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.

---

Know-how in Microsoft Publisher

For those who still don't know, Microsoft Publisher helps computer... Read More

What is Software Piracy?

There are several kinds of software piracy. The bottom line... Read More

S is for Spying, Surveillance -- and for Software as Well

Words we choose to describe things and phenomena often show... Read More

Open Source Concepts: Dual Licensing Explained

We were recently faced with a decision: either to let... Read More

Inherent Dangers Of File Sharing Via The Internet.

Cyberspace has opened up a new frontier with exciting possibilities... Read More

Navision Customization: C/SIDE, C/ODBC, C/FRONT, XBRL ? Development Options

Microsoft bought Navision, Denmark based software development company, along with... Read More

Looking for an Alternative to Microsoft Office? You Should Be!

Now is the time to look at an alternative to... Read More

Linux Secrets

The first thing that you will notice about Linux Red... Read More

Implementing Microsoft CRM: setup and configuration ? notes for IT specialist

Microsoft Business Solutions CRM is web-based CRM application, deploying all... Read More

Microsoft Great Plains Furniture & Fixtures ? Implementation & Customization Highlights

Microsoft Great Plains, former Great Plains Software Dynamics / eEnterprise... Read More

Screenshots Vista Windows

Features Additionally, Vista will include many other new features.Aero Vista... Read More

International Support - Microsoft Great Plains VAR/Partner Selection ? Overview for V.P. IT

Looks like Microsoft Great Plains becomes more and more popular,... Read More

Windows Screensavers Explained

In this article you will find some background information about... Read More

Microsoft Great Plains Integrations - Tips for Developer

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

String in Java

Handling character strings in Java is supported through two final... Read More

Software Tools To Help Your Business Sell More

Sales are all about leverage, because there is only so... Read More

Upgrading Great Plains Dexterity Customization ? switching to new technologies: SQL, Crystal, eConne

1. Replace Dexterity cursor with SQL Stored Procedure Dexterity... Read More

eStore Advantage ? Extending Microsoft eConnect for MBS Great Plains

eStore Advantage allows front-office applications to communicate with back-office business... Read More

Cisco Certification: Introduction To ISDN, Part V

The major reason I recommend getting your hands on real... Read More

Lotus Domino Implementation and Development: Infrastructure ? Present and Future

Domino server is a buffer between the operation system and... Read More

Anti-Virus Software

Anti-virus software is used to find, remove or fix files... Read More

Downloading Spyware Removers: Think Before, not After

Just imagine: you are walking, say, towards your car, and... Read More

SSH (SCP) Send Files from Windows to Your Linux Box

Not all of us have the luxury of working both... Read More

Top Questions to Ask Before Buying a Help Desk & Asset Management Software

#5 All your hardware components like Printers, PCs etc come... Read More

Put Some Pizazz in Your Software Arsenal

The software giants don't do everything and don't always produce... Read More

Microsoft Great Plains: Government & Non-Profit Organization ? Workflow Implementation

Usually workflow & messaging is realized in CRM and then... Read More

A Simple Guide To Wikis

A wiki is an editable text-based website. But you don't... Read More

Reloading Windows XP

If you have been running Windows XP for a couple... Read More

OS 101: Suggestions for Choosing an Operating System

An operating system (abbreviated OS) is essentially the path through... Read More

Computer Phones ? Facts and Fallacies

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

ERP for Large Corporation ? New Selling Strategy

Our opinion is based on our Microsoft Business Solutions Great... Read More

Corporate Accounting System: Microsoft Great Plains ? Overview

Corporate ERP/MRP selection might be tough one, especially considering very... Read More

10 Things You Could be Using Photoshop For, But Probably Arent

Most people don't use Photoshop to its fullest capabilities. Here... Read More