Tagged: document management Toggle Comment Threads | Keyboard Shortcuts

  • Zyncro Blog 9:00 am on June 7, 2013 Permalink | Reply
    Tags: , , , document management, , , , ,   

    Jesús Cepa, Director of Emite1TV: ‘We couldn’t work without an Enterprise Social Network. It’s like asking me if we could work without the Internet’ 

    Estimated reading time: 4 minutes

    Editor’s note: Jesús Cepa is Director of Emite1TV, an online television platform. They work with their own team located in several countries and with external contributors, which means task coordination and shared access to materials must be simple, practical and instant.

    How did the need that brought you to thinking about using an Enterprise Social Network arise?

    The Emite1 platform takes place in a digital environment and with a scattered team. We needed a comprehensive communication and coordination solution for the entire company, a tool that would fit in with the digital environment of our people and their equipment.

    What Zyncro function do you find the most useful for your organization? Why?

    Our work required major synchronization and communication among everyone. The work of some is dependent on finishing the previous tasks on time.

    It is also very useful for the exchange of large files among us. We work with video and we need an integrated medium to transport and store files in the cloud of considerable dimensions

    What impact has implementing an Enterprise Social Network had on the day-to-day in your organization?

    I think that without the enterprise social network we wouldn’t have made progress. The problems experienced initially in the project were sufficient to know our total dependence on this tool.

    Two weeks of chaos with emails and files circulating computers across the world was sufficient to make the leap.

    Imagine that you stopped using Zyncro tomorrow. What do you do now that you couldn’t do if this happened?

    We couldn’t work without an enterprise social network. It’s like asking me if we could work without the Internet. Simply Emite1 wouldn’t exist.

    And you, have you thought about how you can improve processes in your company using an Enterprise Social Network? Try Zyncro and discover the benefits of being a social business.

     
  • Carlos Gonzalez Jardon 9:00 am on May 8, 2013 Permalink | Reply
    Tags: , document management, , , , ,   

    Enterprise Social Networks and Project Management 

    Estimated reading time: 9 minutes

    Editor’s note: Today we would like to welcome a new author to our blog. The clarity of his first post has surprised us, and that has made us even more delighted about him joining our group of contributors. Carlos González Jardón (@cgjardon) is consultant and trainer in project management. With more than 18 years’ experience in the IT sector, his activities revolve around IT project management and quality standards such as CMMi. He holds a computer engineering degree from the Universidad de Vigo, an Executive Master’s from ICAI/ICADE and PMP certification from the Project Management Institute. He is currently consultant in Project Management at Tecnocom. Welcome and thanks!

    We live in a society where access to information is no longer the privilege of a few and has been democratized. Nowdays, in a single click, we can access a wide range of data from multiple sources: search engines, online newspapers, blogs, social networks… The technology revolution is causing a social and professional evolution, in how we relate to our environment. Information continues to be important, but how we access/acquire that information is gaining relevance.

    In this environment, an enterprise social network can become a vital tool that enables us to strengthen some key aspects in our work:

    • Speed. Quick decision-making.
    • Reliability. Quality of the data.
    • Collaboration: Share information.
    • Acccessibility: A single data source, multiple devices to access it.

    The subject is rather extensive, but we will look briefly at how an enterprise social network can help us in executing projects.

    Projects and Enterprise Social Networks

    In project management, communication is a critical factor. But what do we understand communication to be in a project?

    According to the PMBok® Guide (project management knowledge base), one of the leading references for any project leader, managing communication involves all processes required to ensure timely and appropriate generation, collection, distribution, storage, retrieval and ultimate disposition of project information.

    In other words, the project manager needs to ensure that all project stakeholders have or have access to, at the right moment, the information required using suitable and efficient means. This is extremely relevant as poor management of communication and information in a project could cause the time that the project manager devotes to communicate, distribute, share and access the information to sky-rocket, and even bring the project to the brink of disaster.

