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Frequently Asked Questions

  1. Paperless Office System
    1. What are the benefits of going paperless?
    2. How do I locate files and other information in my paperless office?
    3. Can I search scanned images?
    4. Can I insert existing files and documents into my paperless office?
    5. Can I share files in my paperless office?
    6. How do I prevent users from changing documents while I'm modifying?
    7. How do I prevent users from accessing confidential files?
    8. What storage limitations do I have?
    9. Can I access documents from remote locations?
    10. How are my files protected from hackers on the Internet?
    11. Can I add users to my paperless office?
  2. Contact Management System
    1. How do we manage a single contact list for the business?
    2. How do I insert new contacts into the contact list?
    3. How do I find contacts in the contact list?
    4. Can I record contact notes from client conferences?
    5. What kind of information can I store by contact?
  3. Client Portal System
    1. What are client portals?
    2. What are the benefits of using client portals?
    3. Why isn't email safe for sending confidential attachments?
    4. How do client portals work?
    5. Do I need to maintain user names and passwords for client portals?
    6. Do clients have access to other client files?
    7. How do I know when the client accesses files in their portal?
    8. Can I organize folders in the portal?
    9. Can the portal be branded with my company logo?
    10. Can I connect the client portals to my website?
    11. Can I use portals for my employees or vendors?
    12. Can portals be used for exchanging large files?
  4. Email Blast System
    1. What is an email blast?
    2. How do I send personalized emails?
    3. How does the Email Blaster work with my contact list?
    4. Can I send email blasts to only a select group of contacts?
    5. How do I comply with Anti-Spam regulations?
    6. Can I send high-impact (HTML) email blasts?
    7. Are there any email blast limitations?
  5. Workflow Automation System
    1. What is workflow automation?
    2. How do my employees use workflow automation?
    3. How do I automate recurring processes?
    4. Can I control when workers are assigned tasks?
    5. Can I use a project template for quality control?
    6. How can I automate tasks using a project template?
    7. What can I use project templates for?
    8. How much time can be saved using workflow automation?
  6. Project Management System
    1. What is a project workspace?
    2. How are tasks assigned to workers?
    3. What does each worker have access to in the workspace?
    4. Can users add new tasks to workspaces?
    5. Can project participants share documents in the workspace?
    6. How is work assigned to other employees?
    7. How do managers assess work-in-progress?
    8. Can users record time spent completing assigned tasks?


Paperless Office System

What are the benefits of going paperless?
Moving to a paperless office reduces material costs, such as paper, toner, and printer wear and tear. You'll also operate more efficiently, reduce handling costs, and complete projects faster.
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How do I locate files and other information in my paperless office?
Using The ShareVantage full-text search feature, all documents, scanned images, contact notes, tasks, and projects are indexed for fast search. You can search more than 10,000 items in your paperless office in less than 4 seconds.
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Can I search scanned images?
Yes. Scanned images are processed by our OCR engine and the text is indexed for search (requires full-text search feature).
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Can I insert existing files and documents into my paperless office?
Absolutely. You can use our Insert Item tool or drag-and-drop files into The ShareVantage using Windows Explorer.
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Can I share files in my paperless office?
Yes. Authorized users install The ShareVantage software on their computers and have access to files, tasks, and projects in your paperless office account.
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How do I prevent users from changing documents while I'm modifying?
Document Check-out/Check-in features prevent revision control problems. When you want to modify a document, simply double click the file. It is automatically checked-out by the system and loaded in its related application (e.g., Excel). The checked-out file appears in our Now Checked Out dialog. When you're done, simply check-in the file.
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How do I prevent users from accessing confidential files?
You create Security Padlocks and apply them to folders in your account to prevent unauthorized access. The padlocks are like a physical padlock on a door. That is, you must have a key to access. You issue virtual keys to the Security Padlocks and users must have a key in order to access files in the folder.
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What storage limitations do I have?
Your ShareVantage paperless office account includes 200MB shared online storage and 400MB of bandwidth for each user. You can add more secure online storage to your account at anytime.
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Can I access documents from remote locations?
Absolutely. Your paperless office account is hosted by a SAS 70 Type II audited data center. All you need is an Internet connection and The ShareVantage software. Plus, our system infrastructure is redundant, including database servers, bandwidth, and power for 99% remote access availability.
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How are my files protected from hackers on the Internet?
All paperless office access by authorized users is controlled by 256-bit SSL encryption. Perimeter system security is audited and certified daily by an independent security authority.
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Can I add users to my paperless office?
Yes. You can add new users to your account at anytime (additional fees apply).
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Contact Management System

