Gone are the days when file security meant locking the drawer to your file cabinet to protect your sensitive documents. As we all know, today, most of our documents are created and saved online – but are they more secure now than in old file cabinets? Well, with the right precautions, they certainly can be.
Cloud storage, online document sharing, and real-time collaboration are just some of the new document management technologies that offer businesses the ability to quickly and accurately generate professional documents that can be shared with colleagues, business partners and customers. Modern cloud document management and collaboration tools have taken the speed of business to another level. Cloud or online applications in a simple sense is the ability for users to access applications and store data from anywhere, at anytime, without having to install the application on their machines. A simple to understand cloud application is Facebook. You log into Facebook, add comments to your timeline, upload photos and interact with your friends and logout. But, the data remains on Facebook long after you logout, because the application and the data resides on Facebook servers, “in the cloud”.
While the benefits and productivity gains of cloud-based document management are apparent, the question of document security may not be. But, with some simple tips and best practices, businesses and users can take advantage of these modern storage and collaboration tools with the comfort of knowing that their documents are also secure.
Multiple users, one huge document and a lot of review comments to be implemented. Sounds like a nightmare?
Well, it can turn out to be one without the right tool. Collaboration is a breeze when you can keep a track of all the changes made to the document by each user. And what is the best way to do that? – Track changes it is!
Taking the popular demands into account; I am excited to bring you the announcement of our latest feature – Track Changes for Zoho Writer, the online document editor of Zoho Docs.
Let’s say you are away from your office attending a client meeting in NY. You have a critical presentation to create and deliver at your office in CA , the next day. With a tight deadline and a busy tour schedule, the airport lounge suddenly becomes your ideation hub (minus, of course, the resources and luxury at hand in an office). As first-cut ideas start evolving, you realize you need something more than your mind to structure and save presentation slide concepts for further reference.
Luckily, you are carrying a laptop. You think you are saved until you realize that it is indeed frustrating to open, boot and use your clumsy laptop to write something every time an idea pops up! Certainly not the kind of situation you wish to be in (especially with an important presentation lined up).
What could help you, though, is a tool as efficient as a pocket book, something you could carry around and use effortlessly to type your ideas, wherever you are. How about a presentation tool that fits in your pocket?
Four years ago, I started working in a publishing house as an editor. Soon after I joined, it became clear to me that a key part of my job was to collaborate with multiple players. Working with people to publish a single book is a mammoth task. It takes up a lot of time and is exhausting. At the end of each day, you feel you didn’t get any editing done at all because you spent all your time making sure everyone was ‘on the same page’. Pun intended.
When I started using Zoho, it changed the way I edited. I felt more productive and got more done in less time.
Here are three reasons I’m ‘booked on‘ Zoho Docs: Read more
Every four years, the entire world has a single time zone. Yes, we are talking about the FlFA World Cup 2014.
A week past into the biggest sports carnival on earth, the race to the title is wide open. We have seen some interesting matches. We were captivated by that 37 kilometers per hour run by Arjen Robben, the fastest sprint by a footballer. We were astonished to see the 4-0 routing of Portugal at the hands of Germany. At this stage of the tournament, some favorites like Germany and Netherlands have established their strength and look well settled while some others are yet to gain momentum. The defending champion has been eliminated and all are eager to see how the tournament progresses.
With the football fever at its peak, we don’t want you to miss a single moment of the World Cup. The football fans in our team have created a gadget that will help you stay tuned to all the World Cup action. The gadget was created on Zoho Sheet using its various features. It was fun to create and we hope you have as much fun with it as we did when we were creating it.
What possible damage could inviting someone to collaborate on a document do to a company? Just ask investment giant JP Morgan. When the New York based trading firm hired an expert across the Atlantic to work on a few spreadsheets, little did they expect that human error — combined with flaws in a financial model developed using the spreadsheet — would result in billions of dollars’ worth of trading losses.
Not every collaboration mistake becomes a fiasco on the level of London Whale. And human error can’t be completely eliminated. But it doesn’t hurt to be careful.
Introducing the Lock feature in Zoho Show.
There’s no need to panic and stop inviting collaborators completely. For those parts of your presentation you don’t want anyone changing, the ‘Lock’ feature lets you lock a full slide or shape so even your invited collaborators can’t alter it.
All you have to do is right-click and select the Lock Slide option when sharing the presentation.
If you change your mind at any point and wish to allow your collaborators to edit the slide you’d locked, just select the Unlock Slide option.
But wait — what if you forget to lock a slide? Are your carefully prepared shapes and clever jokes lost forever? Not to worry. Zoho Show has your back with its automatic version tracking feature. You can easily restore an automatically saved earlier version, irrespective of the number of edits the document has undergone.
You don’t want your boss or a client seeing a 20% forecast projected as 200%, stable growth shown as a nose-diving graph, or misaligned images describing symmetry. These are errors that can end up in the final version of the presentation during a collaborative editing exercise.
But with Slide Lock and version tracking, you can make sure this is exceedingly rare.
Click to learn more about all the useful features in Zoho Show.
Let’s start by answering this question: If you had just one day to send across a 50-page document to your client, would you email your team back and forth for their feedback or just start collaborating online?
The answer is not only obvious but also the best! Online Collaborative Review is a boon when you need to get your work done in a jiffy. But as they say, “Too many cooks spoil the broth”; too many reviewers working simultaneously can make your “broth” (document) tangy! Here are a few tips that will catch you before you fall into pits of trouble and will help you manage collaborative review.