PleaseTech blog

We aim to provide useful, pertinent and sometimes fun insights into the world of document collaboration and the workings of a technology company

Review scenarios – PleaseTech explores the options

Posted by Sarah Holden on 5. March 2015 10:20

Half of the PleaseTech marketing team.


As we have mentioned in previous blog posts, document review is an experience most of us are familiar with and, especially in the workplace, are required to work with others to get it done (think product specs, requirements documents, regulatory submissions, marketing material, proposals etc.).  We may simply send said document out by email for review and editing, or share it with others via a shared workspace, sit around a table and thrash it out…you have probably tried a bit of everything. A recent whitepaper we have published found that amongst a specific business user community we surveyed¹, the majority (62%) rely on email. We also know from earlier research² that people using email as a means of sharing documents for review experience issues as outlined below:

 

Of course not everyone will experience the frustrations highlighted in the table above and the use of email will suit their review requirements perfectly, but there are lots of people reading this who will identify with many of the issues.  There are different review scenarios to suit different user needs, which should be considered. These range from an uncontrolled process (e.g. using email or Google Drive) through to a highly restricted one (such as PDF annotation technology). It is important to find the one that suits you, as carrying on with a ‘make do’ solution affects performance, causes frustrations, wastes time and ultimately impacts the quality of the final document. 

This infographic demonstrates some of the features of each review scenario (please click on the image to see it larger).

And if you are feeling a slight degree of dissatisfaction with your process, or are simply curious, have a go at our questionnaire (results are totally anonymous) and see where you fit on the review spectrum.

 

 

¹Survey conducted amongst Oracle users, October 2014

²Survey conducted amongst Oracle users, October 2013

 

 

 

PleaseReview continues to be a product that stands alone in its functionality and power...

Posted by Sarah Holden on 26. November 2013 13:56

Half of the PleaseTech marketing team.


An article featuring a recent independent evaluation of PleaseReview has just been published by DM Magazine, a UK publication specializing in document and enterprise content management technologies. The article covers the product's newest enhancements following its major v5.0 release and also the strategy behind its development. In my opinion, it make for good reading, and so have included it verbatim here!

Written by Dave Tyler, Editor, Document Manager Magazine

We first looked at PleaseReview a couple of years ago, at which time it was already on its way to becoming established as a unique and powerful tool: whether reviewing or co-authoring documents within a department, across the enterprise (inside or outside the firewall) or with customers, partners and suppliers, PleaseReview expedites the process within its secure, structured and controlled environment. .

The product is now effectively the de facto standard 'tool for the job' in the Life Sciences marketplace. The company claims that what it describes as 'document-centric collaboration' is set to grow steadily over the next few years, driven by a combination of tightened economic strictures and an increased need for better collaboration.

The newest version of PleaseReview, v5.0 boasts a significantly enhanced interface, with a far cleaner look and feel that fits neatly into the current Windows environment - including tight integration with SharePoint 2007/2010/2013. Support for mobile users has been present since 2011, but the new version also includes a useful offline mode, which enables users to review documents while on a plane, for instance, using a zero-footprint client that works as well on tablets as on laptops.

PleaseTech has a clear strategy for the development of this product which they describe as 'Beyond Review', a key element of which is to better support enterprise rollout. The enhanced mobile/flight mode is part of this, as is the excellent SharePoint integration and improved user interface. Users are now presented with a window that looks much more like a Word document (which is of course the office tool that most will be using on a regular basis). Other minor but thoughtful enhancements include a countdown timer to remind users of when a document needs to be reviewed by, and nicely modernised toolbars that suit the current Windows user experience.

Another important innovation is the introduction of Feedback management, allowing the capture of high level feedback on a document (or document sets): this gives a whole new level of functionality to those who utilise PleaseReview on bids, proposals and similar documents. The reporting capabilities of the software have often been a key selling point according to PleaseTech, and the Feedback improvements can only help their cause, as well as helping them address their desire to move across the enterprise.

Another enterprise-class enhancement is in the configurability of the product itself. Intuitive administrator menus allow for the setup of different views and capabilities for different levels of user. For example, casual users can have a more simplified interface than regular users. There have also been improvements to ReviewZones which control who can comment where in Word documents. Less senior staff might only be able to view and comment on specific paragraphs that are relevant to their business unit, for instance, while project managers are given far more control and wider access.

Version 5 is a major step forward from the software we looked at just a couple of years ago in terms of configurability, user interface and reporting and management. V5.1, promised for early 2014, is intended to take PleaseTech's stated aim of 'Beyond Review' even further, with more specialist review tools and unique functionality. 
More info: www.pleasetech.com 


VERDICT
PleaseReview continues to be a product that stands alone in its functionality and power, while broadening its appeal to additional market sectors and presenting itself as an enterprise-ready tool - mobile enhancements are a particularly nice touch.

 

 

PleaseTech announces PleaseReview integration with Oracle WebCenter Content

Posted by Sarah Holden on 14. November 2013 16:09

Half of the PleaseTech marketing team.


We are very pleased to announce that after lots of hard work we can safely say that PleaseReview™ now brings its specialist collaborative review and co-authoring capabilities within reach of Oracle® WebCenter Content customers.

