knowledge tree create business documents

7/31/2019 Knowledge Tree Create Business Documents

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Every day teams across your organization work

together to create sales proposals, marketing collateral,

and legal agreements. You and your colleagues create

these new documents and work with team members

to improve their quality. But with multiple locations and

groups, it is critical to have business-class document

management tools to make the process efcient.

KnowledgeTree boosts team productivity throughoutthe document management lifecycle. We enable

organizations to:

Create documents collaboratively as a team

Organize documents the way you do business

Manage the lifecycle of documents and processes

In this paper, well explore how a project team works

together to create a proposal for a new client. The

project leader wants to gather feedback early, and

efciently incorporate feedback into the nal document.

TEAM

CREATEDOCUMENTSA S A

The project lead created a draft proposal in Microsoft

Word, and now wants to share it with colleagues.

Rather than emailing the document among colleagues,

it is more manageable to provide a central location

where documents can be organized and controlled.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 le, preserving the folderstructure she set on her desktop. And she provides her

colleagues with a unique address that lets them adddocuments to the project folder via email.

ADD DOCUMENTS TO THE VAULT

GET STARTED


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Once the documents are added the project lead

looks at the draft proposal in KnowledgeTree.Each document has its own unique view. Here

authorized team members can perform a variety

of organization and management tasks. But rst,

she wants to start the collaboration process by

soliciting feedback from her colleagues.

Of course she wants to stay on top of the

feedback, so with KnowledgeTree a simple click

lets her subscribe to a document. That means

that as documents are changed or commentedon, shell be instantly alerted to the modications.

Once subscribed, the project leader now

shares the draft document with her peers. With

KnowledgeTree she can easily share a document

with internal or guest users, granting them the

appropriate level of access depending on your

scenario. The project leader can even share the

contents of her proposal folder to ensure smooth

collaboration.

EASY ACCESS TO ENTERPRISE-CLASSDOCUMENT MANAGEMENT


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Now that she has shared the document

with her team, she needs to start gathering

feedback. Rather than having comments

spread across dozens of versions of her draft

proposal, she gathers feedback in an activity

feed that is specic to the document. That

means that colleagues can post suggestions

for improvement in one central location. Their

comments dont get lost in the shufe, and there

is no document version management challenge.

GATHER DOCUMENT-SPECIFIC FEEDBACKFROM COLLEAGUES

The team is now accessing the document,

commenting on it, and editing it. That can mean a

lot of different versions of the document to manage.

With KnowledgeTree you have the tools you need to

control document versions. That means an instantproductivity boost, as the time wasted sorting through

old versions disappears.

A simple click allows the project leader to open

and revert to prior versions of the document and its

metadata. No longer does she have to sort through

large volumes of documents with cryptic names to

nd the latest version. And it lets the project leader

determine whether changes made by colleagues

ought to be to included or eliminated.

CONTROL VERSIONS


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Now the project leader returns to KnowledgeTree

to evaluate the new document versions that

have been added and the feedback within theactivity feed. She opens the latest version of the

document in Microsoft Ofce, directly from the

vault via the KnowledgeTree plugin. The plugin

allows her to open the document in Microsoft

Word without having to download and save the

document.

She starts to edit it based on the changes

suggested by her team, and periodically saves

the document. Each save instantly synchronizes

with her vault, keeping the latest version always

available in KnowledgeTree. Plus, within the

plug-in she can access related documents

and monitor new comments directly from the

Microsoft Ofce interface.

While she is working on the document one of her

colleagues also starts editing it . KnowledgeTree

instantly alerts her that there is another

version. She can compare her version with her

colleagues and merge the changes, or evensave as a new and separate version. That makes

collaboration easy.

COLLABORATE IN MICROSOFT OFFICE

KnowledgeTree makes it easy to create, share, and collaborate on your businessdocuments. That lets teams work together to build great documents -- fast.

CONCLUSION


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W X P

CREATION

Isthereaneasywaytocreateandeditdocuments?

HowdoImanagethemanyversions

ofadocument?

HowcanIgetfeedbackfrommy

colleaguesaboutadocument?

Upload documents

and folder structures,

and connect fax or

scanning servers

for high volume

uploads.

ADD DOCUMENTS

EDIT DOCUMENTS

ACTIVITY FEEDS

Monitor colleagues

feedback on documents

and whether they are

approving, liking, viewing,and commenting on

documents. This helps

teams spot relevant

content and keep

approval processes in

gear.

VERSION CONTROL

Stop searching for the latest

version. No more time is wasted

sorting through revisions since

users can merge contributions

with ease.

Integration into Microsoft Office

lets teams work together to

create, edit, and share content

in the tools they use everyday.

MANAGE CHANGE

Stay on top of colleagues modifications

and comments by subscribing to

documents and folders.

SHARE DOCUMENTS

Distribute documents

to colleagues, both

internal and external,

to gather feedback

and support businessprocesses.


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WHAT IS KnowledgeTree?KnowledgeTree makes documents matter. Miramax, Alcatel / Genesys, FujiChemical, and hundreds of other companies use KnowledgeTree to drive

productivity by working smarter with documents. KnowledgeTree helps

legal, nance, HR, and sales teams easily develop and execute business

processes around documents, and drive productivity and actionable insight.

Using our Smart Tools for documents, you can boost productivity across

your teams and get more efcient. And with actionable insight into your

secure document vault, you can uncover and share valuable businessdocuments faster.

VISIT OUR WEBSITE

FOLLOW US ON TWITTER

www.KnowledgeTree.com

@knowledgetreesw

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