01 DocPublisher at a Glance


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01 DocPublisher at a Glance

  1. 1. SWING DocPublisher at a glance... <ul><li>What is SWING DocPublisher? </li></ul><ul><li>Top 5 Business Challenges SWING DocPublisher Solves </li></ul><ul><li>How does DocPublisher work? </li></ul><ul><li>User roles and workflow </li></ul><ul><li>Feature list </li></ul><ul><li>What do customers say? </li></ul>
  2. 2. 1. What is SWING DocPublisher? <ul><li>SWING DocPublisher is an out-of-the-box document publishing solution for IBM Lotus Domino which lets organizations easily manage and publish internal documentation online. It was specifically designed for the following types of documentation: </li></ul><ul><li>Policy manuals </li></ul><ul><li>Standard operating procedures </li></ul><ul><li>Work instructions </li></ul><ul><li>Training materials </li></ul><ul><li>Call center scripts </li></ul><ul><li>Business continuity and Disaster recovery plans </li></ul><ul><li>Product specifications </li></ul><ul><li>Technical documentation </li></ul><ul><li>FAQs and Knowledge bases </li></ul><ul><li>Best practices </li></ul><ul><li>Compliance guidelines </li></ul><ul><li>Printable forms </li></ul>Note: DocPublisher is also available as a Hosted Solution.
  3. 3. 2. Top 5 Business Challenges SWING DocPublisher Solves <ul><li>Provides cost-effective distribution of critical information across departments and remote locations </li></ul><ul><li>Allows business users to create documents as they always have without additional training for web publishing </li></ul><ul><li>Ensures that end users always have current versions of all documents at hand </li></ul><ul><li>Helps organizations ensure compliance with government regulations and industry standards </li></ul><ul><li>Encourages employees to share their best practices and improve upon them on a continuous basis </li></ul>
  4. 4. 3. How does DocPublisher work? <ul><li>SWING DocPublisher tightly integrates with Microsoft Word, allowing business users to create and update web content with their familiar authoring tool. Existing Word documents can also be used and instantly published. </li></ul><ul><li>In additon to MS Word, documents can also be created by using the HTML editor. </li></ul>
  5. 5. 3. How does DocPublisher work? <ul><li>Once the documents are published in a browser-readable format, end users can easily find needed information using only web browsers on any platform. They navigate through the DocPublisher’s library in a familiar way - just like using Windows Help, with a tree-view table of contents, search, and cross-referenced topics. </li></ul>
  6. 6. 4. User roles and workflow <ul><li>DocPublisher users are divided into three user-roles: </li></ul><ul><li>Reader (can only view published documents) </li></ul><ul><li>Author (can create documents and submit for review/approval, can not publish) </li></ul><ul><li>Content Manager (can perform all operations) </li></ul>
  7. 7. 4. User roles and workflow THE PUBLISHING PROCESS: <ul><li>Authoring : Document s are prepared by Authors, saved as drafts and routed to the next stage . </li></ul><ul><li>Review/Approval : D ocuments are reviewed and approved for publishing (by other A uthors or C ontent M anagers), or rejected and sent back to previous stage . Multiple draft stages can also be set up. </li></ul><ul><li>Publishing : Approved documents are published by Content Manager and made available to Read-only users. </li></ul><ul><li>New revisions : New revisions can be easily created from published documents. Once a new revision of a document is published, the previous one gets automatically archived. </li></ul><ul><li>Archiving : Towards the end of the document life-cycle, all document versions are archived and kept available in document history. </li></ul>
  8. 8. 5. Feature list <ul><li>Editing and Updating features: </li></ul><ul><ul><li>Document templates: Centralized document templates enforce consistency and save time. Templates can define format and style for certain types of documents. You can also include headers and footers with placeholders for document properties. </li></ul></ul><ul><ul><li>Related topics: Effortlessly add references to other topics and they will be converted to hyperlinks. </li></ul></ul><ul><ul><li>Additional files: Attach additional files to any topic. For example, if a standard procedure or work instruction references to any additional file - a printable form, template, or spreadsheet - it will be instantly available via a hyperlink. </li></ul></ul><ul><ul><li>Document properties (metadata): Add new properties and categories (tags) to documents to suit the specific way your company classifies its documents. </li></ul></ul><ul><ul><li>Property promotion: When user imports a Word document, properties from the Word document are copied to the library, provided that properties with corresponding names exist in the library. </li></ul></ul>
  9. 9. 5. Feature list <ul><li>Publishing and Distribution features : </li></ul><ul><ul><li>Instant publishing: Document publishing does not require any technical skills. A content manager can simply click on the Publish button to put a document online, in a browser-readable format. </li></ul></ul><ul><ul><li>Withdraw: Content managers are allowed to withdraw a published document back to draft status. </li></ul></ul><ul><ul><li>New revisions: This action opens a new instance of a document, so authors can update the document in Word. Depending on user's permissions, the new revision can be published immediately, or submitted for review/approval. </li></ul></ul><ul><ul><li>Email notification lists , RSS feeds : Users whose job is affected by certain policy or procedure will be instantly notified on updates by email . B roadcast all changes in the document library over RSS feed so they can be tracked in any RSS reader. </li></ul></ul><ul><ul><li>Users' feedback: The system routes users’ comments and questions directly to document owners. </li></ul></ul><ul><ul><li>Offline libraries: Authorized users can replicate the library to their laptops for offline use. </li></ul></ul>
