Jonas Documents Sales Product Training PDF

Jonas Documents Jonas Documents - Centralized Document Repository and more HOUSEKEEPING 1 Questions Please feel free to ask questions at any time. If they take us off course, we'll ask you to make a note, and give you direction on how to get your answer. 2 Mobile Devices...

Jonas Documents Jonas Documents - Centralized Document Repository and more HOUSEKEEPING 1 Questions Please feel free to ask questions at any time. If they take us off course, we'll ask you to make a note, and give you direction on how to get your answer. 2 Mobile Devices Please set your mobile devices to silent/vibrate. If you need to take a call, please feel do so outside the session rooms. 3 WiFi Connection details can be found in the mobile app  1 Jonas Documents Overview 2 Enhancing Document Data Processes AGENDA 3 Optimizing Approver Workflow 4 Administering Jonas Documents 5 Tips and Tricks 6 Q&A session Understanding Jonas Documents What is Jonas Documents? A comprehensive document management solution designed to enhance the efficiency of business processes. with accessibility from desktops, web browsers, and mobile devices and a focus on document management and field collaboration. Let’s begin our session by giving a clear overview of the Jonas Documents application. What is Jonas Documents? A comprehensive document management solution designed to streamline document management and enhance efficiency across our platform.. With accessibility from desktops, web browsers, and mobile devices …. and a focus on document management and field collaboration. Understanding Jonas Documents Why Jonas Documents? Vision: To increase enterprise efficiency by transforming document management and empowering businesses with better organization, security, collaboration, and cost savings. Mission: To Centralize and organize electronic documents as a secure digital filing cabinet, providing powerful search, retrieval, and automated workflows. Why is the Jonas Documents Important for Your Organization? We believe Jonas Documents Management System is a valuable asset for any organization because it was developed with a clear vision and mission in mind. Vision: To increase enterprise efficiency by transforming document management and empowering businesses with better organization, security, collaboration, and cost savings. Mission: To centralize and organize electronic documents into a secure digital filing cabinet, providing powerful search, retrieval, and automated workflows.  What does Jonas Documents manage? Jonas Enterprise Jonas Documents serves as a centralized repository for all FieldTime transaction documents generated within Jonas modules, EBI Project including: Jonas Enterprise EBI Dispatch Jonas Jonas Dispatch Scheduler Scheduler Documents Sign eMobile & eService Field Time Field Project eService eMobile JonasSign Jonas Read Jonas Read What does Jonas Documents manage? Jonas Documents serves as a centralized repository for all transaction documents generated within Jonas Enterprise modules, including: Jonas ERP, eMobile, eService, Field Time, Field Project, Dispatch Scheduler. By consolidating documents from these modules, Jonas Documents provides a unified platform for efficient management, seamless and secure document storage and easy and quick retrieval which helps to enhance overall operational efficiency across departments. Who Benefits from Jonas Documents? Project Managers Access to real-time project documents, seamless sharing, and tracking of approvals across teams. Field Workers Instant access to critical information from anywhere, enabling faster decisions and streamlined workflows. Accounting and Finance Teams Automated approval workflows, secure storage, and easy retrieval of financial records. Sales and Customer Support Centralized repository for customer documents, speeding up response times and improving service quality. Compliance Analyst Clear audit trails, secure access controls, and compliance-friendly document handling. IT Administrators Simplified document management across the organization with robust security features and controlled access. "Who Benefits from Jonas Documents?“ Users within an organization benefit from a document management system like Jonas Documents in different ways, depending on their role. Project Managers Benefit: Access to real-time project documents, seamless sharing, and tracking of approvals across teams. Field Workers Benefit: Instant access to critical information from anywhere, enabling faster decisions and streamlined workflows. Accounting and Finance Teams Benefit: Automated approval workflows, secure storage, and easy retrieval of financial records. Sales and Customer Support Benefit: JD provides them with Centralized repository for customer documents, speeding up response times and improving service quality. Compliance Analyst. Benefit: Clear audit trails, secure access controls, and compliance-friendly document handling. IT Administrators Benefit: JD makes their life easier by providing a simplified document management across the organization, with robust security features and controlled access. Jonas Documents’ primary user personas Viewer Approver Team members who need to Managers or team leads who collaborate on documents but do need to ensure documents not upload or approve them meet certain criteria before they move forward in the process. Contributor Administrator Team members who need to IT administrators or system