Online Electronic Document Management News for May 2012

May 2012 DocuVantage Newsletter | Online Document Management


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May 2012 Newsletter


Featured Tip of the Month: Save Documents from MS Office to DocuVantage OnDemand 

Best Practices: Five Reasons You Should Automate Your Contract Review Process

News & EventsDocuVantage to Sponsor Inbound 2012

DocuVantage OnDemand® User Quick Tip: Using Vacation Proxies

DocuVantage Talk
Document Management Best Practices from Star Wars


Free Trial: Try DocuVantage OnDemand® for 14 Days, FREE!

Free Download: Document Management Best Practices White Paper


DocuVantage to Sponsor Inbound 2012

DocuVantage will be a sponsor and attendee at Inbound 2012 in Boston, MA on August 27-30th. Over 2,000 inbound marketing professionals are expected to attend this 3-day workshop on marketing best practices.

Our team is excited, not only attend Inbound 2012, but to also share tips on how marketing teams can automate document workflow.

Accelerate your marketing processes and learn a few new marketing tricks at Inbound 2012. Sign up today!



Use Vacation Proxies to Reroute Documents on Vacation Days

With Memorial Day weekend kicking off the start summer, you're probably thinking about how to spend those summer vacation days.

Before you pack the car or board a plane for your week-long summer siesta, you can use the Vacation Proxy tool in Document OnDemand® to designate which user should receive the documents usually routed to you.

If you know an end date for your vacation or leave of absence, you can set it in advance so that every thing resumes as normal upon your return. Happy travels!

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Sign up for our complimentary DocuVantage OnDemand® 14-Day Trial.


Download our informative white paper on document management best practices to learn more about the benefits and get started!

Document Management Best Practices



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 Save Documents from MS Office to DocuVantage OnDemand®  

Customers that live in DocuVantage OnDemand® all day creating, editing, reviewing and approving documents now have even more flexibility on how to upload documents. 

With the DocuVantage OnDemand Add-in for Microsoft Office
® you can easily save and upload Word documents, Excel spreadsheets, PowerPoint presentations and Outlook e-mails directly into DocuVantage OnDemand from within these applications. This feature is compatible with Microsoft Office® 2007 and 2010 on Microsoft® Windows XP, Vista and 7.

Saving from MS Office to DocuVantage has never been easier. Learn how to download the tool and start saving today.


Five Reasons You Should Automate Your Contract Review Process

Why do organizations spend so much time and money writing, amending, circulating for approval, and storing contracts for years?

The answer is simple.

Contracts are at the heart of every major business transaction. They are critical to your business, and there are several reasons why you should automate your contract management process. 

Contract management is tedious, time consuming and an expensive process, often involving a variety of people that view it as extra work and not their primary job.

  • An online contract management tool helps to make the process more efficient, saving both time and money for your organization.

Contracts often get lost, or continuously put to the bottom of the pile during the routing and approval process.

  • An automated contract management process takes a paper process and makes it a streamlined electronic process preventing contracts from getting lost as they move from one person to another providing alert mechanisms that avoid delays or 'desk-time' associated with traditional 'walk-around' approvals.

Multiple versions of a contract often wind up circulating at the same time. Duplicated effort, wasted time, and revision tracking difficulties result.

  • Multiple versions of a document are no longer a challenge using an automated contract management process. The contract is checked out/in each time it is edited, maintaining all versions in one controlled area. No confusion, no duplication of effort, and no more revision-tracking problems.

The almost-final paper version of the contract may be left somewhere. Wasted effort, potentially comprised corporate intelligence, and missed deadlines loom.

  • Using an online contract management tool prevents lost or compromised versions of the contract, communications are managed and stored within the application, and deadlines can be met.
  • Secure access is available via the Internet. Contracts are viewed, edited and approved online. No more contracts left in hotel rooms or coffee houses.

Once they're approved using traditional methods, contracts and their revision history can get lost, destroyed or manipulated. How long does it take someone to find a contract, and its revisions, that was signed five years ago?

  • An automated contract management process carefully tracks revisions, including the final executed version. No loss, damage or inadvertent changes after signatures are exchanged. All of your contracts reside in a central and secure repository with notes and related documents, revision dates, and the final, executed contract.
  • Better yet, your team can create and store a library of favorite clauses and paragraphs that they can access for future contract reviews. Future contracts get done even faster. 
The faster your team can get one deal and the contract signed, the sooner they can get onto the next!


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