    In order for the project manager to have the right information at each stage, they need to interact with their team, the customers, suppliers, and the ‘closer’ they are to the task being done, the better the information. Basically, the project manager needs to beSOCIAL with all those stakeholders in the project. It is not enough to have social skills based on ‘face-to-face’ interaction. We need to seek support from the tools that enable us to manage online or virtually multi-disciplinary and multi-site teams.

    In this scenario, an enterprise social network can play a differential role. If we share aspects of our daily lives, why shouldn’t members of a project team share, through an enterprise social network, their problems, doubts, concerns regarding the activities being performed in the project? This activity is already being done in the corridors, on the phone, but it is difficult to have a document support with the conclusions reached. Using collaborative tools can help to flourish and document information that would be lost otherwise. In those project-focused organizations, an enterprise social network can provide major value by sharing and accessing data easily and quickly.

    Benefits of Enterprise Social Networks in Project Management

    Although I’m sure there are many more, these are some of the benefits they can provide:

    Quick access to one of the best sources of knowledge: the team’s experience.

    The senior profiles are an excellent source of knowledge and that knowledge can be used to resolve different situations that we face daily in a project. Coaching, mentoring, tutoring, training or resolving of doubts can be done dynamically through an enterprise social network.

    Repository of project information and documents.

    Although this point has already been solved by many other tools, an enterprise social network can be the main point of access to shared resources. It means converting the current static or one-directional intranet (always focused from the company to the employee) into a social and collaborative environment ‘company-employee’ and ‘employee-employee’ (beyond a simple question-response network).

    Reduce “meetingitis”.

    In many organizations, there are too many inefficient meetings. Often we finish the day with the feeling that we haven’t done anything “productive”. Simple meetings to exchange information and update everyone can be replaced by short virtual meetings (e-meetings): for example, the status of our project, clarification of doubts, etc. These e-meetings will not replace face-to-face meetings, rather they will complement them and reduce them to the essential ones, as the cost, both economically speaking and cost-opportunity (what I don’t get done) is very high.

    Simplify management in multi-site environments.

    In environments where the team is located at different sites in the company or in the client (or even in teleworking situations), the social network will help us enormously with that task of “sharing”, reducing, or even eliminating problems resulting from not all being in the one place.

    Neglected management.

    On many occasions, we experience many short interruptions that break our usual work rate. Enterprise Social Networks mean that those short interruptions can be channelled through it to be answered at a later stage; or even they could be resolved by other members of the team collaboratively, leaving evidence of their resolution in the “social environment” itself.

    Our value lies not in what we know, rather how quickly we can “update” (learn what we don’t know, acquire knowledge) and how we share it with our co-workers.

    In this scenario, an enterprise social network can become a perfect work environment where different stakeholders in our project can interact according to their role, regardless of their physical location and time zone.

    The work environment is a clearly social activity in most cases, so why not use enterprise social networks? This way sharing knowledge among the project team can be more agile, although to achieve it, a cultural change is required in organizations.

     

     
  • Jaume Jané 9:00 am on September 10, 2012 Permalink | Reply
    Tags: document management, featured groups, , ,   

    Optimized direct access to key groups for your company: Featured Groups 

    Estimated reading time: 4 minutes

     

    We’re proud to present new ZyncroApp: Featured Groups.

    Much is spoken about infoxication or information overload these days: from the moment we wake up until we go to bed, we are constantly bombarded with information. As Joan Alvares said in his post, Surviving the infoxication: I read so much that I don’t have time to think about what I read, and less still apply it to my business. To avoid this excess of information. Are we infoxicated in our own companies too? Well yes, it’s something inevitable but it can be improved. At Zyncro as we see things, as within Zyncro a great number of work groups can be created, part of the information that should reach you may get lost along the way. In fact, I’m sure there are some groups that no member of the organization should lose sight of.

    Our Enterprise Social Network offers more and more tools for classifying and optimzing information. On this occasion, the new Featured Groups ZyncroApp will enable the organization administrator to…

    create a list of the groups that are important and that should be accessible directly for all organization members

    …and improve productivity regarding information access.