How do we manage a single contact list for the business?
All ShareVantage users on your paperless office account share one contact list via the ContactManager. When changes are made to contacts, users have access to the most up-to-date information.
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How do I insert new contacts into the contact list?
You can use the New Contact tool in the ContactManager to add clients, vendors, or employees to your contact list. You can also import contacts from a CSV file using our Import Contacts feature.
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How do I find contacts in the contact list?
The ContactManager feature includes several queries that you can use to locate contacts by partial or full information. Select from First Name, Last Name, Company Name, and more.
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Can I record contact notes from client conferences?
Use the Contact Note feature to add notes to a contact's digital file. The note is automatically inserted into the Contact Notes folder and indexed for search (optional feature).
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What kind of information can I store by contact?
You can store documents, files, scanned images, contact notes, and email messages...just about any information relating to a client, vendor, or employee.
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Client Portal System

What are client portals?
A client portal (also known as private client sites or private websites) is a secure website that your contacts can use to access files, information, and services using a browser. It features SSL encryption for secure file transfers and maintenance free authentication procedures for 24/7 access to self-service solutions.
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What are the benefits of using client portals?
Built-in SSL encryption protects files from email hackers and allows for privacy-compliant file transfers. You can also reduce client service loads by using client portals as a 24/7 file service center.
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Why isn't email safe for sending confidential attachments?
Email sends information in plain text and can be intercepted by hackers using packet-sniffing technology. Standard email is not privacy law compliant.
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How do client portals work?
You insert documents, files, and folders into the contact's Private Client Site folder using the ContactManager. You simply use our email tool to send the client or contact a message that includes a link to the secure login screen. Once authenticated, they have access to their private files. All file downloads and uploads are protected by privacy-compliant SSL encryption.
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Do I need to maintain user names and passwords for client portals?
No. User authentication processes are maintenance-free. The system will automatically prompt the user to set their password upon the first invite to their portal. Once set, automated Password Reset features are available to the client anytime.
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Do clients have access to other client files?
NO. Clients only have access to the files you make available via their Private Client Site folder in the ContactManager.
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How do I know when the client accesses files in their portal?
You can designate Account Executives to be notified by email when clients download or upload files in their portal.
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Can I organize folders in the portal?
Yes. You can create any folder structure necessary to organize the client's portal for convenient access to their files.
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Can the portal be branded with my company logo?
Yes. We'll insert your company logo or name as a banner image with your paid subscription.
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Can I connect the client portals to my website?
Yes. We provide you with the web address (URL) to the Secure Login screen to your account.
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Can I use portals for my employees or vendors?
Yes. Every contact in your contact list includes a Private Client Site (portal) folder. You can use it for your clients, employees, vendors, and just about any contact you have to organize your paperless office. There's no limit to the number of available portals, only available storage.
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Can portals be used for exchanging large files?
Yes. The ShareVantage client portals are a great solution for exchanging large files with contacts that email cannot transfer.
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Email Blast System

What is an email blast?
It's personalized bulk email. Using The ShareVantage Email Blaster, you can send emails to contacts in your contact list.
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How do I send personalized emails?
The Email Blaster features replaceable fields. You simply draft the email message. Using our Insert Token tool, you can insert replaceable fields (e.g., First Name, Last Name, etc.) into the email. When the email is sent, the contact's personal information is inserted into the message automatically so it appears as though you authored the email manually.
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How does the Email Blaster work with my contact list?
During the final step of sending an email blast, you select contacts from your contact list for distribution. Once the emails are sent, you receive a distribution report that provides details on the email blast.
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Can I send email blasts to only a select group of contacts?
Yes. You can use various queries (e.g., last name, company name, etc.) to select recipients for delivery.
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How do I comply with Anti-Spam regulations?
The Email Blaster helps you comply with Anti-Spam regulations by providing automated opt-out features. The message body may include a feature that allows the recipient to immediately opt-out of future email blasts. The opt-out election is managed in the General tab of the contact's digital file in ContactManager.
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Can I send high-impact (HTML) email blasts?
Yes. You can send plain text and high-impact (HTML) formatted emails to contacts. Our email marketing staff can help design a solution (fees apply) for you or your web developer can design an HTML page that can be used.
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Are there any email blast limitations?
You can send 1,000 email messages via the Email Blaster each month at no additional charge. If you need to send more messages, please contact our sales team for Email Blast service plans.
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Workflow Automation System

