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​News & Articles

Collaboration in the Cloud

8/28/2014

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Collaboration & Document Sharing (Part 2)  
Collaboration
Commenting & Project Management
In addition to simple file sharing and online backup, some of these applications also provide a means of commenting and version control for the files they contain. It goes beyond simply emailing links to files instead of sending actual copies of the files back and forth. Taking advantage of the automatic synchronization makes it possible for a group of people to have the latest updates to a file within seconds of the changes being saved. Some of these applications will even keep track of the revisions, keeping a backup as each new version is updated.

Collaboration 101
Suppose you are working with a team to develop a presentation for your customers. You are responsible for writing and formatting the presentation, but you need to gather content from other team members, and then everyone needs to participate in the review process.
  • Create a project folder in your chosen file sharing application.
  • Invite the appropriate team members to share that folder, allowing all of you to have access to the folder’s contents.
  • Add your shared files to this folder. 
    - You may want to solicit input using a questionnaire that each person can complete and save in the folder. 
    - Saving your presentation drafts to the shared folder will also allow team members to review and comment on it as the review process gets underway.
    - It may be helpful to keep a separate schedule and project journal in this folder as well.

If you don’t go any farther than this with collaboration, it can still be much faster and easier than trying to email files around to the team and then try to sort out the various versions as each of them submits their updates. Just keeping track of all the updates and versions in email history is nearly impossible.

This can be even more important when the team is scattered in different locations, or when you aren’t all with the same organization. Think about the advantages when you need to share information with someone who doesn’t or shouldn’t have access to your local computer or network. 

Collaboration 201
Wouldn’t it be nice to use this same collaboration idea to share comments, assign and monitor tasks. While this is beyond the capabilities of some of the entry level file sharing applications, other solutions like Box are more comprehensive. Even the basic (free) Box account provides the option to add notes and assign tasks, allowing the team to keep all their interaction in one place where the entire team can see it.
  • Adding comments to files makes it easy to get feedback from the entire team. It works just like social media, so there is a complete history of all the posted comments attached to the file.
  • Assigning tasks with due dates can help to keep a project on track. Instead of simply making a note for an action item on a file, you can assign it to team members as a task, generating an email alert to the assignees.

Having used these tools to manage team projects where we needed to share comments and review documents, it is really nice to have everything in one place for the whole team. All the notes and comments are right there with the shared files. Everyone can see all the history and share their input.

If you haven’t already, I would encourage you to pick one of the basic options and give it a test drive. Everything described so far is available at no cost, so there is no reason not to see what it can do for you and your team.


Learn More:
Box
Dropbox
Google Drive
Microsoft OneDrive


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To Share or Not To Share

8/21/2014

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Collaboration & Document Sharing (Part 1)  
Sharing
Collaboration has become a common buzzword, but what does it mean? There are lots of new software applications claiming to be collaboration and file sharing tools, but in the real world, what do they do for us?
  • Store all kinds of files. (documents, pictures, presentations, videos, etc.)
  • Provide automated online backup.
  • Enable sharing using links to the files instead of emailing copies of the files.
  • Enable reviewing, commenting and task assignment.
There are a variety of choices like Google Drive, Microsoft’s One Drive, Dropbox, and Box to name just a few that I use. When it comes to archiving and sharing information, these new tools can be very helpful. All of these that I named offer a free starter account, with optional upgrades to paid versions with more features and storage capacity.

What are they and how do they work?
Web-based file storage and retrieval
All of these options provide a web-based portal where you can store the files you upload. Simply create an account to use their web-based portal and tools.

PC based synchronization utility to automate the upload/download process
They also provide a downloadable synchronization utility which will automatically upload any files that you save in the synchronized folder on your local PC. To make it more powerful, download their utility and create a local folder on your PC which will automatically synchronize with your online portal account. This is an easy way to make your files readily accessible when you are away from your PC.

Tablet and smart phone apps
In addition to working with your PC, they also provide apps for tablets and smart phones, enabling them to also access and share the files synchronized to the online portal. Not only can you access your files from a tablet or smart phone, when you share files with others, they can also use any device to preview and download the files you have shared.

