Some software is for a specific industry. Some is for a specific department. Contentverse is for all industries and every department. If you create files every day, edit files, save files, even look at files – Contentverse is invaluable to your organization. But how? It would take a lot longer to go through every industry and show you how best to use document management in each of them. Instead I rounded up the five departments that could document management the most, and we’re going to check out the top use cases. Maybe one of these matches your team’s situation and the solution you’ve been looking for.
Document Management for Your Legal Department
You no doubt have security concerns. Whether storing files or accessing files, you need a system capable of safeguarding sensitive data. Contentverse’s double-layered encryption protects documents while stored in the server and while being sent. In the interest of risk management planning, you’re seeking compliance with laws and regulations. You can set up workflows to fill out regulatory forms, making the right moves in your company, from department to department.
As a document passes through your procedures, you can check on it with audit trail. See what the troops are up to and whether it’s reached its destination. Contentverse’s workflow management also streamlines contract negotiation, allowing you to collaborate on the document in a workflow.
Human Resources and Employee Records Management
Contentverse plays a role in your employees’ careers at your company, from the onboarding process onward. You can give a new team member a login and ask then send them the necessary paperwork, digitally of course. They will pass it back to your HR Manager or HR Director in a workflow with predetermined steps and participants.
Onboarding naturally includes sharing benefits and compensation info. All of these employee files are safe in the system, since user permissions can be set by group and folder, excluding wandering eyes from peeking at records they’re not allowed to see. You then have full document control over these files, setting up their document lifecycle from the moment they’re uploaded to the moment they need to be archived, purged, or accessed and edited.
Administrative Tasks in a Content Management System
As administrative assistant, head of reception, or lead admin, you and your team are often handling gobs of data entry. Or you have employees constantly asking you “Where can I make copies of this report?” and “Could you help me find this memo that I need?” Contentverse can be your company’s automated filing system. Add metadata tags to documents as they’re uploaded, dragged-and-dropped, or as physical files are scanned in. This will make it easier to find documents later. You could search by creator and create date, for instance, or even search filled forms and written documents using our OMR and OCR engines.
Searching isn’t the end of clerical concerns though, is it? What about tracking those documents down and how they’ve been handled? Contentverse’s analytics dashboard gives you insight into the workflows your files are passing through. Audit trail tells you who did what with the document when. You can archive documents to save space and still easily retrieve them later.
Sales and Business Development with Document Management
Say that you’re on a call with a client. You want to quickly pull up a deck or some other piece you’re your marketing collateral materials. It would be nice to ensure that you could summon it nearly instantly and not miss a beat. You can use Quick Find to identify the file in question. You could even open it in Contentverse or in its native app to edit it on the fly. Like if you wanted to show this prospect just how well your service fits their particular department and need to make the appropriate adjustments live.
After a prospect is impressed with your presentation, you can send them an RFP or a contract straight from the document management system. They can view the contract, for a limited time that you set yourself, without it ever leaving your system. Now that’s good security! When it comes time to finalize the deal, you can plant your eSignature directly onto the page and burn it into the document. Digitally, of course. You can also do the same with purchase orders, adding an “Approved” stamp as it passes between departments.
Accounting, Finance, and Business Process Management
Approval processes turn the wheels of business. Sales is creating a proposal for a large client. Human Resources has roles to fill. A vendor sends you an invoice. Executives decide to acquire a competitor and need to begin the process by ensuring that this deal is financially sound. Everything requires approval, usually from accounting and finance personnel at some point.
With Contentverse’s customizable filing hierarchy, your controller can set up a folder structure just the way they like it and import existing documents according to a logical, organized order. Especially for vendor management. You can create notifications to remind you via email when payment is due for a certain service. Invoices, checks, spreadsheets, and all manner of accounting transactions can be uploaded and managed in Contentverse. Stay on top of your tasks with the dashboard’s to-do list. Not only will you be reminded of scheduled filing dates, you will also be shown which documents are in your in-tray, needing approval.
The Bottom Line is Cost Savings, Improved Efficiency, and Increased Productivity
We didn’t get into all of the other departments in need of Contentverse. Another article down the road perhaps. Before we even take a look, we know that they can gain value from the software. It isn’t hard to see yourself using Contentverse, is it? That’s because it was designed to be customizable and versatile, with bespoke license configurations and implementation plans, any mix of on-premise and cloud hosting, and installed with templates specific to your industry and hand-picked by you loaded up and ready to go. When we say that Contentverse is for everyone, we mean it!
About the Author
Alicia DeCicco began her sales career in the trenches, putting in the hours to study other industries, prospect by department or role, and follow a lead through every stage of the business development process. As Computhink’s Regional Sales Manager, she has gained expertise on the ins and outs of both document management and the wide array of departments which leverage Contentverse every day. Even with her depth of experience, she enjoys learning about new use cases of Contentverse and sharing those with potential customers.