{"id":322,"date":"2018-01-30T15:46:18","date_gmt":"2018-01-30T14:46:18","guid":{"rendered":"https:\/\/www.r2docuo.com\/en\/blog\/?p=322"},"modified":"2023-01-27T08:22:03","modified_gmt":"2023-01-27T08:22:03","slug":"do-i-need-a-document-management-software","status":"publish","type":"post","link":"https:\/\/www.r2docuo.com\/en\/do-i-need-a-document-management-software","title":{"rendered":"Does my company need a Document Management Software?"},"content":{"rendered":"<p>If your answer is &#8220;I do not know &#8230;&#8221; Here are three tips to know if it is worth having a document management software.<!--more--><\/p>\n<p>From my experience working in customer service of Docuo, I can tell you that document management software is used to help in 3 types of actions:<\/p>\n<h3>1. RIGHT BUTTON SEND BY EMAIL<\/h3>\n<p>It is the most typical case, you need to send documentation to other people and the most common option is to select the document and send it by email.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"512\" height=\"256\" class=\"size-full wp-image-1515 aligncenter\" src=\"https:\/\/www.r2docuo.com\/en\/wp-content\/uploads\/sites\/2\/2018\/01\/email.jpg\" alt=\"\" \/><\/p>\n<p><strong>When you send documents by email you lose control of what is done with a document, you do not know if it has been delivered, if they have read it &#8230;<\/strong><\/p>\n<p>Using a document manager you can send the documentation through links (with a simple click) or if you have to send documents on a regular basis you can <a href=\"https:\/\/www.r2docuo.com\/en\/documentmanagement\">create an access to some folders<\/a> of the document manager while always maintaining control over the access to the documentation.<\/p>\n<h3>2. COPY AND PASTE<\/h3>\n<p>The second typical use case: I need to create a new document which is quite similar to an existing one.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"512\" height=\"267\" class=\"size-medium wp-image-1514 aligncenter\" src=\"https:\/\/www.r2docuo.com\/en\/wp-content\/uploads\/sites\/2\/2018\/01\/copypaste.jpg\" alt=\"\" \/><\/p>\n<p style=\"text-align: left;\">If in your company you create a large part of the documentation with the CTRL-C + CTRL-V method <strong>(you copy a document and you paste it to modify part of the text)<\/strong> you need a document manager that allows you to create documents using templates.<\/p>\n<p style=\"text-align: left;\">With a document management software you would have a record with the data of the document that usually vary (name of the client, product offered, price, etc &#8230;) and pressing a button would <a href=\"https:\/\/www.r2docuo.com\/en\/documentmanagement\">generate the document, according to the established template<\/a>, ready to send. It is even possible to send it from the same document manager.<\/p>\n<h3>3. PILES OF REVISED DOCUMENTS &#8211; PILES OF DOCUMENTS PENDING REVIEW<\/h3>\n<p>And the third typical scenario in organizations is the <strong>&#8220;piles&#8221;<\/strong> of separate <strong>documents<\/strong> in <strong>trays<\/strong> (or hard disk folders &amp; subfolders, it is the same) depending on whether they are: <em>revised, sent, accepted, pending processing, pending scanning, pending approval, settled, unpaid, etc&#8230;<\/em><\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"512\" height=\"256\" class=\"size-full wp-image-1513 aligncenter\" src=\"https:\/\/www.r2docuo.com\/en\/wp-content\/uploads\/sites\/2\/2018\/01\/mononcitos.jpg\" alt=\"\" \/><\/p>\n<p style=\"text-align: left;\"><strong>If your company has these &#8220;piles&#8221; you need a document management software with workflow (work processes)<\/strong><\/p>\n<p style=\"text-align: left;\">The work processes<a href=\"https:\/\/www.r2docuo.com\/en\/documentmanagement\"> allow defining the different &#8220;states&#8221;<\/a> that the documents can have so that you can see all the documents in a specific state with a simple click.<\/p>\n<p>&nbsp;<\/p>\n<p>Do any of these situations identify the daily work of your company? If so, you need a document manager!<\/p>\n<p>I remind you that you can <a href=\"https:\/\/www.r2docuo.com\/en\/free-trial\">try Docuo for 30 days for free<\/a> and please, tell us your experience.<\/p>\n<p>In the next post I will explain\u00a0 with simlpe examples, how to use a\u00a0 document manager software to solve exactly each one of these three scenarios.<\/p>\n<p>&nbsp;<\/p>\n<p style=\"text-align: left;\">Conchi Liebana<\/p>\n","protected":false},"excerpt":{"rendered":"<p>If your answer is &#8220;I do not know &#8230;&#8221; Here are three tips to know if it is worth having a document management software.<\/p>\n","protected":false},"author":7,"featured_media":373,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[13],"tags":[],"class_list":["post-322","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-document-management-software"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.4 (Yoast SEO v27.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Does my company need a Document Management Software?<\/title>\n<meta name=\"description\" content=\"Here are the 3 most typical challenges that can be solved for you by a Document Management Software like Docuo.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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