Home
>
Software
>
Groupware: Answers the 5 Questions of Document Collaboration

Groupware: Answers the 5 Questions of Document Collaboration

Every organization which creates collaborative documents, whether they are budgets, presentations, reports, spreadsheets, or other documents recognizes that collaborative efforts are requirement. That collaboration always forces the 5 eternal document collaboration questions: Who? What? Where? When? How? The reason I refer to them as eternal is that every day businesses are faced with these questions and rarely find the answers when they collaborate on documents.

Business frantically searched for groupware solutions that answers the 5 questions of document collaboration, and this informational article is written to provide helpful information on technology that is now available to bring answers.

Three helpful groupware software technologies will be presented and referred to throughout this article as means of answer-finding, as a refreshing relief to the more common question-making of collaboration. These technologies are Digital Thread technology, Version History technology, and Document Signature technology. These three teamware technologies function as the "triple threat" against document chaos.

Who?

From the start, it is important to state that accurate records are the key to keeping track of the editorial or collaborative process. So much record keeping gets jumbled because documents and drafts are spread out across many different places and collaborators like butter over too much bread. As the deadline nears, searches become more frantic. "Who has which draft?" or "Who made this change?" are questions that will frequently arise.

Imagine finishing up months of contract negotiation yielding a contract of hundreds of pages and asking your committee at that point about changes that have been made in an effort to track who did or has what. It simply will not work. Not even the participant will remember all of their own contributions.

No business wants messy records. The groupware market has advanced to such a point that a teamware solution to the question "who?" is now available. Digital Thread, for example, creates a tracking device in the meta data of all documents created in the everyday MS applications businesses use. This tracking reaches across servers and emails to create a virtual family tree of document drafts, even if you are working with clients or others who do not have this technology. Version History compiles the document family tree into a flowchart, and Document Signature lets you know who has worked on the draft every time you open a draft from your hard drive or email. You will never lose track of who did or has what.

What?

Often, when opening an email attachment, you might be asking yourself "What version am I looking at?" "What draft is this?" "What am I supposed to do now?" or a myriad of other "what's." The time for questions like this is not time your company can afford. This groupware technology will track documents and their drafts, allowing you to always know what you are looking at and which draft it is. Then you will know exactly what to do with it.

You can refer to the flow chart created by Version History and Digital Thread. You can also rely on the Document Signature to open with the document to tell you exactly what you are looking at. Next question please.

Where?

It is important in collaboration to share information and to refer to others' findings. When that happens, especially in the electronic document world we work in, you may be asking later "Where did that document go?" You may also receive information and ask "Where did this come from?" These questions are not uncommon among businesses. Business is fast-paced, and we cannot remember everything without a little bit of help from a good teamware.

Help is available with the proper groupware that tracks documents and lets you know exactly where documents are and where they come to you from.

When?

The toughest part of tracking documents and drafts is knowing the chronology of the changes. Drafts are flying back and forth, via e-mail, so quickly that without the proper teamware, changes could be made out of order.

Confusion need not reign in electronic collaboration. Version History's flowchart, tracked by Digital Thread, and available with Document Signature every time you open a draft, puts everything into proper editorial perspective.

How?

Saving the toughest question for last, imagine that you have various versions of the latest drafts recently emailed to you from your faithful committee. You will see them there, you will look at them, and you will probably want to weep. "How am I supposed to put this all together?" is the cry heard down the hall.

Since groupware is now available which tracks everything, including the who's, what's, where's, and when's, you can now rely on that same groupware to know how to merge the changes together. It will put information together and suggest changes that might take one person hours to come up with.

Search through the groupware software suites available for Digital Thread, Version History, and Document Signature. It is refreshing to have answers during a potentially confusing and chaotic collaborative process.

Joe Miller is specialist in online advertising. For more information on online advertising, please visit online advertising.

home cleaning services Deerfield ..

In The News:

DoorDash confirms data breach exposing customer names, emails, addresses after social engineering attack. Learn how to protect yourself from scams.

Concerned about Google's AI scanning your Gmail? Learn how to disable Gemini features that access your emails, Drive files and Chat messages for privacy.

Google warns Android users about dangerous fake VPN apps hiding malware that steals passwords, banking details and personal data from phones and tablets.

Apple's digital passport feature lets iPhone users breeze through TSA checkpoints this holiday season using Digital ID technology at 250+ airports.

A new phishing scam targets family photos with fake "Cloud Storage Full" alerts. Criminals steal credit card information through fake sites. Learn protection tips.

South Korean scientists create ultra-thin fabric muscles that turn clothes into robotic assistants, lifting 33 pounds while weighing under half an ounce.

Archer Aviation has acquired Hawthorne Airport for $126M to launch an LA air taxi network ahead of the 2028 Olympics, featuring AI-powered eVTOL operations and next-gen aviation tech.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

Fake AI apps disguised as "ChatGPT" and "DALL·E" are flooding app stores with dangerous malware that steals data and monitors users without detection.

Fake buyers demand specific vehicle reports from unknown sites to steal credit card information from car sellers, but warning signs can help identify these scams before paying.

Android users can now manage apps across multiple devices more easily with Google Play Store's updated remote uninstall button in the latest update.

NASA's Perseverance rover discovers shiny metallic rock on Mars that could be a meteorite from an ancient asteroid, containing high levels of iron and nickel.

Holiday scams spike during Black Friday and Cyber Monday as criminals exploit your leaked personal data. Learn how to protect yourself from fake stores and phishing.

Commerce Department proposes TP-Link router ban over Chinese security risks. Learn how this potential prohibition could affect your home network and devices.

Hyundai AutoEver America suffered a data breach affecting 2,000 current and former employees, exposing names, Social Security numbers and driver's license information.

Washington court rules automated license plate reader images are public records, even when stored by vendors like Flock Safety, setting precedent for transparency.

Fake airline texts claiming flight cancellations are targeting travelers with convincing scams. Learn how cybercriminals steal personal data and credit card info.

Discover how iOS 26's new Adaptive Power feature automatically extends iPhone battery life by learning your usage patterns and adjusting performance intelligently.

New TikTok malware campaign tricks users into running PowerShell commands that download Aura Stealer, which steals credentials and authentication tokens.

Gaia Family offers fixed upfront pricing for IVF cycles with unlimited embryo transfers and financial protection, partnering with over 100 U.S. fertility clinics.

The Jetsons Act aims to position Pennsylvania as a leader in advanced air mobility by establishing regulations for hybrid ground-air vehicles.

Fake Geek Squad invoice emails are targeting users with convincing charges and urgent phone numbers to steal personal information and money.

Fox News Digital's artificial intelligence newsletter digs into a robot in Russia that faceplanted, George Clooney's alarm and OpenAI's rivalry with the New York Times.

Major data breach at Conduent exposes personal information of 10+ million people. Government contractor hit by cyberattack affecting Medicaid, child support systems.

Texas startup Janta Power raises $5.5M for innovative vertical solar towers that generate 50% more energy than traditional panels while using just one-third the land.

Groupware: Answers the 5 Questions of Document Collaboration

Software