Projectplace’s complete document management options


Collaborative Work & Project Management Software

4.73/5 (33 reviews)

Projectplace’s complete document management options

Video Transcript

Speakers in this video: Jimmy (GetApp) and Jason (Projectplace)

Jason: Let’s now get to the core of really how do we think about document management. You’ve seen a couple of different things. You’ve seen me associate a document in the project overview. We’ve talked about documents on the project plan and every level of the plan. We’ve talk about the documents, the cards themselves. We’ve also talked about collaboration at every step.

I think the point that you’re starting to see here is we really have driven the core functionality of collaboration, document management and user experience through every aspect of the service. So I think a good transitional step is to let’s jump over to documents and take a look at the capabilities here and bring that life for you.

Jimmy: Yeah. Let’s have a look.

Jason: First and foremost, let me explain. One of the things that our customers really, really leverage is external contributors. We’ve talked about that at the onset where we’ve got customers who have 20 internal users and 200 external users. No problem. We’ve got all the capabilities that support that. But from a document perspective, it’s really, really simple.

If we’ve got a folder called “Internal Communication” and we only want to allow certain people in the organization or certain groups of the company to see that, maybe externals aren’t allowed. We can literally block everybody who’s not in a particular group or isn’t in on our internal team. We can block them from seeing that folder all the way together.

Image you’re a construction organization or you’re a marketing organization where you’re working on multiple externals and getting bids out for pieces of work on the project. Wouldn’t it be great if you can have those companies submit bids right into the service? The internal team can analyze and can qualify which one makes the most sense but you’re doing it in a securer environment. Because we don’t want everybody to be able to see certain documents and certain pieces of information, so we can absolutely hide them.

The service was built Jimmy, around document management. So in ’98 it was founded to be a true sass platform for managing documents. We’ve grown into all the other great capabilities that you see here. But, giving you the ability to come and look at a particular document, in this case the competitive feature matrix excel sheet, I can do a lot of things.

First off, know the right hand panel. Again, same user experience; simple easy and navigation. If you’ve use the plan tab, you understand how to use the board tab, you understand how to use the document’s tab. But we can do a few things here. One is we can send these things for review.

If I want to go send this to Nikki, I can send this to Nikki and I can say @Nikki or I can pick more people than that but I can go in and I can actually send this off for review and you can see I’ve got all my teammates here. I mean, if I want to pick Mike and whomever it is. I can also go in and add due date when we need this document reviewed by the 23rd in this example. I can give it a name. I can add some contacts to it in a form of a message and I can basically send that over to Mike for review.

Again, if I want to send it to multiple people, I can certainly do that. It doesn’t just have to be Mike but it can also be Damon in this case. So simple ways to get this information, have it sent on for review.

But we can also do a couple of others thing that I think your users will find important. One is we can track history; who changed it and when. Of course, you’d always want to be able to see that. So I can see Mike’s the one who created it, I reviewed it a couple times. I had the version control on it.

You can go and you can do things like add version control. So you can see we have a particular version number here. A lot of customers use version control, some of our customers don’t. It’s up to you. It’s up to each project management. There are different legal opinions on some organizations need to have that IP control so they do track every version, no problem.

But the idea is I can track history, I can track versions, I can always refer back to previous versions and of course, all along the way, I can collaborate. So again, driving that message of the project collaboration at highest level, all the way down to the individual plans, boards and documents we’re driving better communication, getting people out of email, allowing them to be more productive, not get stuck in that, “Where the final draft of a document?” Not having to go search for it and other repositories that maybe aren’t that friendly to use.

So really, really rich document management features here available on the service. It comes with the platform. All of our customers have the ability to leverage this right out of the box. It really is an easy way to start thinking through how can I be more effective in communicating and collaborating with the end users.