CollectDocs Newsletter - October 2014 | |
A Checklist you can Trust Sharing your checklist with others. One of the best features of an online checklist is the ability for a group of users to share and to update and monitor checklist status from anywhere, anytime. A typical paper checklist or spreadsheet checklist is available only on one person’s desk or to a group of users inside the corporate firewall on a shared drive. Possibly it is shared up in a cloud folder. Confidence in the checklist status is compromised by the inability to update it in real time, the possibility of multiple copies being used simultaneously or lack of attention. The owner of a CollectDocs checklist can invite one or many users to participate in the checklist process at four different levels; Read Only, Contribute (view, update, send requests), Modify (all rights except setting user security) and Admin (all rights). In addition, the View Only and Contribute users can be restricted to seeing and assisting with items only in specified sections within a checklist. Each user has 24 x 7 access to the list from anywhere in the world. Multiple users can view the checklist and update it simultaneously. All user access is tracked so any changes can be reviewed. For maximum security where you want someone to participate, but only on a few specific items in the checklist, use the Request feature. The request is sent to the recipient via email and it only includes the items that they are responsible for. The recipient doesn’t need a username or password, but does need internet access and a browser. These checklist management capabilities are a tremendous benefit for checklist management but also a far more efficient way to organize and share the responsibilities for completing the checklist items. Checklist Management, the Bigger the Better The use of a checklist to track the receipt of information and documents or the completion of tasks is most intense in an acquisition or transaction process. There can be hundreds of items required on a due diligence checklist for an acquisition or financing. The amount of information and steps to complete can be overwhelming and that is exactly where CollectDocs can help. Using CollectDocs for a large transaction with many items to gather will keep the process organized. A CollectDocs checklist will let every participant know exactly which items they are responsible for and items can have due dates and completion requirements. In addition, the users can receive a variety of user specified notifications via email. Of course, the checklist progress bar provides all users with a quick checklist status. Each user can filter a checklist on any one of 11 different characteristics to get a clear picture of status. Some available filters include; all incomplete items, due dates, high priority items, and completed items. There is also a reporting tool where users can see individual checklist reports or global reports with similar filters. The reports can also filter on who is responsible for the item, so that a report can be run to show only the items incomplete for a single user. Using these tools with a large checklist is far superior to scrolling down a long list in a spreadsheet or flipping pages of a paper checklist to get a picture of checklist status. And don’t forget, you can load all of the documents, spreadsheets and files that are being reviewed right to the checklist – all information and files in one place. Use case 1 - Insurance certificates for vendors
Use Case 2 - Loan Closing Checklist
If you would like to explore ways that your company can quickly take old checklist based processes and turn them into a highly organized and automated process, please give us a call or send us an email. Thank you. www.collectdocs.com, (630) 279-0577 x122, info@collectdocs.com |
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