Sharing files
Instead of emailing copies of files, which consumes extra drive space for each copy you send, you can share link to the uploaded document. The recipient has the option to view it online, or download it to their local PC, tablet or smart phone. In addition to sending individual file links, these sharing options also enable you to share entire folders of files, so you can easily share a whole collection of resources that would otherwise be too large to email. Let your imagination run wild for a bit and think of all the ways you could use this type of resource, both internally and with those outside your company.

Examples:
INTERAC Software Updates – As a software provider, Intersoft Systems routinely provides updates to our applications. In the past this was done by producing and shipping CD’s (or in earlier years, floppy disks) to each user. Now we are able to offer these updates with a simple Dropbox download. Each user receives an email with a link to the downloadable update files. It eliminates the time and expense associated with producing and shipping CD’s and with an automated email blast, the distribution takes minutes instead of hours. Delivery to our users is almost immediate, and the download only takes a couple of minutes.

Sales & Marketing Files – I keep all of my customer correspondence, quotes, contracts, and pricing information in OneDrive. I save these files to the OneDrive folder on my PC as they are created, and they are automatically synchronized to my OneDrive portal. This makes all that information readily available when I am out of the office. I can access it from any web-connected PC, my table, or my iPhone. It also provides an automatic backup of all my files, should something happen to my PC. Now I can share links to these documents instead of attaching them to emails, making the email smaller and avoiding any issues with blocked attachments.

In upcoming segments, I will explore some of the reviewing, commenting, and version control options.

Other Resources:
Box
Dropbox
Google Drive
Microsoft OneDrive


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Is your software causing problems instead of solving them? 

8/12/2014

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Software Problems
If your software is causing problems instead of solving them, it may be time to reevaluate. 

Getting critical management information to key team members in a timely and useful format is a primary function of an accounting system. That’s one of the reasons that there are so many different solutions, each tailored to a specific industry. With all the changes in technology in recent years, what are some of the key problems that your accounting system should be solving?

INTERAC Solutions to common problems

Automating the payroll process for employees who don’t use traditional bank accounts through ePayCard services. From the Payroll perspective, it works just like direct deposit. Employees have instant access to their money and all the advantages and convenience of a debit card. It doesn’t require them to have a checking account, or pay the fees of a check cashing service. For the employer, the savings in time and distribution expenses can be significant.

Simplify the management and payment of payroll taxes, garnishments, and child care deductions that are required when you have employees. The Payroll Deduction Management System, which is part of the INTERAC Payroll suite, automates this whole process. It accumulates the deductions from each employee and sends them to the appropriate vendors in Accounts Payable, allowing you to easily disburse the funds as part of your regular accounts payable check writing process.

 Eliminate check fraud by utilizing Positive Pay with your bank. Most banks offer this service which allows you to upload the check information for each check run directly to your bank. This allows them to verify checks as they are processed, assuring that they are being paid to the correct payee, and for the appropriate amount. It only takes one experience with check fraud to appreciate the value of Positive Pay account reconcilement.

Utilize the electronic Document Management System to provide instant access to all sorts of important documentation which is linked to the appropriate records in the system. This makes it easy to find the appropriate documents when you need them, and they can be made available to remote workers. Not only will you save time filing, refiling, and searching for documents, you can eliminate the costs associated with maintaining the cabinets and rooms full of paper archives.

For the construction trades getting timely Job Cost information to the key project management personnel is critical. INTERAC Job Manager puts all that information only a few mouse clicks away with easy access to all the information and documentation, so management can make informed decisions along the way.

An accounting system should make it easy for management to extract the information they need to make informed decisions. With solutions like INTERAC Report Manager, each user gets their own customized library of reports which they can execute on demand. This puts all the management data they need only a few mouse clicks away. There is no need to interrupt someone in accounting to get the information.

These are just a few of the things to consider. If your system is part of the problem and not the solution, give us a call.



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Intersoft Systems, Inc. 
PO Box 1050, Beaverton, OR 97075
(800) 547-6429  |  sales@intersoftsystems.com
  • Products
    • INTERAC for Construction
    • INTERAC for General Business
    • INTERAC for Franchises
    • INTERAC for Public Accounting
    • INTERAC Payroll Solutions
  • Services & Support
    • Support Request Form
    • Implementation
  • News & Articles
    • Case Studies
    • Slide Share Articles
  • About Intersoft
  • Contact Us