collaborate on documents and managers responsible for upload them, but are not configuring the DMS, setting responsible for approvals or roles, and ensuring security system configuration. compliance And now that we had an overview of what the Jonas Document Management System is, let's take a look at four main user personas we had in mind when developing the application and how each persona can use the application features available to their role to improve document management efficiency. Exploring Personas: Roles and Features for Efficient Document Management Role: A user with access to view documents and review their details, but who cannot modify or add new documents. Example: A user who frequently checks the status and history of invoices but doesn't need to make any modifications. Viewer Features for Efficiency: View Optimization Document Details & Workflow History Custom Views Subscription to documents Dashboard Let’s start with the Viewer. This persona can be described as a user with access to view documents and review their details but without the ability to modify or add new documents. This role is typically assigned to someone who frequently checks the status and history of invoices but doesn't need to make any changes. Features for Efficiency Accessible to Viewer: View Optimization: Viewers can fully customize the layout of their document grids by adjusting column sizes, renaming titles, and controlling the number of records per page. This ensures they can view more relevant information within the visible range. Document Details & Workflow History: They can review document’s details and track the entire workflow history, ensuring transparency without having the ability to edit. Custom Views: Viewers can create personalized views to filter and organize documents based on specific criteria like document type or status. Subscription to documents – Viewers can subscribe to important documents to receive notifications about any changes or events related to them. Dashboard – Viewers can enable the dashboard for quick access to documents through widgets such as Document Activity History, Recent Documents, Recent Notifications, and Pinned Documents, streamlining their workflow and access to important information Exploring Personas: Roles and Features for Efficient Document Management Role: A user who can both view and modify documents, including uploading new ones or editing existing documents.. Example: A project assistant who uploads and edits work orders or project documents and organizes them into Contributor specific folders for easy access by the rest of the team. Features for Efficiency: Document Creation & Modification Document Details & Workflow History Custom Views and views optimization Subscription to documents Dashboard Next persona is a Contributor that can be described as a user who can both view and modify documents, including uploading new ones or editing existing documents. This role is typically assigned to a project assistant, who uploads and edits work orders or project documents and organizes them into specific folders for easy access by the rest of the team. In addition to the features the viewer had access to, the contributor is provided with access to Document Creation & Modification: Contributors can upload new documents, edit existing files, and organize them in a custom folder hierarchy to streamline collaboration. Like viewers, contributors can create and save custom document views that help them filter and prioritize their work and organize document views into a well-structured folder system that can be shared with the entire organization. Exploring Personas: Roles and Features for Efficient Document Management Role: A user responsible for reviewing and approving documents as part of the workflow but without the ability to make system-wide changes. Example: A team lead who reviews purchase orders and project documentation for approval, ensuring all information is correct before proceeding. Approver Features for Efficiency: Approval Workflows Interactive chart for Approvals in Dashboard Document Creation & Modification Document Details & Workflow History Custom Views and views optimization Subscription to documents The persona Approver can be described as a user responsible for reviewing and approving documents as part of the workflow but without the ability to make system-wide changes. This role is typically assigned to a team lead who reviews purchase orders and project documentation for approval, ensuring all information is correct before proceeding. In addition to the features the Contributor had access to, the Approver can access two additional functionalities. Approval Workflows: Approvers can easily access their queue of documents awaiting approval and take action (approve or reject) with minimal effort. Notifications keep them informed of pending approvals. Interactive chart for Approvals in Dashboard: Approvers can use the My Approval Inbox widget, where documents that require their attention are grouped by Approval Process, helping them stay focused and organized. Exploring Personas: Roles and Features for Efficient Document Management Role: A user with all the permissions of an Approver, along with additional control over approval workflows. Example: A department manager who can approve documents like an Approver but also has the ability to step in Approver and manually resolve workflow issues to ensure projects stay on track. Admin Features