOCUMENTSIt’s one thing to browse or search for a document you know you want.But what happens when there is a great template or document that youdon’t know about? How can you find what you’re not even looking for? KnowledgeTree’s Smart Insights make it simple and fun to find relevantdocuments.KnowledgeTree’s dashboard view provides social tools that help. Thedashboard includes analytics that highlight the most relevant documentsto you and new documents that may be relevant to your team. Thatmeans that the project leader’s colleagues in sales can visit thedashboard and quickly discover that the new project proposal templateexists, and start using it in the field.
  11. 11. ACCESS DOCUMENTS FROM ANYWHERETeams are always on the move. So, it isimportant that all team members can accesstheir documents from wherever they are.KnowledgeTree’s focus on mobility makes thatpossible. With browser-based access teams canmanage documents from anywhere with Internetaccess. Support for iOS and Android alsopermits teams to securely view documents ontheir handheld devices, and even edit associatedmetadata.Plus, KnowledgeTree tools let users syncdocuments between their desktop and thecloud. The technology brings new documentsand new versions from your vault directly to yourcomputer. And the reverse is true, so as yousave new documents to your KnowledgeTreefolder on your desktop, the content is instantlyshared with authorized colleagues via the cloud.For the project leader, that means she alwayshas the latest version of her project documentsaccessible on her laptop. And she and her teamcan be productive from anywhere. CONCLUSION With KnowledgeTree it’s easy to organize your documents based on frameworks and groupings that make sense to your team. That makes it easy to store, share, and find the documents that you need to get business done.
  12. 12. FOLDER TEMPLATES Smart Templates make it a snap to manage repeated processes. Define and manage standard sets of documents, alerts, and workflows, which are automatically applied to a new folder whenSMART TAGS you create it. That means more standardization for how you manage documents across yourCustomize Smart Tags teams.to assign documentswith descriptions andgroup them based onkeywords like lists,dates, and rich textfields. This allows usersto browse for what they MOBILE ACCESS SMART SEARCHare really interested in. Find and get documents Use powerful search to locate on your desktop, mobile documents by content, tags, device, and from or metadata. OCR lets you wherever you are. search even within scanned documents. 8 100100101110 010100011010 001110101110 100100101110 010100011010 001110101110 ORGA NIZA TION How do I organize documents that apply to many subjects and projects? SMART ANALYTICS Track popular documents by What is an easy way to organize all the highlighting ones that are downloaded or viewed the documents needed for one project? most. Teams can “like” especially useful content so If I make a change to a document, how that it’s easily accessible for future use. Send will my colleagues know about relevant notifications to colleagues whenever a document is templates and supporting materia ls? created, needs to be reviewed, or has been modified.
  13. 13. CONTROL DOCUMENT ACCESS MANAGE Your documents are business assets and they should be managed as such. That means granting appropriate rights to certain groups and users in an organization. Not everyone should have access to the project proposal DOCUMENTS document. And not everyone should be able to perform tasks like editing it, moving it through a workflow, or BUSINESS changing its name. LIKE A With KnowledgeTree it is easy to control permissions for your documents. The project leader can set up a new group called Project Team and limit folder access to just that team. It’s easy to assign new and existing users to certain groups and roles. Plus, integration with userGET STARTED authentication tools like Single Sign-On, Active Directory, and LDAP make user management easy.Documents are at the heart of your business processes.Budgets support financial planning. Contracts enable And since she is working with outside consultantscustomer management. And proposals are the basis on the project proposal, the project leader can usefor consulting projects. So, these documents need to KnowledgeTree’s flexible sharing tools to give limitedbe reviewed and approved by the right people. And, as access to guest users.business needs change over time, they must be revised,replaced, or retired, depending on the need. Usingdocument management tools to do so can dramaticallyincrease productivity for business processes.KnowledgeTree boosts team productivity throughoutthe document management lifecycle. We enableorganizations to:• Create documents collaboratively as a team• Organize documents the way you do business• Manage the lifecycle of documents and processesIn this paper, we’ll see how a project team manages thelifecycle of a project proposal document. The projectleader has created and organized the document inKnowledgeTree, and she is ready to get buy-in from thelegal and sales teams.
