Examples of using Document Manager to support sales are given below.
Classifying and managing information
The Sales department of your company documents information about daily sales. The Sales department references each document to determine the future policy and strategies for sales. If you use Document Manager, you can classify each document base on the purpose of the document, and manage and retrieve needed information easily.
For example, you can specify a format such as Daily sales report or Customer information for your entire enterprise or a specific department, and use the format to document and classify the information collected daily. You can specify the document classifications most suited to your purpose. For example, you can classify information based on sections within each department, such as Sales Section 1 and Sales Section 2, or based on products being developed.
When searching for required information, you can narrow the document search through classification.
For example, if you know that somebody in Sales Section 2 has customer information about product A, specify the name of the section and product as keywords for the document search. In this way, you can retrieve the necessary information even if you do not know the name of the document or creator.
Searching for information
You can use the classification as well as other keywords to narrow a search for documents registered with Document Manager.
For example, if a daily sales report is stored in a Document Manager database, use the following keywords to search for the report:
The registered document name
The date the document was created (if the document has been updated, the update date can also be used for the search)
The name of the user who created the document
A keyword in the document (the full-text search server is required)
You can combine the above keywords, and use a compatible application program to edit the retrieved document.
If you register product manuals and manual text in a database, you can also quickly retrieve the appropriate user manual from the database to respond when a customer asks about a product.
Creating proposals and other documents from managed information
Salespeople rely on a variety of information to create proposals. This information must be up-to-date. Document Manager assists salespeople in creating proposals, reports, and other documents on the basis of up-to-date information.
For example, suppose that you are in charge of a product and you register documentation about the product in a database. You can update the documentation each time the product information is modified (for example, when the specifications change). Even when a document is updated, the old version is kept in the database. This allows you to follow how the product documentation has changed over time.
When creating a proposal, you can search for the product documentation and copy the necessary information from the documents to the proposal being created. You can manage both the created proposal and the customer information related to the proposal (for example, the customer names and addresses).
Also, you can create and edit documents using application programs, such as Word, that you are using for routine tasks.