    How do the Featured Groups work?

    The organization administration must enable it in the Administration Panel > ZyncroApps > tured Groups > Configure, then select the groups, up to a maximum of 15 to create a direct access for the rest of the organization’s members (who will see them provided they are members of the group). Once the definitive list is configured, they can be sorted as appropriate for the company.

    From now on, all members of your organization can see Featured Groups and a description of each one to the right of the wall, and although only 5 are shown by default, you can always expand the list by clicking “Show more”.

    What are you waiting for to select your Featured Groups and activate the ZyncroApp? I’m sure all members of your organization will thank you for being a little less infoxicated. Try it now! 😉

    Jaume Jané is responsible for ZyncroApps and integration at Zyncro. He is an expert in analysis and development for integration possibilities in Online Social Networks, enterprise software and productivity cloud applications. He coordinates interactions between Zyncro and third party technology solutions. Before, he worked with distinct companies as a web programmer and a functional analyst.


     
  • Carlos del Pozo 10:45 am on January 19, 2012 Permalink | Reply
    Tags: , departments, document management, , ,   

    Zyncro Features: Departments section 

    Estimated reading time: 4 minutes

    What is a Zyncro department?

    It’s one of the organizational blocks making up the structure of each organization in Zyncro that can be defined in the Organization Configuration section of the Control Panel.

    Users with department creation permissions can create departments (this permission is given to them by the administrator in the Control Panel, in the User Management section) and only the person that created the department (main owner) or the owners appointed by the main owner can add users to that department.

    Only corporate users from the same organization can become part of those departments or companies.

    Other users of the organization can follow a department or company to stay up to date with the latest news in that department or company.

    What appears in the “Departments” section?

    The departments created in a company are always shown in the Departments section (tab between Files and Groups and Tasks, if there is one).

    Each department has a name and is accompanied by an image associated with the activity that department carries out, a description and button to follow it.

    Existing departments can be sorted or organized according to:

    • Only departments whose name starts with a specific letter
    • All departments in ascending (A-Z) or descending (Z-A) order

    Members of a department

    The sections (tabs) shown in each department are:

    Messages: This section appears by default when accessing a department. It shows you all communication happening within the department: messages written by the main owner (they appear by department), uploaded files or notifications of new members that have joined.

    Files: It shows you all files that have been uploaded to the department. This action can only be done by members of that department.

    Members: These are the people with their photos, statuses and email addresses that make up the department. This page enables you to follow these users or stop following them if you are already following them.

    Under the Permissions column, you’ll see who is the main owner within the department. The main owner can add or remove people from the group, change the information shown for the department they “belong to”.

    Followers: These are the people that see the department’s actions (messages, actions on files, people added or removed) on their Home section.

    Their department is shown in brackets in a blue color (link).

    More about us: This section is designed for adding information, links of interest, references to the department. This information can be entered in HTML format.

    Zyncro lets you group users by groups and by departments.

    Create your own customized structure within your company!

     

     
  • Patricia Fernandez Carrelo 10:30 am on January 18, 2012 Permalink | Reply
    Tags: , , document management, , , , , ,   

    Webinar on Enterprise Social Networks for Marketing and Communication departments 

    Estimated reading time: 3 minutes

    Continuing our series of Spanish-language training webinars started in December by Zyncro and Web2Present, we’d like to invite you all to a new webinar entitled “Internal Social Networks for Marketing and Communication”.

    What’s it all about?

    In this new webinar, as well as covering the basic concepts on Internal Social Networks in a company, we’ll explain to Marketing and Communication departments how having a social tool in their organization can be an excellent way to optimize their work, improve processes and get company employees involved in corporate strategies.

    We’ll look at different uses and success stories of Enterprise Social Networks in Marketing and Communication departments, we’ll cover the concept of endo-marketing (or how to communicate and generate brand within the company) and we’ll develop a management model for teams made up of community managers.

    When’s it happening?