  10. 10. 5. Feature list <ul><li>Navigating and Reading features : </li></ul><ul><ul><li>Cross-Browser: Readers can access published documentation online, using only a convenient web browser, on any platform. </li></ul></ul><ul><ul><li>Explorer-like navigation: The navigation frame contains a tree-view table of contents. </li></ul></ul><ul><ul><li>Folder hierarchy: Organize your folders to ensure easy access by authorized users. Reorder files inside folders (drag-and-drop), or have them sorted by title, for instance. </li></ul></ul><ul><ul><li>Custom views: Classify and browse documents in the library according to taxonomies that differ from the one implied by the original folder structure. Create folder-based, categorized or flat views within your browser, in minutes. </li></ul></ul><ul><ul><li>Outline promotion: When a Word document is being published, its outline view (the headings structure) can be promoted to the navigation frame for easier navigation throughout the document. </li></ul></ul><ul><ul><li>PDF: Allow users to view, download and print PDF copies of documents and forms. The conversion to PDF is fully integrated into the publishing process, and no additional software is required. </li></ul></ul>
  11. 11. 5. Feature list <ul><li>Navigating and Reading features (cont.): </li></ul><ul><ul><li>Recently updated documents: One-click access to new and recently updated documents. </li></ul></ul><ul><ul><li>Full text search: Find any information using basic or advanced search options. Search by document properties, in addition to the full text search. Search results are preserved while you are navigating through the library. </li></ul></ul><ul><ul><li>Hyperlinks: Take advantage of quick navigation with related topics, links to attached files and to other applications. </li></ul></ul><ul><ul><li>Custom Headers and Footers: Choose a pair of predefined headers and footers, modify them, or create your own. Topic headers and footers can include document properties and actions such as navigation (Previous topic, Next topic, Home), Print, Attachments, Related topics, Feedback and more. </li></ul></ul><ul><ul><li>Color schemes: You can choose a color scheme (predefined or custom) that reflects your company visual identity. You can also add a logo or graphic to the frameset header. </li></ul></ul>
  12. 12. 5. Feature list <ul><li>Document management features : </li></ul><ul><ul><li>Document version control: Control of document life cycle: creation, review and approval, publishing, archiving, new revisions. While users are working on a new revision of a document, its published version remains unchanged. Once the new version is published, the previous version is automatically archived. </li></ul></ul><ul><ul><li>Permissions: Grant user permissions at the library and document levels. It is always clear who can read, who can edit, and who can approve and publish a document. </li></ul></ul><ul><ul><li>Workflow routing: Authors can easily send documents to others for edit / review / approval before publishing. You can also define custom draft stages to comply with any specific internal process. Or, keep it simple with 1-click publishing. </li></ul></ul><ul><ul><li>Document locking: When user opens a draft for editing, it is automatically locked in the library. While he or she is working on the draft, other users can view it, but they cannot make changes to it. </li></ul></ul>
  13. 13. 5. Feature list <ul><li>Document management features (cont.): </li></ul><ul><ul><li>Audit trail: Audit trail tracking provides chronological history of all updates. Descriptions of changes and review comments are also tracked and made a part of the document's history. </li></ul></ul><ul><ul><li>Document owners: You can assign a person who will be responsible for each document. Users' feedback on a document will be automatically routed to the corresponding document owner. </li></ul></ul><ul><ul><li>Expiration: Set an expiry date for a document and it will be automatically withdrawn from readers’ view on that date. </li></ul></ul><ul><ul><li>Periodic reviews: Enforce regular reviews for selected documents. For example, once a year the system can notify the person responsible for the document and remind him or her that it is time to make an update. </li></ul></ul><ul><ul><li>Archiving and version rollback: When a new version of a document is approved and published, the previous version is automatically archived and stored for future reference. It is easy to rollback to previous versions if necessary. </li></ul></ul><ul><ul><li>Export: You can easily export the entire or any part of your document library to disk, making the transition from DocPublisher to any other system as easy as possible. </li></ul></ul>
  14. 14. 6. What do customers say? <ul><li>&quot;SWING DocPublisher is simply awesome. It has allowed us to make tremendous strides in bringing our document and communication driven organization into this century. With DocPublisher, all the information is just a few clicks away. It is priceless.“ </li></ul><ul><li>- Bill Mongeau, Director of Service Operations , Brunswick Bowling & Billiard Corporation </li></ul><ul><li>“ We jumped at the chance to introduce the SWING product to the organization because it met all of our needs. Approximately 10,000 employees will have access to the information once all the data bases are rolled out. ” </li></ul><ul><li> - Sharon Giannangeli, Product Manager, Comerica Bank </li></ul>
  15. 15. Learn more... <ul><li>Try SWING DocPublisher online . All that is required to access the library is a standard web browser. If you have Microsoft Word and Internet Explorer installed, you can update web content directly from your browser. If not, you can also use DocPublisher’s HTML editor and any other web browser. </li></ul><ul><li>Or, just let us know what your requirements are and our representative will contact you and arrange for an online presentation. For additional information, please send an email to: info@swingsoftware.com </li></ul>