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| Sample DocMoto™ Example Scenarios Below are a few examples as to how you could use DocMoto™. A team working on a proposal 1. A team working on a proposal A team of people need to create a proposal in the form of a word processor document. In the past such documents have been stored on a shared network drive, where members of the team either take a copy and work on it on their own computers, or attempt to work directly on the master copy. The team has hit two main problems, firstly whenever one team member works directly on the master copy none of the others can access it. Secondly, when team members have worked on their own local copy, then moved this back to update the master copy, they have overwritten each others work. The team decides to use DocMoto. The master proposal document is added to the DocMoto server. Each member of the team is given security access to it. The DocMoto server now manages the teams progress. Using its checking in and checking out technology DocMoto ensures that no two members on the team are working on the proposal at the same time. Using its revision creation technology DocMoto also ensures that as each new updated version (revision) is checked back the previous version is automatically stored. In choosing to use DocMoto the team reaps two main benefits. Work is never lost through one team member overwriting another, and previous revisions can simply be retrieved if at any time they are required. To streamline the process still further the team has also chosen to use DocMoto's email subscription feature. This means that as documents are checked in members of the team or notified via email. This ensures that no time is lost with team members being unaware that changes they have been waiting for have been made. 2. A Graphics Company managing artists work A small graphics company produces electronic images. It employs 10 artists on a freelance basis, all of who work from home with internet access. Currently when an artist creates an image for one of the company's clients, it is emailed to the company, who then save it in a folder on their network. Thereafter the company emails the image to the client and waits for approval. Often the client asks for modifications to be made to the image. The artist makes these, mails them to the company, who saves them in the same folder, often accidentally overwriting the previous version, then mails the updated images to the client. After several iterations, the client then decides they preferred the first version after all. But unfortunately both the artist and the client have overwritten the first version, its been lost. The company decides to use DocMoto. As DocMoto can be used across the internet the company decides that it will give both its artists and clients secure access to the DocMoto server. The company creates a folder on the DocMoto server for each artist, and within that folder creates a sub folder for each job the artist is working on. The company also creates a folder for each client. Unlike conventional systems, when a DocMoto user does not have access to a folder they CANNOT see it. So the company feels confident that when their clients log in they cannot see who the company's other clients are, and the artists cannot see which other artists are working for the company. Using DocMoto when an artist creates an image they check it in to the DocMoto server across the internet. After looking at it the company then places the image in the clients folder, and invites them to take a look at it via the internet. Now when the client requests modifications, the artist makes the modified image, checks it into the DocMoto server, which automatically keeps the previous version, the company checks it, and places it into the clients folder, again, with the previous version automatically stored. The client and the artist, can now readily access all versions they have asked for or made, there is no danger of any previous version ever being lost. To improve their service even more the company also decides to use DocMoto's subscription feature to notify their clients automatically via email whenever updated and new work has been added. DocMoto has allowed the small graphics company to provide a higher, more professional, and less time consuming service to both its clients and artists. 3. A Health Authority sharing case notes A Health Authority has a group of District Nurses. Each member of the group operates from a different doctor’s surgery within the district. They have no common office, but often need to share patient case notes. As the nurses change shift, they also need to see the latest additions to case notes made by the nurses on the previous shift. Each nurse has a desktop computer in their office with internet access, and most have them at home for use by the family. The Health Authority cannot afford a team of IT specialists to run bespoke computer systems for the district nurses, so they look at using DocMoto™ to help. As all the surgeries have internet access, the Health Authority decides to use DocMoto™’s internet capability. One computer within one of the surgeries is selected and the DocMoto™ server is loaded. Each computer in the other surgeries is then loaded with a DocMoto™ client. The nurses are also given a copy of the client software to load on their home computers for those that want to be able to add and manipulate case notes from home. The DocMoto™ server is secured behind a firewall using the simple low cost unit that was supplied as part of the internet connection package. Each nurse is then added as a user, and folders are added for patients. To improve their service even more the Health Authority also decides to use DocMoto's subscription feature to notify the nurses automatically via email whenever updated and new notes have been added. Using this setup, the Health Authority has enabled this geographically separated group to manage common information. As DocMoto™ requires no additional software and is simple to setup no IT specialists are needed to manage it. They have also achieved a fully secured system using no more equipment than they already had for standard internet access. 4. A Web Design Company building a corporate web site A web design company builds corporate web sites for clients. After agreeing the look and structure the clients supply the content in the form of word processor documents. The web design company then incorporates this content. The clients send their content via email. The web sites are large, and there are usually many different content documents, often authored by different people. Despite the design company making its best efforts to manage things, the problem is that the clients will often change their mind about the content, and simply re-send an updated version of a document. Inevitably this leads to confusion, with the design company regularly having to list back to the client the dates and times at which versions of the same document were sent in order to clarify which content they should be using. The design company decides to use DocMoto™. They setup a DocMoto™ server behind a firewall. They set up a folder for each of their clients, and assign security such that each client company can only access their own folder. They then supply their clients with DocMoto™ client software. The clients can now log into the DocMoto™ server and add new versions of content documents. As each new version is automatically stored, and all previous versions are displayed, both the design company and their clients can see instantly which version of the content document they should be using. The company has implemented a successful management system. In addition, because DocMoto™’s security means that users cannot see folders and files they do not have access to, the design company extends this service to all their clients with each client having their own folder, unaware of who the company’s other clients are. To improve their service even more the company also decides to use DocMoto's subscription feature to notify their clients automatically via email whenever updated and new work has been added. 5. A Manufacturing Company Quality Control system A manufacturing company makes equipment for use in airports. They adhere to the various ISO quality standards, and as part of this need to be able to show an audit trail of engineering drawings, specifications, test results and all other documentation pertaining to their products. The company has tried many quality management systems, but has repeatedly found them too complex, and with too many features they don’t need. The inevitable consequence being that each system has eventually fallen into disuse, with the company relying on their old paper based systems. The company decides that all it really needs to fulfil its quality control is to keep a record of each document and all versions, along with who made any modifications and when. They decide to use DocMoto™. They install a DocMoto™ server, and supply a DocMoto™ client to all the people they want to use the system. They set up different folders for each product, and sub folders for each sub assembly. As DocMoto™ can store any electronic file type the company uses it to store all development and manufacturing documents. This includes drawings, spreadsheets, documents, photographs and project files. As DocMoto™’s feature set has been deliberately kept straightforward users of the system find they can use it with hardly any additional training. This in turn guarantees the system will in fact be used, allowing the company to properly fulfil its quality control obligations. Finally to improve their system even more the company also decides to use DocMoto's subscription feature to notify their staff automatically via email whenever updated and new work has been added. 6. A home user managing video files A home user is an enthusiastic amateur film maker. Using modern video equipment and software he is able to produce complex high quality videos. He often collaborates on a video production with his wife who adds the music. Unfortunately there have been several occasions where the couple have both had a copy of the same file on their individual computers, then written them back to their common store and overwritten each others work. They decide to use DocMoto™. All they want is to stop overwriting each others work. Using DocMoto™ they set up a folder for each video project, with sub folders for sound and other associated files. Using DocMoto™'s file check in and check out technology they stop overwriting each others work, and also automatically keep copies of previous versions. |
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