    The webinar will take place on Tuesday, January 24, at 18.00 CET and will last approximately 30 minutes.

    Who’s giving it?

    This Spanish-language seminar will be given by Patricia Fernández Carrelo, head of Marketing at Zyncro.

    How do I participate?

    To participate in our webinar, you just need to register using this form.

    To learn more about Enterprise Social Networks for your Marketing and Communication department, click on the link: I want to attend the webinar!


     
  • Carlos del Pozo 10:30 am on December 22, 2011 Permalink | Reply
    Tags: , document management, , , , , ,   

    Zyncro Features: Search (II) 

    Estimated reading time: 4 minutes

    As we previously explained in the first part of this article, to search in Zyncro, you need to enter the term you want to search in the search box found in the top right corner of the screen.

    In the second part of this article, we’re going beyond the segmented search to show the additional options in the Zyncro search that enables you to get more specific results.

    You can do this in two ways:

     

    Segmented Search

    Enter the search criteria in the search box and when it shows you the results, you can use the fields that appear just below the search box on the right of the screen to refine the search:

    Sections

    You can perform a search on a specific section of your Zyncro by selecting the section and clicking on Filter. Only the items you have selected (messages/files and folders/groups/departments/people) in the section will be shown.

    The sections can be:

    • Corporate newsfeed
    • Departments
    • Personal feed (the users you can see)
    • Private messages (your messages)
    • Your different work groups

    People

    It gives you the option to restrict the search according to the person that posted the item (messages, files, etc.)

    This field is associated with your contacts and when you start to enter a text, it will suggest the users that contain the text entered.

    You can select more than one person in this field.

    Dates

    With this field, you can display the items that have been published in Zyncro during a specific period of time on searching.

    You can choose whether to display items published during:

    • the last 24 hours
    • the last week
    • the last month
    • the last year
    • and it even lets you customize the search period: posts in Zyncro from one date to another.

    These search fields are restrictive, i.e. the number of results shown are reduced according to the combination of criteria entered.

    Advanced Search

    You can also perform precise searches using punctuation symbols in the text field.

    The punctuation symbols that have been enabled for more specific searches are quotation marks and the + sign. They can be used together and separately and their function changes according to the combination used.

    The most frequent search cases are:

    Simple search (without quotation marks or + sign): Enter in the search box Word A Word B Word C – It will show you items in Zyncro that contain any of the 3 words that you have entered in the search box, regardless of the order in which they appear.

    Search using the + sign: Enter in the search box Word A+Word B+Word C – It shows you items in Zyncro that contains the 3 words you have entered in the search. If they don’t contain all the words entered, they won’t be shown in the list of results.

    Search using quotation marks: Enter in the search box “Word A Word B Word C” – It shows you items in Zyncro that contain the exact expression entered between quotation marks.

    These options can be combined to create even more specific and precise searches.


     
  • Carlos del Pozo 10:56 am on December 15, 2011 Permalink | Reply
    Tags: document management, , , , , ,   

    Zyncro Features: Search (I) 

    Estimated reading time: 4 minutes

    How do I perform searches in Zyncro?

    To perform a search in Zyncro, just enter the term you want to find in the search box (top right corner of the screen).

    The search results in Zyncro will appear grouped according to the different Zyncro sections: Messages, Files and Folders, Groups, Departments/Companies and People

    Beside the corresponding tab for each section, you’ll see the number of hits for the search criteria in brackets.

    Search Results

    Messages: This tab shows all messages appearing in conversations on the Zyncro wall that include the search word. The word is always highlighted in gray.

    The types of message that appear in this section (different according to the user) are:

    • Personal news that you or the people you follow have posted
    • Corporate news
    • Private messages you’ve sent
    • Messages from departments or companies you belong to or follow
    • Messages from the groups you participate in

    Files and folders: This tab lists all the files, folders and Zlinks created for sharing that include the search criteria in their title and that belong to the groups you have access to. Only for Business plans or higher: The tab also includes files whose content contains the search term (text files: TXT, PDF, Word, Excel, HTML, etc.). The term is highlighted in gray.