for Efficiency: Control Over Workflows Interactive charts for All Approvals in Dashboard Approval Workflows Interactive chart for Approvals in Dashboard Document Creation & Modification Document Details & Workflow History Custom Views and views optimization Subscription to documents Dashboard The persona Approver Admin can be described as a user with all the permissions of an Approver, along with additional control over approval workflows. This role is typically assigned to a department manager who can approve documents like an Approver but also has the ability to step in and manually resolve workflow issues to ensure projects stay on track. In addition to the features the Approver had access to, the ApproverAdmin can have Control Over Workflows Like Approvers, they can approve or reject documents but can also force approve or restart approval workflows when needed. This ensures that blocked or stalled processes can be quickly resolved. Approver Admin can also have the ability to create, adjust, and optimize document approval workflows and review Approval Process history documents. Interactive Charts for All Approvals in Dashboard – Approval Admin has access to an additional chart on the dashboard that provides real-time insights into all approval processes within the system, including the status of documents in workflows. The chart’s drill-down capability allows easy access to detailed actions, enabling Approver Admin to quickly address delays and ensure the timely approval of important documents. Exploring Personas: Roles and Features for Efficient Document Management Role: The user with full access to manage all system configurations, user roles, workflows, and security settings. Example: An IT administrator who configures user permissions, sets up automated workflows for document approvals, and manages global settings and reports. Administrator Features In Administration: User Management & Permissions System-Wide Settings Security Workflow Configuration The persona Administrator can be described as a user with full access to manage all system configurations, user roles, workflows, and security settings. This role is typically assigned to An IT administrator who configures user permissions, sets up automated workflows for document approvals, and manages global settings and reports. In addition to the features the Approver Admin has access to -> User Management & Permissions: Administrators can control who has access to different functionalities by setting permissions for contributors, viewers, and approvers. This ensures that users only access what they need to do their job. System-Wide Settings & Integrations: They oversee all system configurations, including integrations with external applications like ERP systems, ensuring seamless document management across platforms. Security: Administrators manage security settings, ensuring that sensitive documents are protected. Efficient way to work with documents Subscribe to document changes Pin documents you need a quick access to Enable dashboard and set it as a default view Search documents by text from the “Search Documents” window Merge required documents from the “Send/Email” Window Connect related documents Efficient way to upload documents Default Category and Type Uploading a folder Drag and Drop into a similar document’s record in the view Add a new version from Details->History->Versions tab Efficient way to work with views Group, filter and sort documents records in views Define maximum number of records in the view Resize view columns Remove columns with repetitive data Add action icon columns Create custom filtered views End of Part One HOMEWORK! End of Part One Define maximum number of records in the view Optimizing Approver Workflow Set Clear Approval Paths With Conditional Logic Define specific approval roles and responsibilities so that documents are routed to the right people by setting rules where certain types of documents require additional scrutiny, while others may bypass unnecessary approval layers. Implement Quicker Approvals: Where applicable, assign multiple approvers to a step, but require only one approval to minimize bottlenecks. Limit Approval Steps: Reducing the number of required approval steps by assigning fewer but more decisive approvers can cut down on delays caused by long chains of approval. Regular Reviews and Adjustments: Continuously monitor and review workflow efficiency, and adjust as necessary to improve speed and remove unnecessary steps. Customize Workflow Notification Templates and Denial Reasons: Helps streamline the approval process by ensuring clear communication, reducing delays from unclear responses, and providing standardized feedback for more efficient decision-making. Integrated Approval Processes Supplier Invoice Step One: Step Two:  Integrated Approval Processes Supplier Requisition Step One: Step Two: Reports Accessible via the Administration Menu Documents in an Approval Process Document History Report User Actions History Report Documents in Approval Process by User Documents in Approval Process by Date DEMO LEARN MORE For more resources such as: Solutions Documents Training Videos Webinar Recordings Idea Submissions Important Announcements Product Updates And much more! LOG INTO JONAS CONNECT, OUR CUSTOMER PORTAL: CONTACT US CONNECT.JONASCONSTRUCTION.COM SALES: T / 1-888-789-9073 E / [email protected] ENTERPRISE CLIENT SUPPORT: T / 1-800-352-6647 E / [email protected] THANK YOU!