Workshare 9. Trial guide

Transcription

1 Workshare 9 Trial guide R

2 A smarter, simpler and faster way to work With Workshare 9, we give document professionals a better way to share and work on files with others. If you re looking to reduce your document turnaround times and slash administrative costs, we invite you to trial Workshare s features to evaluate whether it s right for you. It s important to build an evaluation plan that meets your needs, so we ve designed this document to guide you through the key steps that have helped our other customers trial Workshare. 2 3 Set goals Before you begin your evaluation, think about what you want to achieve. If you re trialing Workshare on behalf of other departments, meet with them to identify what they want to improve. Choose the right features For each goal you want to meet, identify which Workshare feature or features will help with the process. If you re not familiar with Workshare, take a look at the next page to see what we offer. We also provide free tailored demonstrations us at support@workshare.com to find out more. Try them out The steps here will show you how to try Workshare s features. Aim to get your evaluation conditions as close as possible to your real working conditions. If you need any help, get in touch. 2

3 What should you try in Workshare 9? Workshare 9 delivers one integrated solution that supports six ways you can accelerate document review and securely share documents inside and outside your organization. File Comparison See the steps Client Extranet See the steps Compare documents easier and faster on your desktop, online or mobile. Share and work on content with your clients and partners outside of your organization in a secure online workspace. File & Metadata Security See the steps File Sharing & DMS Mobility See the steps Clean sensitive, hidden data without interrupting your flow. Sync your documents to your mobile device from your DMS. Secure File Transfer See the steps Checklists & Closing Binders See the steps Send files that your restricts for being too large or too sensitive. Manage transaction documents automatically in a checklist. 3 i To test the steps you ll need: Sample files: If possible, try the tests with documents you use on a day-to-day basis. One or more people to follow the steps with: Some features require more than one person to evaluate them. If you don t have someone to evaluate Workshare with, you can reproduce the condition by creating a second trial account with a different address.

4 Evaluating File Comparison Compare Word documents and PDFs You can compare Word documents or PDFs, then apply changes without leaving Workshare s comparison application. You can even compare signed PDFs and scans of signed files to the original Word document. Right-click two documents in your desktop or DMS and select Compare with Workshare. Accept a change by selecting it. 2 3 Click Apply Accepted Changes. A new Word document will open with the changes you accepted. The changes you did not accept will not be applied. Click OK in the comparison dialog. 4 Can you accurately compare the document types you work with? Did it take less time than the way you currently compare documents? Did you catch every change and edit? Were you able to quickly understand what kind of changes had taken place and identify the changes that mattered most? Was it easy to apply the changes? Did the resulting Word document retain the formatting of the original documents? Next >

5 Evaluating File Comparison Compare Word documents sent as attachments When you re ed a copy of document that you originally sent, Workshare automatically detects if it s been changed. Create a new and attach a Word document. Send the to a second address. 2 Double-click the document name to launch a comparison between the two versions. From the second address, open the attachment, make a few edits and save it. Reply to the original and attach the modified document. From the original address, notice that a green notification has appeared in the preview to alert you that the document s been changed. Double-click the name to open the . Did you quickly identify that the attachment had changed? Did you save time, next to your current way of comparing? 5 Was it easy to identify that the attachment had changed? Was it easy to compare the attachments? Next >

6 Evaluating File Comparison Compare PowerPoint presentations You can compare PowerPoint presentations, then save or print the comparison. Right-click two PowerPoint presentations in your desktop or DMS and select Compare with Workshare. 2 Click OK in the comparison dialog. Create a comparison report, which presents the changes in a PDF you can save or send. Did you accurately compare the presentations? Did it take less time than the way you currently compare PowerPoint presentations? Did you catch every change and edit? Was it easy to create a comparison report? 6 Next >

7 Evaluating File Comparison Compare files online (Word, PDF, PowerPoint) When you have an internet connection, you can compare versions of documents, wherever you are. Open Workshare by 2 Go to Folders and select 3 Click the document to 4 Compare the versions double-clicking the the Add Files icon to preview it, then select by selecting them in icon on your desktop. upload a document Add new version. the document preview. i You can also open Workshare by opening the mobile app or going to my.workshare.com. 7 Is it important to your working day to compare documents when you re away from your desk? Can you accurately compare the document types you work with? Did you save time, next to your current way of comparing? Did you catch every change and edit?

8 Evaluating File & Metadata Security attachments securely Workshare enables you to protect yourself from accidentally sharing sensitive data you may want to keep private by allowing you to remove it from your documents. For example, you can remove track changes, the author s name, server names, keywords, routing slips, authoring trails, hidden slides, comments, speaker notes or hidden sheets. You can also convert your documents to PDF or PDF/A. Create a new and add an attachment. 2 Control and secure your 3 Apply your changes when you re ready. Workshare automatically scans your attachment by selecting While your documents are being processed, attachment for sensitive data. the Clean files option. you can write your . You can expand the option Send the to a second address. to specify which metadata From the second address, open the is removed. attachment and notice that the metadata has been removed. 8 Was it convenient to have file and metadata security integrated with your ? Was it easy to understand which actions you could take with your attachment? Were you able to adjust the file and metadata settings so they were appropriate for your attachment? Did you feel more comfortable sending your attachment, knowing that it had been secured?

