File Share's Revision History

5/29/2008

File Share automatically creates and makes available to users the previous versions of files that are stored in File Share. What this allows you to do is a couple of things:

1) See who changed a file and when it was changed.

2) Go back to a previous revision of a file as needed.

Take a look at the Revisions tab on one of your files in File Share... Go to File Share, right-click on any file and choose "Properties". If you've chosen a file that you edit often (check out/in), then you will see something similar to this:

The Revision Limit field tells you how many previous revisions of the file are kept available to users. In this case we happen to not be keeping any revisions, so it is set to 0. Regardsless of how many revisions you make available, the system will always record when and who made changes (as you can see in the table). It also keeps the revision note that the user enters when they upload their new version of the file -- a good note will help people identify what changed in the new version. An example of a bad note might be "made changes" -- we already know that, so that note is not particularly helpful.

The default revision limit is set to 1, meaning that the current version plus the one previous version is kept in File Share. If you have a file that you know is going to be updated often, or multiple people are updating the file, you might wany to set the revision limit higher so that you can go further back in the various versions of the file if needed. Notice the column "Status", which indicates "Available" or "Unavailable" -- you can pull down any previous version that is available.

To get that previous revision, right-click on the file and choose "Get Revision". This will download that version of the file to your computer. You can then check out, open that file, make changes as necessary, and check it back in. When you check it back in, it will be added as the latest revision.

For more information on File Share, consult the File Share User Manual.

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E-mail sales and marketing

5/29/2008

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Imagine this scenario -

A Principal faxes you a sales sheet letting you know they have too many widgets in stock and are having an inventory sale. The price is $0.50/each and the inventory is 20,000. Commissions will be at 10% to get rid of them. Minimum order is 1,000 each.

What do you do when you get it?

Options:
1. Fax the sheet the manufacturer sent you to key customers.
2. Use MRSware's Search tool to select the customers you want to see this promotional price and then e-mail them.
3. Mail the manufacturer's promotion sheet to key customers.

Which would you like to do?
If you selected #2, then here is how to do it.

1. Go to "Search" on the Menu bar.
2. Select Contacts from the drop down list.
3. On the right side of the Advanced Contact Search, select "All" and then check each of the categories that apply. (I may choose, Purchasing agents and Customers and the name of the manufacturer.)
4. Your list will show the names of the Customers to whom you want to send the special price on widgets.
5. Click on "Contacts" on the Menu bar and select "Mail all contacts in the List who have an Email address".
6. The list of email addresses will appear in the Bcc field. If there are names without email addresses a box will pop up showing these names.
7. Once the new email window opens, you can enter the details of the manufacturers promotion in the body of the window.
8. When done, click "Send".
9. All of your customers will receive the message and have the opportunity to purchase the widgets at the special price, earning you 10% commission on the sales.

Option 2 gets the promotion to your customers faster, giving you a competitive advantage and an increase in commissions while reducing your costs (faxing and postage costs are eliminated).

Hint: While the list is on your screen, select all and set up a category for the promotion and check all of them as having received the promotion. Then set up a second category for those that buy the widgets on promotion. Check this category when you receive orders for widgets. For future promotions you'll know who is the most likely to purchase on promotion.

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Open in Separate Window - multiple workspaces to not lose your place

5/23/2008

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Did you know you can open any of the MRSware screens in their own window? Right-click on a link in the Shortcuts panel and choose "Open in Separate Window". The screen for the shortcut will open in its own, new window.

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