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Standardise the documentation and emails used in the task using templates.
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Notify each person in the team when it is their turn on the task.Ĭontinuing with the previous example, when you have finished creating the quotation document, you change the status (move through the process) and the ECM Software will send an email to your colleague in charge of reviewing it, and if your colleague gives the ok, the ECM Software will send an email to the client with the quotation attached of the type We are attaching your requested quotation, do not reply to this email.Ĩ. It is much easier to see it than to tell it.ħ. When you have finished you click a button and the ECM program changes the status of that task and sets it to “Offer ready for review”. Well, the ECM software lets you create that drawing, and more importantly, it makes sure that the steps you draw are followed! That is, when you work with the ECM software in front of you creating offers, if the first step is “Offer in creation”, you create the offer in Word. I often use this simile: If a friend asks you in a bar how you work and you have a napkin and a pen at hand, you draw a simple sketch of the steps you follow in your team about what happens when you move forward and the possible options. This is technically called Document Management, Process Management or Workflow. Define the steps of a task with all its variants using a simple graphical scheme. For example, Peter has left you a message on task X.Ħ. In addition, they will be alerted by email or with a new notification alert. Basically, just as you comment on Facebook or Twitter about a post, the ECM software will let you create comments and alerts about a task for other users to read on mobile or in the ECM Software itself. Allow people responsible for the same task to have a better way of collaboration than email.
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Google-style search by any of the fields in the previous sheetĪs I said, you can search by any field in the previous sheet to locate a task quickly as you would search a web page in Google, for example “Offer Accepted Contoso 2021” should bring up all the accepted offers of the client “Contoso” created in the year 2021.ĥ. The technical name for these fields is Metadata.Ĥ. The system stores a database of these sheets.
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You can also alter the sheet at any time to add or remove fields. This sheet can be edited, changed or deleted as needed, as you do for example with a mobile contact.
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You decide what these fields are (client name, department, date of submission, etc.). Create a “sheet” or record with the most important fields for each type of task. You can also create download links in the style of other tools such as WeTransfer, YouSendIT or HighTail, but maintaining control of the links created, which is very useful in view of the RGPD.ģ. Store files related to a task together and share them with internal or external people.īeyond the typical folder system, (which it also has) you can link files to a specific task, create a web portal where your customers or suppliers can upload and download files securely. For example, the management of commercial offers in a button, the holiday requests of employees in another button or the signing of contracts in another button (these three are just examples, there are infinite).Ģ. We are talking about having a section of the programme where you can have them in a list and where everyone can go to look for them. Now that you know what ECM means, it is time to find out what functionalities this type of software has, to see if it is the tool that your team really needs. ECMs are an evolution of traditional Document Managements.ġ0 key functions that ECM Software can do for you An Enterprise Content Management (ECM) Software is a tool designed to organise content, automate processes and manage business information quickly and efficiently.
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Well, today I am going to try to explain what ECM Software is in a way that everyone can understand, and without raising the price.īut if you already know the theory, you can try our ECM Software for free for 30 days right now. At university I had a professor who used to say that The job of computer scientists is to take simple things, give them complicated names and sell them more expensively.