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

1. DOCUMENT
LIFECYCLE
How you can boost 101100101001
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productivity around
business documents.

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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 her
GET STARTED colleagues with a unique address that lets them add
documents to the project folder via email.
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 efficient.
KnowledgeTree boosts team productivity throughout
the 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, we’ll explore how a project team works
together to create a proposal for a new client. The
project leader wants to gather feedback early, and
efficiently incorporate feedback into the final document.

4. EASY ACCESS TO ENTERPRISE-CLASS
DOCUMENT MANAGEMENT
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 first,
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 commented
on, she’ll be instantly alerted to the modifications.
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.

5. CONTROL VERSIONS
The team is now accessing the document,
commenting on it, and editing it. That can mean a
GATHER 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 instant
Now that she has shared the document productivity boost, as the time wasted sorting through
with her team, she needs to start gathering old versions disappears.
feedback. Rather than having comments
spread across dozens of versions of her draft A simple click allows the project leader to open
proposal, she gathers feedback in an ‘activity and revert to prior versions of the document and its
feed’ that is specific to the document. That metadata. No longer does she have to sort through
means that colleagues can post suggestions large volumes of documents with cryptic names to
for improvement in one central location. Their find the latest version. And it lets the project leader
comments don’t get lost in the shuffle, and there determine whether changes made by colleagues
is no document version management challenge. ought to be to included or eliminated.

6. COLLABORATE IN MICROSOFT OFFICE
Now the project leader returns to KnowledgeTree
to evaluate the new document versions that
have been added and the feedback within the
activity feed. She opens the latest version of the
document in Microsoft Office, 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 edits directly from the Microsoft
Office 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
colleague’s and merge the changes, or even
save as a new and separate version. That makes
collaboration 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. VERSION CONTROL
ADD DOCUMENTS
Stop searching for the latest
Upload documents version. No more time is wasted
and folder structures, sorting through revisions since
W X P
and connect fax or users can merge contributions
scanning servers with ease. ACTIVITY FEEDS
for 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. 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 STARTED
Your business depends on being in control of invoices,
presentations, contracts, and proposals. But your team
creates, edits, scans, or otherwise adds thousands of
documents each week. So, how do you organize your
documents so you and your colleagues can discover
what they need? Productivity depends on document
management tools that let you structure documents
based on your business model.
KnowledgeTree boosts team productivity throughout
the 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, we’ll take a look at how a project team can
efficiently organize its content to make retrieval a snap.
A project leader has prepared a draft project proposal
and wants to organize it so that colleagues can quickly
locate it as needed.

9. The project leader created a draft proposal for
a new customer engagement. Because new
customer engagements are a highly repeated
process it makes sense to standardize how you
organize your folders. With KnowledgeTree, she
can establish Smart Templates for her folders.
That means that each time she creates a folder
for a new client, KnowledgeTree can auto-
generate a set of sub-folders like “Contracts”,
“Proposals”, and “Correspondence”. Whatever
makes sense for your team can be applied,
ensuring consistency.
And with folders she can perform a variety FLEXIBLE DOCUMENT ORGANIZATION
of more advanced document management
functions. For instance, she can restrict access Folders are a powerful way to organize documents. But documents
to her project folder to just the project team. She often cross multiple categories. For instance, the new project proposal
can 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. SEARCH TO DISCOVER DOCUMENTS
A natural way to find a document is to browse through the folder structure. But it
is often more efficient to search for documents. The project leaders’ colleagues
in sales may start looking for the project proposal draft document, but not know
where to look. Search makes it easy to quickly locate the correct document,
boosting productivity.
Basic search looks within the document title and content. Plus, because
KnowledgeTree provides built-in Optical Character Recognition technology, even
images can be searched. That means that text within scanned contracts or faxed
proposals is now visible to searchers.
But KnowledgeTree goes even further. Users can construct sophisticated
searches that look for documents that were created by a specific user, on a
specific date, and with a certain set of metadata – or even based on where the
document is in the workflow process.
Plus, these searches can be saved and shared with colleagues. So, repeated
queries are always at your fingertips. That makes it easy for the project leader to
locate all documents created by her team or documents related to her project.
DISCOVER NEW AND RELEVANT DOCUMENTS
It’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 you
don’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 relevant
documents.
KnowledgeTree’s dashboard view provides social tools that help. The
dashboard includes analytics that highlight the most relevant documents
to you and new documents that may be relevant to your team. That
means that the project leader’s colleagues in sales can visit the
dashboard and quickly discover that the new project proposal template
exists, and start using it in the field.