  14. 14. FLEXIBLE DOCUMENT ORGANIZATIONAs documents are created they often need to be reviewedand approved by appropriate team members. That meansadvancing a document through a workflow to get the rightpeople the right level of visibility. For the project leader, thatmeans passing the proposal through consulting management,sales, and legal before it is finalized.The current model of emailing documents and gatheringfeedback verbally or via email is not efficient. Inefficienciesadd up especially as large volumes of documents aremanaged. No one is sure which documents are unapprovedand where documents are in their approval process.With KnowledgeTree the project leader can create andcustomize a workflow specific to the project approval process.She can assign the right groups and roles to take a look atthe document. And she can save the workflow as a SmartProcess template that can be reused by colleagues as a Smart Processes can also be configured to addressstandard process. business process needs. The project leader may decide that only her colleagues and managers are allowedKnowledgeTree’s Smart Processes are highly flexible and to see the document when it is still in its draft state.support automation. So, as new project proposals are added So, she can adjust her workflow so that documentto the proposal folder they can be instantly enrolled into the permissions change with each step in the process.proposal workflow. Alternatively, workflows can be triggeredby document type. So, any time a document is assigned To keep processes moving along, the tool will notifythe “Project Proposal” document type it can be added to the users by email and on their dashboard that they need tocorrect workflow for approval. review the document. The review process is auditable, so the project leader can see which documents are stalled in a given state. And she can see who has approved a document for future reference. Plus, as documents move through their approval process, they may need to be physically moved between folders. For instance, the draft project proposal may be shifted from a “draft” folder to a “finalized” folder upon authorization. You may also want to change a document to become a “record” that can’t be altered by other users. KnowledgeTree lets you control permissions to do exactly that.
  15. 15. STAY ON TOP OF CHANGING DOCUMENTSDocuments change over time. Budgets mayneed to be revised. Contracts might need to berenewed. And marketing collateral may need tobe refreshed. But if you are managing reminderswithin a calendaring tool, your team may be in thedark about changing documents. And it is just plaindifficult to manage large volumes of reminders withinyour calendar.KnowledgeTree simplifies the process by letting youset alerts for your documents. These alerts remindyou, or selected groups, to act on a specific date.Alerts can be attached to a specific workflow so thatteams can be reminded to advance the approvalprocess. And alerts can be automatically triggeredbased on document type. So, each time an invoiceis created, a renewal reminder can be generated.Deadlines are never missed and processes keepmoving along – boosting productivity. CONCLUSION With KnowledgeTree teams can efficiently manage the lifecycle of their key documents. This leads to more efficient business processes and better control over the documents that run your organization.
  16. 16. WORKFLOWControl document lifecycles by assigning approvalsso that the right people always have access to thedocument. Assign workflows by document type or 101100101001 011011011101by which folder they are placed in. Customize these 110010100110processes so important documents are never stalled. ALERTS Smart Alerts prompt you and your team when a review is needed so business processes are never delayed. Customize alerts so that you can update specific colleagues or departments to review a document, store it, or destroy it. L I F E C YC L E ave How do I ensu re th at documents h proved? b een reviewed and ap uments How do I sta y on top o f doc a rc hived? ed or th at need to b e review MANAGE CHANGE a re ut w hic h documents Feeds and reports keep you How do I find o va l process? on top of where documents sta lled in their appro are in their lifecycle, helping you unstall documents and boost their quality.
  17. 17. WHAT IS KnowledgeTree?KnowledgeTree makes documents matter. Miramax, Alcatel / Genesys, FujiChemical, and hundreds of other companies use KnowledgeTree to driveproductivity by working smarter with documents. KnowledgeTree helpslegal, finance, HR, and sales teams easily develop and execute businessprocesses around documents, and drive productivity and actionable insight.Using our Smart Tools for documents, you can boost productivity acrossyour teams and get more efficient. And with actionable insight into yoursecure document vault, you can uncover and share valuable businessdocuments faster.VISIT OUR WEBSITEwww.KnowledgeTree.comFOLLOW US ON TWITTER@knowledgetreesw© KnowledgeTree 2012. This work is licensed under the Creative Commons Attribution-NoDerivs 3.0 UnportedLicense. To view a copy of this license, visit http:// creativecommons.org/licenses/by-nd/3.0/ or send a letter toCreative Commons, 171 Second Street, Suite 300, San Francisco, CA 94105, USA
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