Groupware as a Document Manager: Collaboration Series #3

This article is the third of a series of articles exploring specific aspects of groupware. The brief informational articles in this series discuss some of the technologies associated with groupware, as well as some of the characteristics of groupware. Some of these characteristics may go hand in hand with business collaborative needs. Other characteristics go beyond what some groupware providers have to offer. The purpose of these articles is to equip the groupware user or investigator with helpful knowledge about the product in order to enable more effective use or to lead the investigator to the groupware service he or she is looking for. This third article explores groupware as a document manager, and provokes a critical approach to finding the right groupware to meet your business's needs.

A good litmus test to determine the value of groupware as a document manager consists of the four A's: Ad Hoc Management, Accountability, Accessibility, and Affordability.

Is Groupware a Document Manager able to Handle Ad Hoc Collaboration?

A document manager is organizational software that tracks and organizes documents. In today's fast-paced business world, most of the document collaboration that takes place is ad hoc. In other words, documents are continuously fired back and forth in B to B and B to C communication, consisting of multiple individuals. As drafts of documents and presentations are passed back and forth, they are archived in email boxes, saved on hard drives, and passed through servers. If groupware is to be considered an effective document manager, it mush somehow be able to track and manage documents, even in an ad hoc setting.

Is Groupware an Accountable Document Manager?

In other words, as a document manager, can groupware account for the documents and their versions? Can it answer the who, what, when, where, and how questions that inevitably arise? Finding groupware that utilizes Digital Thread technology informs users where a document is saved and which version they are viewing. All tracking information is then collected into a digital flow chart displaying the version history of the document.

Is Groupware an Accessible Document Manager?

Often, document manager software systems require IT infrastructure and limited usability. Unless everyone with whom a user collaborates is a user too, the groupware isn't very beneficial. However, groupware technology uses existing IT infrastructure and opens up accessibility to everyone with whom a user collaborates. Digital Thread still ties together document versions made by non users. Non-users receive digital signatures with attached document versions. Non-users cannot, however, access a version history, nor can they receive digital signatures in projects with other non-users.

Is Groupware an Affordable Document Manager?

The easy answer to that is "yes, it can be." In other words, groupware packages are produced in the business market in the millions. Just check out the search engine results page of any search engine after searching "groupware." As of today, Google results include 4,870,000 indexed pages, Yahoo yields 4,820,000 indexed pages, and MSN yields 961,866 indexed pages.

Sifting through these results is impossible, though this article hopes to simplify that process through helpful information about effective features and technologies needed to meet today's business needs without costing too much. Groupware without an expensive IT infrastructure is available with simple installation and affordable set up. The cost of time, training, and setup are minimal. Groupware is meant to work for the business. Don't get stuck looking for products that work the other way around.

Joe Miller is an online advertiser and author of informational articles on business software. More information on Groupware or Document Manager is available at NextPage.com.

---

Dreamweaver vs FrontPage

There are two major WYSIWYG(What You See Is What You... Read More

Bridging the Gap between Paper and Data

The cornerstone of successful automated office systems is the ability... Read More

CROOK: A Methodology for the Refinement of Forward-Error Correction

Table of Contents1) Introduction 2) Related Work 3) Framework 4)... Read More

5 Easy File Management Tips in Microsoft Word

How many steps does it take you to locate and... Read More

Instant Messaging is a Sweet Way to Communicate

MSN messenger is a pretty cool invention. I mean I'm... Read More

Microsoft Great Plains Integrations - Tips for Developer

In this short FAQ style article we would like to... Read More

Free Preventive Maintenance Software

While several preventive maintenance software manufacturers offer free trials for... Read More

Microsoft Great Plains FA: Fixed Assets ? Overview For Consultant

Great Plains Fixed Assets Management module is a robust tool... Read More

Computer Phones ? Facts and Fallacies

The stakes are high when considering security, privacy, and savings,... Read More

How To Choose A Fire Wall Software Program

In the real world a "fire wall" is a fireproof... Read More

Microsoft Great Plains version 8.5: Upgrade, Customization, VBA, Crystal Reports - Highlights

Microsoft Great Plains is one of the Microsoft Business Solutions... Read More

Microsoft Great Plains Jewelry ? Implementation & Customization Overview

Each Industry and market niche has business specific and unique... Read More

Microsoft CRM Customization

Microsoft CRM customization techniques are very diversified and based on... Read More

How the Firefox: How to... Manual Helped Me

A few months back I really got sick of my... Read More

Great Plains Dexterity: Customizations & Source Code Programming

Great Plains Software Dynamics, Dynamics C/S+, eEnterprise were written on... Read More

Microsoft Great Plains Security Setup - Overview For Consultant

Microsoft Business Solutions Great Plains is very good fit for... Read More

Industry Experts Answer the One Million-dollar Question - Why Genie Backup Manager?

Many reasons made GBM a unanimous choice for experts, one... Read More

Making The Decision To Automate Your Software Testing

Not every software testing project can or should be automated.... Read More

Free Microsoft Word Online Training Tutorial Resources

Microsoft Word is one of the most popular office applications... Read More

Theres Gold in Your Websites Server Log

Many Webmasters have never bothered to view their website's server... Read More

Interactive Mapping Brings Information to Life

What is Interactive Mapping?Interactive mapping is a visual display medium... Read More

Microsoft Business Solutions Partner ? How to Launch New IT Consulting Practice

In the new era of internet marketing the problem of... Read More

Microsoft and Webmasters

Does Microsoft care for WebmastersIt's always been a problem with... Read More

The Death of Windows

I have always regretted how Microsoft price gouges and rips... Read More

Microsoft CRM USA Nationwide Remote Support

Remember old good days when your company probably had Great... Read More

Crystal Reports For Microsoft RMS ? Overview For Developer/Report Designer

If you are software developer or database administrator - we... Read More

Do You Know These Facts About Spyware ?

Imagine something that follows you home and sets itself up... Read More

MySQL for Beginners ? How to Create a MySQL Database

Whether you are an experienced web programmer or a complete... Read More

Corporate ERP Selection: Microsoft Great Plains

In our opinion, traditional approach when you select ERP/MRP system... Read More

Adware and Spyware

What is 'adware'?Adware is basically software or scripts that are... Read More

Microsoft Great Plains IV: Inventory Management

Great Plains Inventory Management (IV) module gives your business a... Read More

The Truth: Netzero 3G

We've all seen the ads on TV for Netzero 3G.... Read More

Cisco CCNA Certification: Becoming A Truly Valuable CCNA.

I've been active in the Cisco Certification track for four... Read More