Following on from our earlier announcement that we had achieved Oracle PartnerNetwork gold level partner status, we have successfully completed PleaseReview's integration with Oracle's WebCenter Content ECM platform. This extends our current partner portfolio with other leading document and content management systems, and more integrations are underway.

PleaseReview is a natural fit with Oracle WebCenter Content as it brings its specialist collaborative review and co-authoring capabilities to those organizations who chose Oracle's ECM platform to help lower costs, reduce risks and improve business productivity. Indeed, as PleaseReview is proven to deliver significant cost and time savings and is easy to use, the ROI becomes quickly obvious. 

Additionally, as PleaseReview seamlessly accesses Oracle WebCenter Content's document repository, users can easily locate and participate in reviews from their WebCenter Content interface. Simultaneous access to the review, control over who can do what to where, comment and change reconciliation, automated consolidation of proposed changes and comments, owner management and control and comprehensive reporting are some of the features  they will benefit from.

For more information, please visit our website, read the news release or contact us.

 

 

The road trip awaits.....

Posted by David Cornwell on 31. October 2013 16:41

Founder/CEO of PleaseTech Ltd - collaborative document review and co-authoring for the enterprise.


I’m about to start a three week road trip around the USA which will take in four conferences and two clients visits. This will require eight flights, two car hires and seven different hotels spanning Washington DC; Columbus, OH; San Diego, CA; Dallas, TX; Los Angeles, CA; and Orlando, FL – in that order!

As I sit here in the PleaseTech office quietly contemplating the task ahead and running through mental checklists, I do wonder why I do these things?

Someone needs to be out there educating people about the true value of genuine document collaboration especially when considered in the context of the document review process. 

For example, our recent SharePoint research highlighted the fact 75% of those surveyed said that SharePoint provides the document collaboration requirements needed, yet well over 50% are still using email for document review and 25% still using hard copy - this is despite document creation and review playing a 'significant' role in 66% of respondent's jobs! Just think of the wasted time and effort that these statistics represent. No wonder the adjective ‘pain’ is the one most closely associated with the document review process for many people.

Why is this so important? Well I just love this quote from Alan Pelz-Sharpe, of 451 Research: “A firm’s ability to innovate is closely tied to its ability to collaborate”.   And the people we surveyed agree. Over 90% of respondents agreed that enhancing document collaboration is important to their organization.

So collaboration and especially document collaboration is important and runs to the very heart of business success, and why? Because it adds real value.

Analysts such as Ovum recognize that, within document collaboration, “document review is a specialist area and document management and enterprise content management (ECM) platforms do not always include the required level of management and control”.

And it is a complex area. Our survey revealed that 56% of people have 6 or more people involved in the document review process whilst 27% had over 20 people involved in the document edit and reviewing process. Imagine having to manage the email correspondence of 20 reviewers and having to compile their comments and proposed changes into the master document! Yet this is what people are still doing!

So I’ll be at the ISPE conference (International Society for Pharmaceutical Engineering) in Washington DC swiftly followed by the AMWA conference (American Medical Writers Conference) in Columbus, OH. Then the PMI PMO conference (Project Management Institute  - Project Management Office) in San Diego, CA followed by a couple of client visits ‘en route’ to the OpenText Enterprise World conference in Orlando, FL.

At these conferences I’ll be explaining to people that ‘yes, there is a better way’. We can remove the pain and make your document review process efficient, transparent and controlled – and a whole lot more.

 

The things we do to bring the message of collaboration to the businesses of America!

 

The SharePoint dichotomy

Posted by Sarah Holden on 18. October 2013 10:37

Half of the PleaseTech marketing team.


Now, more than ever, ‘collaboration’ is the buzz word of the day as key analysts and other thought leaders extoll its virtues.  Ben Hecht in the Harvard Business Review recently wrote that ‘collaboration is the new competition’ and going one step further, Gartner point out ‘IT leaders have opportunities to deliver business value in the area collaboration’.

SharePoint is perhaps one of the most prolific ‘collaborative platforms.  Eighteen months ago we published a whitepaper entitledDocument Review and SharePoint Document Collaboration', which asked SharePoint customers what they thought about its collaborative capabilities and whether being known as the ‘business collaboration platform’ lived up to its reputation with regard to the collaborative authoring and review process.

It found that whilst respondents were broadly satisfied with their document review solutions, further questioning revealed many issues.  Whilst the term collaboration was widely used, in reality expectations were low. This demonstrated that in the SharePoint community, education was still required.

So we decided to ask since this research, and three years on from the launch of SharePoint 2010, how have user expectations evolved as the platform has become more prolific?  What is the reality of document collaboration in the workplace?  Is there still a mismatch between what SharePoint users need and what they have?  Have opinions on SharePoint’s collaborative capabilities changed?

We surveyed 276 companies in order to find out the answers to these questions.

Ultimately, are businesses deriving value from their collaborative tools?

Want to know what we found out?  Sign up to a 30 minute webinar, hosted by PleaseTech CEO Dave Cornwell on Tuesday October 22nd.

Simply click this link.

 

 

 

 

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