How many times have you needed to share a document with your staff? I'll rephrase that - how many times a WEEK do you need to share a document with your staff?

Typically, these items are disseminated in staff mailboxes (printing costs) or via email (server overload) or in some cases when you need a written record of acknowledgment, you use a routing slip or sign-off sheet (big hassle).

Guess what! DocuShare enables you to automate the routing of documents to users and request a specific action after the users receive the documents.

On a form (creatively) called a Routing Slip, you can indicate to whom notice of a document should be sent, the type of action you want them to perform when they receive it (if any), and a message describing the task (if necessary). You simply submit the Routing Slip and DocuShare takes care of the rest.

Did you notice that I didn't say that they were emailed the document? They aren't. They are sent a link to the document on DocuShare. That saves our email servers and your account from filling up with unneeded copies of documents.

Another nifty piece of this is that DocuShare allows you to route the document to a list of individuals, or to a pre-defined group. Want all of your staff to be notified about a document? No problem, send it to your staff group. Done.

You've sent hundreds of documents in your career. How many times have you wondered whether or not the end user actually opened them? Routing slips keep track of file acknowledgment. You can see a list of who has and who has not acknowledged receipt of the document. Built in paper trail.

Need feedback from a smaller group? Set up your routing slip to be sent in a chain from one person, to the next, to the next, gathering approvals or feedback along the way.

Routing slips are a powerful tool and have many different possibilities and built in workflows. I'm certain that they will be a popular tool!

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For more information on creating Routing Slips, see the LPS DocuShare User's Guide page on ROUTING [.pdf], or contact the Computing Services Trainers.