    Groups: This tab includes the groups that contain the search term in their title. Like messages and files, the term will be highlighted. This feature enables you to find all those groups whose name you can’t remember by using key terms.

    Departments/Companies (depending on the organization’s configuration): This last tab gives the departments or companies whose name or description contains the search term.

    People: This tab shows you a list of user contacts that include the search term in their profile (basic information, experience and skills, etc.) This is the best tool for managing internal talent!

    Next week, we’ll look at advanced search options.

    Learn to retrieve knowledge in your company in a single click!


     
  • Carlos del Pozo 11:21 am on December 1, 2011 Permalink | Reply
    Tags: document management, , , , , , zyncronizer   

    Zyncro Features: Version control in Zyncro 

    Estimated reading time: 3 minutes

    Why control file versions?

    When we work with documents that need to be reviewed, keeping the last version is not enough as often the last version is not the one we really need. At times, we have to change a file from a previous point which we can’t access using the latest version… With Zyncro, this is no longer a problem thanks to its Version Control option. This feature enables users to easily access a list of all the versions uploaded to Zyncro of each file, meaning that you no longer have to search in your computer to find the right version of the file you want to work on (that is if you still have it).

    How do I recover an older version of a file?

    The process is simple:

    1. Each time you create a file, you should upload it to Zyncro
    2. When you have a new version of the file on your computer, it also needs to be updated on Zyncro. You need to go the corresponding file and from the drop-down options menu on the right, select the Upload new version option.
    3. In this same drop-down menu, you’ll also see the Previous versions option. When you click on it, a window will appear with the following data:
    4. File name
      • Name of the person who uploaded the file first (Created by), with a direct link to their profile
      • Date on which they uploaded the file
      • Current file size
      • A separate list with the versions included as Previous versions and the Last version.

    These versions can be downloaded and you can also recover the previous version of the file.

    Keep and access all the contents of your organization, your documents and all their versions with Zyncro.

     
  • Carlos del Pozo 10:57 am on November 10, 2011 Permalink | Reply
    Tags: , , document management, , , , , ,   

    How do I upload files to Zyncro? Document Management on the Cloud 2.0 

    Estimated reading time: 6 minutes

    As an Enterprise Social Network, Zyncro contains a file management system, enabling you to save any documents you need in your work groups and:

    1. share corporate information
    2. manage internal knowledge better
    3. access corporate documents from anywhere and from any device

    So the goal of this post is to answer the common question: How do I actually upload documents to Zyncro?

    Over the course of this post, we will show you 4 different ways of upload your files on Zyncro according to two factors:

    • The source and file type
    • The method used to upload

    Choose whichever way suits you best!

    Uploading files to Zyncro individually

    For this first option, we suggest you create an Internal Training group in your Zyncro and upload a document on using Enterprise Social Networks there. Haven’t got one? Well, here’s your chance to download our Best Practices in Enterprise Social Networking from http://www.zyncro.com/en/manual! :-)

    Once the PDF file has been saved on your computer…

    1. Go to http://my.zyncro.com and enter your username and password.
    2. Go to the Files and Groups section > Internal Training (REMEMBER: If you still haven’t created this group, click Create new group and invite as many contacts in your organization as you want).
    3. In the Internal Training group, go to the Files tab and click Add files.
    4. The Upload files window will allow you to select the file from your computer’s hard drive (Choose file button). Go to the folder where you have saved the document and click Open.
    5. The file will be uploaded and will appear in the list of files for the group.

    Uploading files using the advanced mode

    If you want to upload a group of files instead of just one and/or select them from different locations, you can do this using the “Advanced mode: upload several files” by marking the checkbox that appears in the Upload files window.