9 Evaluating Secure File Transfer Send files that are restricted by your With Workshare, you can transfer files that are too large or sensitive to send by . Create a new and add 2 Choose the 3 Apply the changes. The document 4 From the second an attachment. Workshare Convert to link will be saved to a folder in address, open the automatically scans your attachment for sensitive data. option. Workshare and a link to the folder will be added to your . and click the link to view the file. While your documents are being processed, write your . When you re ready, send your to a second address. i The online space can also be branded with your company logo and colors. See the Client Extranet use case on the next page for more details. i You can also select document protection options (such as removing metadata or converting to PDF), and they ll be applied. 9 Was it convenient to have secure file transfer integrated with your ? Was it easy to transfer the file? Was it easy to receive the file? Were you able to adjust the file and metadata security settings so they were appropriate for your attachment? Did you feel more comfortable transferring your attachment, knowing it had been sent in a more secure way than ?

10 Evaluating Client Extranet Brand Workshare with your firm s logo and colors You can put your firm s branding into Workshare's online environment so you have a professional way to share files and information with your clients. Open Workshare by 2 Click on your name and 3 Go to the Account Settings tab 4 Click Return to home double-clicking the select Admin Console. and select Branding. to see the result. icon on your desktop. Choose a new wallpaper, logo, topbar theme and sidebar theme. i You can also open Workshare by opening the mobile app or going to my.workshare.com. Is it important to your organization to have a professional space to share files and information? Did the space have a look and feel that s right for your organization? 0 Is it important to your organization to have a secure space to share files and information? Was it easy to update the branding? Next >

11 Evaluating Client Extranet Share files in a space that s branded for your firm When you need to share files with clients, the Workshare online environment creates the right impression because it s straightforward to use and it s secure. Open Workshare by double-clicking the icon on your desktop. In Workshare, go to Folders and click the Add Folder icon to create a new folder. 2 3 In the folder, select Settings. 4 From the second address, Open the folder click the Add File icon. Select Clean documents of hidden data. Drag a file from your computer or DMS into the upload area. Set an expiry date for the folder. Click Share link. Send the to a second address. click the link in the invitation you ve received. You can see and comment on the file. When the expiry date has been reached, you will no longer have access to the folder. i You can also open Workshare by opening the mobile app or going to my.workshare.com. Was it easy to create a new folder and upload files? Was it easy to access the files? Was commenting intuitive? Did the space provide a place where clients can access files on demand without having to request access from teams? Was data reliably scrubbed of metadata prior to being placed in the space? Is it important in your working day to have control over third-party access to your files, such as selecting an expiry date?

12 Evaluating File Sharing & DMS Mobility Safely share files and sync content from your DMS Workshare integrates with imanage, SharePoint, OpenText and other leading DMSs. The steps below show you how to evaluate sharing files and syncing files. If you d like to evaluate comparing files from your DMS, see the File Comparison use case. Sync 2 Access 3 Share In your DMS, right click a folder and select Send to Workshare. In the Send to Workshare dialog, click Send. Your files are now accessible on your mobile and online. Download the ipad, iphone or Android app for free from itunes and Google Play. Log in to the app, then go to Folders. Your files are in the folder with the same name as your DMS folder. Open the folder. Select People from the menu in the top corner. Tap the + icon and enter a second address. From the second address, click the link in the invitation. Comment on the file then add a new version. In your DMS, right click the folder and select Sync from Workshare. You can view the comment by going to the document s related files. 2 Was it easy to send the files to Workshare? Was it easy to access your DMS files away from your desk? Did this solution take less printing and scanning than your current solution? Did the space provide a place where clients can access files on demand without having to request access from teams? Is it important to your firm to have audit trails linked back to the DMS?

13 Evaluating Checklists & Closing Binders Organize transactions to make your deals stress-free Workshare lets you manage versions to a checklist, tracking what stage your deal is at, whose input you are waiting on and produce the associated deal bible/ closing binder at the end of the process in minutes instead of days. If you d like to trial Checklists & Closing Binders, contact us at support@workshare.com to enable it, then create a deal using the steps in the Checklists & Closing Binders getting started guide. 3 Was running a deal easier than your current solution? Was the documents checklist intuitive to use? Did you feel you had all the tools you needed to close the deal? Was creating the fully executed (bible) version faster than your current solution? Did you feel you minimized risk, knowing you could skim the documents checklist to see which signatures were required?

14 ? Find out more Contact us If you d like a tailored demonstration, us at support@workshare.com Knowledge base For step-by-step instructions on all of Workshare s features, see workshare.force.com/knowledgebase 4 Published February 206