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.

housekeepers near Park Ridge ..

In The News:

The A.I. industry seems set for growing pains as Big Tech companies scramble for solutions to the medium's unprecedented strain on the power grid.

Fourth of July fireworks cause a 60% spike in lost pets, but GPS trackers and AI photo-matching services like Love Lost can help reunite missing dogs with their families.

Protect yourself from jugging, the rising crime by which thieves monitor ATM users and follow them to steal cash, with six practical safety tips to stay alert and secure.

U.S. airlines like Delta, American and United are selling your domestic flight records to government agencies through the little-known Travel Intelligence Program.

Autonomous robots from Uber Eats are rolling out across U.S. cities, featuring LIDAR sensors, secure compartments and all-weather operation for food and grocery delivery.

Costco has expanded into EV infrastructure with new ultra-fast charging stations that can charge most electric vehicles to 80% in 20-60 minutes while shoppers browse the warehouse.

The new Gemini Robotics On-Device AI allows robots to perform complex tasks without internet, offering enhanced privacy, reliability and adaptability for real-world use.

Protect yourself from Amazon phishing scams by spotting red flags like suspicious sender addresses and spelling errors while using Amazon's Message Center to verify communications.

GAC Group's new Govy AirCab flying car combines lightweight design with advanced safety systems and smart cabin technology to revolutionize city travel with an 18.6-mile range.

The Berkeley Humanoid Light (BHL) is a lightweight, open source humanoid robot that anyone can build using 3D-printed parts and off-the-shelf components.

Meta’s new AI chatbot is getting personal, and it might be sharing more than you realize.

A new threat targets both Android and iPhone users: SparkKitty, a powerful mobile malware strain that scans private photos to steal cryptocurrency recovery phrases and other sensitive data.

Thanks to a team at the University of California, Davis, there's a new brain-computer interface (BCI) system that's opening up real-time, natural conversation for people who can't speak.

Privacy risks are hiding in plain sight, as your personal data is likely being collected, tracked, and sold without your knowledge.

VenHub, a fully autonomous, AI-powered smart store just opened at the LAX/Metro Transit Center in Los Angeles.

A woman's Facebook account takeover reveals dangerous social engineering tactics and provides lessons on recovery, avoiding scams and enacting stronger security measures.

Shanghai engineers are using 432 walking robots to relocate a complex, preserving Shikumen architecture while creating space for a modern underground hub and cultural center.

Major healthcare data analytics firm Episource had a cybersecurity incident exposing 5 million patients' medical records and personal information in recent breach.

A new sophisticated PayPal scam sends legitimate-looking emails from official PayPal addresses, using phone numbers instead of links to convince victims to download remote access tools.

Fox News' AI Newsletter brings you the latest on this rapidly evolving technology.

The innovative Kara Pod device extracts moisture from air to create mineral-rich water and brew coffee, featuring UV sterilization and compatibility with Nespresso pods.

Gov. Hochul unveiled New York's nuclear power plant project to power a million homes, which faces permit challenges while promising jobs and a cleaner energy future.

SAFE introduces Aerie, an underground luxury bunker combining high-end living with advanced security, wellness amenities and interactive walls simulating panoramic views.

A Facebook scammer posing as Elon Musk tricked a victim with promises of a Tesla and $250,000, requesting gift cards that become untraceable once the codes are shared.

Experience hands-free golfing with the Robera Neo smart caddie that uses AI to follow you, navigate obstacles and carry your clubs with GPS course mapping.

Groupware: Answers the 5 Questions of Document Collaboration

Software