    1. Go to http://my.zyncro.com and enter your username and password.
    2. Go to the Files and Groups section > Internal Training (REMEMBER: If you still haven’t created it, click Create new group and invite as many contacts in your organization as you want).
    3. In the Internal Training group, go to the Files tab and click Add files.
    4. Here, instead of clicking Choose file, mark the Advanced mode: upload several files checkbox at the bottom of the window. IMPORTANT: The first time you activate this option, it will ask you to activate several components (Java applets). You need to accept the activation of these elements in your browser in order to upload files in this way.
    5. The window will change automatically and bring you to another window where you can see 3 sections: (1) on the left, you’ll see the structure of folders on your computer, (2) at the top, you’ll see the contents of the folder selected on the left, and (3), at the bottom, this is where you should drag the folders (from the top section) you want to upload to Zyncro to.
    6. Once you have dragged and dropped all the files in the bottom section, click on the circle icon with the green arrow and uploading will start immediately. In the same window, you can follow the files upload progress (both as a % uploaded and the remaining time). When it’s finished, you’ll see a list of the files that have been uploaded to Zyncro.

    Uploading folders using the zyncronizer

    Finally, you can also upload files to Zyncro using the zyncronizer, the tool that can be used to create groups or upload files and folders Zyncro directly from your computer and vice-versa, allowing you to download whatever you have in your Zyncro, creating folders and copies of the files on your computer.

    We recommend you use this option for all those files and folders that you work frequently on.

    1. You need to download the Zyncronizer from http://www.zyncro.com/en/download first.
    2. Open the Zyncronizer on your computer, enter your username and password for accessing Zyncro.
    3. Go to the folder on your computer that you want to upload to Zyncro, right-click on the folder and select the “Create group in Zyncro” option.
    4. This way, a new group will be created with the contents of the folder that you have “zyncronized”.

    For more information on how the zyncronizer works, check out older posts on our blog.

    Uploading files via email

    Finally, remember that, in the same way you can answer messages posted on your wall or your groups just by replying to the email notifying you of new posts in your Zyncro or post new messages in your group by sending a new email to the email address that appears to the right, you can attach a file to upload the group directly. It’s as simple as that!

     

     
  • Albert Climent 11:09 am on July 12, 2011 Permalink | Reply
    Tags: , commercial, document exchange, document management, , , ycssystem   

    From paper to the cloud. Increase your productivity! 

    – “Where are the signed contracts?”

    • “In that file on the top shelf.”
    • “So how can I ensure that all the members of the Administration Department have all 150 documents in digital format by tomorrow?  We’ve just closed month end and they need all of the signed contracts in order to generate the invoices and activate the clients’ services…  Our e-mail can’t handle sending that many documents!  And not to mention what they might do with those documents afterwards! What a nightmare!
    • “Simple: put them through our multifunction Konica Minolta, press the “Send to Zyncro button and send them directly to the work group called “Contracts 2011/06.
    • “Is that it?  That’s a 2 minute job…”
    • “Exactly, that’s why we work with these two tools, to optimize time and processes!  When the managers see the procedure you’ve followed, they will no doubt see the return on investment of these solutions.  It’s all good!”
    • “It’s amazing!… Remember when we used to send envelopes by post and courier?… How things change!
    • “Yes… in my opinion even faxing is obsolete now!  What more can you ask than to be able to keep the comfort of a paper format (let nobody take away my files or my books!) and combine it with a direct interaction with the cloud that can be accessed as and when needed or as per your Zyncro configuration?
    • “That the Board be happy with the sales results!”
    • “Has the Administration Department got all of the contracts now?”
    • “I’ve just uploaded the documents to the Zyncro group.  All done!”
    • “I’m sure they’ll be happy with 150 new registrations…  Good job!”

    Thanks to the integration project being carried out between Grupo VCS system, Konica Minolta and Zyncro you can send all of your scanned documents directly via your corporate intranet in the cloud.

    Still not sure about how to manage your paper documents more productively?

    Upload them to your Zyncro cloud!

     

     
c
compose new post
j
next post/next comment
k
previous post/previous comment
r
reply
e
edit
o
show/hide comments
t
go to top
l
go to login
h
show/hide help
shift + esc
cancel