Ultimate deal management system for management

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hello and thank you for joining us for this presentation of the micro strategies deal management solution now this is an overview and as an overview we're going to touch on the top four critical pieces of functionality for the solution the first being feeding and populating the repository the idea here is we want to make it as easy as possible for users to feed or pop at the repository with their documents basically give their documents in the repository with as little effort as possible second standardize how documents are managed the idea here is we want to make sure there's consistency in the folder structure that's built on for each one of the deals because obviously consistency in managing your deals is critical third automatically assign document properties every user wants to have document properties for searching and finding their documents but nobody wants to manually attach them so that has to be seamless for quickly see available documents this is the most critical piece we want to make sure that it's as easy as possible for users to get access to the documents for that deal and even be able to see what documents are available for that deal again quickly and easily now when we talk about feeding and piping the repository we talk about emailing in documents doesn't get much easier than this a user can create an email they would assign a subject that subject being the deal name they would address that email then they would attach the appropriate document say a pitch book or other types of marketing material or whatever but I attach their documents once they email that document it would go directly into alfresco by virtue of the address once in alfresco that subject name the deal name would automatically be validated against the trading system that's to make sure it's a valid deal once alfresco validates the deal from there it'll automatically set up a folder structure that folder structure would be based on the subject so if the subject in this case being deal ABC it would grab the template folder structure for a deal and it would assign deal ABC is the name and automatically build out that folder structure once the folder structure is built out the next thing is to be able to notify the deal team because you want to make sure the deal team knows what's going on so they'll receive an email notification with a link to that deal ABC folder so basically a user created an email they the subject of the deal name they addressed the email attached the appropriate documents to it emailed it in alfresco validated the deal automatically built the folder structure and alerted the deal team it's time to get going now also talking about feeding repositories working inside Microsoft Office everybody works inside Microsoft Office work in an Excel common practice now we want to do is make sure that the saving of documents is as simple in the new world as it is in the old world with this you're able to save to alfresco right from within Excel and you'll save it to the models folder not unlike people do now when they save it to a particular folder on their drives but this time when they save it to the models folder he will automatically assign the document properties deal name doctype author created it all the user did was do what they normally do they hit save this time it saved alfresco they change the folder they save it to that folder and now they've got all these metadata fields that they can now search on which is a key value proposition of any documents and then ability to find those documents and what you're allowing them to do is automatically have these properties assigned and all they did was save it to the appropriate folder same concept on the word side users can save their document to the credit Committee minutes folder when they save it from within word it'll automatically assign that doctype credit Committee minutes as we travel down to PowerPoint same exact premise I'm sitting there building my pitch books when I save my pitch book into the repository similar concept as from the PowerPoint mini Save to alfresco I choose my pitch book folder it'll automatically assign the deal name which would be DL NB C and the doctype which would be pitch books and now users can search for pitch books for this particular deal again keeping this whole piece seamless to the user now of course that's doing your single documents what if I've got multiple documents well let's talk about dragging and dropping a bunch of documents into the repository here is a snippet from my Windows Explorer I select four documents and then drag and drop them right into a folder called data room you've got a deal here for a raptor and then you've got the folder data room now again i dragged all four of those documents the metadata or properties or autumn matically assigned so just by dragging them into the data room folder they'll have a deal named assignment of Raptor they'll have a doctype assigned date of room therefore making it easy to find these documents later and all the user did was drag them right in what's really nice is you could actually use ftp clients such as FileZilla these FTP clients allow you to basically drag an entire folder structure into alfresco so if you already built out your data room by virtue of unzipping a file and you've got that whole structure already sitting there you can literally pick that whole structure up bring it in to alfresco and it'll automatically build an exact same folder structure out in alfresco and it'll of course attach the deal name and the doctype users are also able to quickly see all the available documents how do they do that from their users dashboard so right here Adam Storch is logged in so you see Adams torches dashboard in the upper left hand corner you see the my task list the my task list is where it lists all the workflows that have been sent to Adams storage so examples here are somebody routed a pitch book for review or perhaps a model as well as when new deals come in a new deal workflow can be created automatically letting them know here's a new deal that Adam Storch needs to work on so you've got the idea of the email notification as well as the idea of the workflow items in their task list now finding documents over here you'll see the deal document search piece I just type in the deal name and automatically all those documents available for that deal appear right there now what's nice is all those doc types and subtypes and all this metadata you see here was automatically assigned remember all the user did was save it in their office client or drag and drop it in but now they can quickly see all the available documents we'd be more than happy to provide you with a live demo of the entire solution just give us a call when you appreciate your time today we hope you enjoyed the presentation and we look forward to hearing from you