11. ACCESS DOCUMENTS FROM ANYWHERE
Teams are always on the move. So, it is
important that all team members can access
their documents from wherever they are.
KnowledgeTree’s focus on mobility makes that
possible. With browser-based access teams can
manage documents from anywhere with Internet
access. Support for iOS and Android also
permits teams to securely view documents on
their handheld devices, and even edit associated
metadata.
Plus, KnowledgeTree tools let users sync
documents between their desktop and the
cloud. The technology brings new documents
and new versions from your vault directly to your
computer. And the reverse is true, so as you
save new documents to your KnowledgeTree
folder on your desktop, the content is instantly
shared with authorized colleagues via the cloud.
For the project leader, that means she always
has the latest version of her project documents
accessible on her laptop. And she and her team
can 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. 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 when
SMART TAGS you create it. That means more standardization
for how you manage documents across your
Customize Smart Tags teams.
to assign documents
with descriptions and
group them based on
keywords like lists,
dates, and rich text
fields. This allows users
to browse for what they MOBILE ACCESS
SMART SEARCH
are 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.
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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. 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 user
GET 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 consultants
customer management. And proposals are the basis on the project proposal, the project leader can use
for consulting projects. So, these documents need to KnowledgeTree’s flexible sharing tools to give limited
be 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. Using
document management tools to do so can dramatically
increase productivity for business processes.
KnowledgeTree boosts team productivity throughout
the 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, we’ll see how a project team manages the
lifecycle of a project proposal document. The project
leader has created and organized the document in
KnowledgeTree, and she is ready to get buy-in from the
legal and sales teams.

14. FLEXIBLE DOCUMENT ORGANIZATION
As documents are created they often need to be reviewed
and approved by appropriate team members. That means
advancing a document through a workflow to get the right
people the right level of visibility. For the project leader, that
means passing the proposal through consulting management,
sales, and legal before it is finalized.
The current model of emailing documents and gathering
feedback verbally or via email is not efficient. Inefficiencies
add up especially as large volumes of documents are
managed. No one is sure which documents are unapproved
and where documents are in their approval process.
With KnowledgeTree the project leader can create and
customize a workflow specific to the project approval process.
She can assign the right groups and roles to take a look at
the document. And she can save the workflow as a Smart
Process template that can be reused by colleagues as a Smart Processes can also be configured to address
standard process. business process needs. The project leader may decide
that only her colleagues and managers are allowed
KnowledgeTree’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 document
to the proposal folder they can be instantly enrolled into the permissions change with each step in the process.
proposal workflow. Alternatively, workflows can be triggered
by document type. So, any time a document is assigned To keep processes moving along, the tool will notify
the “Project Proposal” document type it can be added to the users by email and on their dashboard that they need to
correct 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. STAY ON TOP OF CHANGING DOCUMENTS
Documents change over time. Budgets may
need to be revised. Contracts might need to be
renewed. And marketing collateral may need to
be refreshed. But if you are managing reminders
within a calendaring tool, your team may be in the
dark about changing documents. And it is just plain
difficult to manage large volumes of reminders within
your calendar.
KnowledgeTree simplifies the process by letting you
set alerts for your documents. These alerts remind
you, or selected groups, to act on a specific date.
Alerts can be attached to a specific workflow so that
teams can be reminded to advance the approval
process. And alerts can be automatically triggered
based on document type. So, each time an invoice
is created, a renewal reminder can be generated.
Deadlines are never missed and processes keep
moving 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. WORKFLOW
Control document lifecycles by assigning approvals
so that the right people always have access to the
document. Assign workflows by document type or 101100101001
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by which folder they are placed in. Customize these 110010100110
processes 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. WHAT IS KnowledgeTree?
KnowledgeTree makes documents matter. Miramax, Alcatel / Genesys, Fuji
Chemical, and hundreds of other companies use KnowledgeTree to drive
productivity by working smarter with documents. KnowledgeTree helps
legal, finance, 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 efficient. And with actionable insight into your
secure document vault, you can uncover and share valuable business
documents faster.
VISIT OUR WEBSITE
www.KnowledgeTree.com
FOLLOW US ON TWITTER
@knowledgetreesw
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License. To view a copy of this license, visit http:// creativecommons.org/licenses/by-nd/3.0/ or send a letter to
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