Document Collaboration
If you've ever spent hours sending out emails to groups of users trying to gather approval and comments on documents then this system is just what you need.
Share documents, seek comments and record approval of documents with your contacts. The system can be used for any process where a group of individuals need to approve a document or group of documents. For instance committee minutes, copy approval for publishing or image approval for advertising.
Rather than sending out the documents to be approved in emails the document collaboration system sends out emails to contacts associated with a project when certain events occur. This encourages the project contacts to log in to the system, download and view project files, make comments on files and finally give approval.
As all users of a project can view comments and files by logging into the system the work load on an administrator of this type of project is massively reduced when compared with the manual alternative.
No email file size limits or delays
If you've ever tried to do this type of work using email you will probably be aware of the limitations of email. Most sites wont accept emails larger than a couple of tens of megabytes and if they do, large files are normally only sent when the email system is not busy. This can lead to long delays in circulating files before you even attempt to seek approval.
As your contacts are logging into the collaboration system you can see that any size related email issues are completely circumvented by this system.
The document collaboration system uses the VersaCloud portal system which allows you to convert your contacts into users of the system by sending out special account invitation emails.
The VersaCloud portal module provides a method to create large number of users with limited privilege without having to use the administration system to manually create each user individually.
Features
- Share documents with your contacts for comment and approval (e.g. minutes of meetings)
- Delegate administrator privilege on a project by project basis
- Different levels of users access available, allowing control over users actions on a project by project basis
- Record proof of how and when documents were approved
- Restrict users to projects allowing you to run multiple projects for different clients
- Configure Email Events on a project by project basis to keep users informed of progress
- Users download documents from the web, avoiding email file size problems
Benefits
- Professional way to present documents
- Manage comments from multiple decision makers in a simple manner through one tool
- With the document collaboration module, this removes the need to email large files. They can be uploaded into the document collaborator for approval.