What is workflow automation?
It's the automation of a sequence of recurring tasks to complete a process that would otherwise require manual efforts. It can be used effectively to streamline best practices, improve quality control, and increase workplace productivity.
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How do my employees use workflow automation?
The ShareVantage Workflow Edition includes the WorkflowManager. Workers access their assigned tasks using a personal Inbox. When they close assigned tasks, dependent tasks are automatically assigned to the next worker in the sequence of tasks.
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How do I automate recurring processes?
Use the Template Designer to create an outline of the process by defining a list of tasks along with required assignments. Using the Start Project tool, you can select from a list of Project Templates. The Template is copied and then becomes a project workspace for completing the new project. You can have thousands of active projects in your ShareVantage paperless account.
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Can I control when workers are assigned tasks?
Yes. Our Task Dependency feature in the Template Designer is used to control the sequence of how the project work is completed. Because tasks can designate specific individuals to be assigned to the project, you can automatically delegate work to employees.
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Can I use a project template for quality control?
Absolutely. Any process in your organization that involves a sequence of tasks, can be automated using the Template Designer. In addition, The ShareVantage automatically records the date/time each task is assigned and closed for historical purposes and tracking.
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How can I automate tasks using a project template?
You can supplement tasks with actions to send personalized email deliveries at defined intervals, define task dependencies, monitor idle tasks, send alerts to managers, and much more.
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What can I use project templates for?
There's no limitation of how you can automate recurring processes in your organization. Each time you automate a process, you eliminate redundant labor that can result in increased productivity and profits.
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How much time can be saved using workflow automation?
It depends on the process. With some processes, you can fully-automate each step to increase productivity by 100%. Other process may result in 5%-10% improvement. How much you gain overall depends on how many recurring processes you automate...SO KEEP WITH THE PROGRAM...IT WORKS!
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Project Management System

What is a project workspace?
A project workspace is a collection of shared tasks, documents, and notes required to complete a project. Most projects require collaboration between two or more workers. A project workspace helps workers collaborate online to complete their assignments faster, resulting in more on-time projects.
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How are tasks assigned to workers?
Each worker accesses their task assignments in the Workflow Edition using the WorkflowManager Inbox. They close, reply, and forward tasks as necessary. They can also add new tasks to an existing workspace or create a new workspace from the Inbox.
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What does each worker have access to in the workspace?
The worker may view task details, project details, record progress notes, and share documents in the workspace with other project participants. Workers also have secure access to the workspace from anywhere with an Internet connection.
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Can users add new tasks to workspaces?
Yes. The WorkflowManager Inbox features tools to add workspace tasks.
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Can project participants share documents in the workspace?
Yes. Each workspace includes a digital file for the project. You can insert and manage documents in the workspace using the Documents tool in your Inbox. Our check-out/check-in features prevent other users from making changes to project documents while you're editing files.
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How is work assigned to other employees?
You can add new tasks to the project workspace at any time and assign the new work to another employee. The new task will automatically appear in their WorkflowManager Inbox.
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How do managers assess work-in-progress?
The WorkflowManager Projects tab is used to assess all projects. The manager can drill-down into specific projects to check on outstanding tasks, access related documents, and even record their own progress notes. All the information remains with the project workspace so you can review it again at anytime.
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Can users record time spent completing assigned tasks?
Yes. You can record time sheet entries with each Progress note and during Close task operations. It's a great way to assess the time required to complete projects and for budgeting purposes.
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For more information, visit us at PortalsXpress.com or call PortalsXpress at 855 PORT-XPS (855.767.8977)