Detailed Features

Check-out/Check-in
Automatic check-out/check-in features eliminate document revision control problems. While a user is editing a file, other users are automatically prevented from changing a document until the document is checked-in. You'll eliminate hours of lost time recovering documents mistakenly overwritten by users.

Security Padlocks
Just like a physical padlock attached to a door, security padlocks attached to a folder prevent unauthorized access to files in folders. You create virtual keys that manage permissions, without the need for expensive IT manager assistance.

Document Imaging
Scan images directly to our document manager or a contact's digital file for storage. If you add the optional full-text indexing* features, The ShareVantage will convert scanned images to searchable text using powerful Optical Character Recognition (OCR) technology.

Full-Text Search
No more lost files - using the optional index/search features*, you can search thousands of documents in just a few seconds. Scanned images are converted to searchable text using OCR, text in application files is indexed, and document properties can be attached to files for search. Even contact notes can be searched and located in just seconds.

Application Integration
A new application should simply be an extension of the office tools you're using today. Unlike some web-based solutions that require you to upload new files whenever there's a change, The ShareVantage allows you to seamlessly edit files. Just double click the file and it is automatically checked-out and securely downloaded to your local computer. When you're done editing the file, simply exit the application and click a check-in button to update the file in your ShareVantage account.

Access Logs
Every file access is automatically recorded in a history log. You can quickly check when a file was accessed, by whom, and for what purpose. This is a great feature that works well with our Private Websites feature so that you can check when a client viewed a document in their secure portal.

Print to PDF
The ShareVantage includes a PDF print driver that allows you to print from any Windows application for storage in your ShareVantage account. It's a great way to print digital output for permanent storage in your paperless office solution.

Contact Management
You can manage a shared contact list between users on your account. Manage clients, partners, contacts, and users in a single list that you can access from any location connected to the Internet. Easy to use database query features are built-in and you can even organize documents by contact.

Contact Notes
Eliminate the need for a separate contact management program for Client Relationship Management (CRM) activities. Record and share contact notes by client with team members. Your entire team is just a few clicks from up-to-date information that can make or break a sale or help you retain that top 10 client.

Private Websites
Each contact in The ShareVantage Contact Manager features a Private Client Site folder. This folder is a secure private website (client portal) that you can use to share files with the contact online. Simply insert files into the folder and your contacts can securely login using a standard browser to access their files. They can even upload files to their Private Client Site folder for your access. This is a great solution for privacy compliant file transfers or for exchanging large files that email servers cannot.

Private Client Site Preview
You're just a mouse click away from viewing your client's Private Client Site experience. Using our Private Client Site Preview tool, The ShareVantage will open a browser to display your client's portal experience.

Portal Branding
Your ShareVantage account features an optional service to brand private website (client portal) experience to include your company logo.

Portal Authentication
All of the required private website (client portal) authentication processes are built-in and ready-to-use. The ShareVantage manages user names, passwords, and password reset procedures. It even includes password reset dual authentication processes to prevent unauthorized password reset requests.

Account Executives
You can assign users on your ShareVantage account as Account Executives to clients for client relationship management. What's more, each contact features settings for automatic email notifications whenever the client views or uploads documents to their secure private website (client portal). It's a great feature that can alert you to a sales opportunity when a client views a contract or it may signal a service engagement need.

Email Blaster
Send bulk emails to 10 or 10,000 contacts in seconds*. You can create re-useable email templates that can be shared throughout the entire organization. This is a great tool for email marketing or for sending relationship emails to your clients. Personalization features are included and The ShareVantage will also automatically manage opt-out requirements to help you with anti-spam compliance.

Projects Workspaces
You can quickly create and organize project workspaces* for sharing related documents and tasks. Each task is assigned to an internal or external participant. Internal participants use The ShareVantage to manage project related information, and external participants access workspaces using their private websites (client portals). Record discussion notes, timesheet information, and track project status from any location with an Internet connection.

Personal Inbox
Project workspace tasks assigned to you automatically appear in your personal Inbox via our Workflow Manager*. Use the Inbox to access related documents, task assignments, record progress notes, monitor due dates, and more. What's more, you can easily Reply and Forward tasks to any internal or external project participant. When the task is complete, simply close it. If the workspace features task dependencies for the project, tasks will automatically execute and appear in the user's inbox at the appropriate time. These auto delegation features eliminate countless hours spent managing recurring projects by getting the work to the right people at the right step in the process.

Project Tracking
You're just a few clicks away from checking the status of any project. The Project Details screen displays the entire contents of the project workspace. Managers can edit task assignment details, re-assign tasks, and record discussion notes. The great thing is that you'll find all project related information in one location so you can make timely, informed decisions.

Project Documents
All project-related documents and files can be organized in the project workspace so that all project participants have immediate access to related materials. You can organize folders any way required and apply security padlocks to prevent unauthorized access to files by project participants.

Discussion Notes
Your personal Inbox using the Workflow Manager* can be used to record progress notes for any project. It's a great way to open and manage discussion topics related to the project. What's more, because all project related information is in one location, you have a permanent record of important details that could save you hours the next time you complete a similar project or need to review completed work.

Project Templates
If you have a recurring process, chances are that we can help you automate it. Using a tree structure to organize a collection of tasks*, you can insert related actions that control when tasks are assigned to project participants. You can organize start-up folders for the workspace, insert start-up documents, set-up monitors that re-direct tasks when idle, send personalized emails to clients at project milestones, and much more. You can shave hours from routine project activities and reduce the time to complete tasks and projects by 20%-100%. No kidding, an entire process can be fully automated to free you and your team up to manage more important activities.

Personalized Emails
You can organize project templates* to send personalized emails to clients and contacts at project milestones. Select from an unlimited number of delivery timing options such as when a task is assigned, after a specific time has elapsed, every week, each Monday at 8:00, and more. You can easily designate the sender and recipient. What's more, the delivery action can be generalized for the project so that it can be used by the entire organization. Projects are loaded with redundant status emails and these processes can be fully automated to free up your valuable time and talent for other things.

Task Dependencies and Auto Delegation
Most recurring projects require that you control the timing of task assignments. The ShareVantage features task dependency options* which allow you to identify when a task should be assigned to a participant. You can control process flow using one or more task dependencies. These auto delegation features eliminate work sitting idle and reduces the completion time as work gets in the hands of the right people at the right time. This feature alone could help you get work done faster that could save an important deal or prevent a lost client.

Web-based Access
External project participants use their private website (client portal) to access project assignments, related documents, discussion notes. The My Workspaces selection displays a list of assignments and provides access to complete project and task descriptions. They can even forward and reply tasks assigned to them to other project participants. What's more, authorized users on your ShareVantage account also have a private website. The tasks that appear in their Inbox also appear in their My Workspace page of their private website, so they have convenient browser access to projects.

Group Inbox
Teams often collect their assignments from a physical group inbox. When they're ready for their next assignment, they simply pull an assignment from the Inbox. The ShareVantage features a digital Group Inbox* that resource groups share. A single task appears in the Group Inbox for all users that share the Inbox. Once the task has been claimed, it's automatically removed from the Group Inbox and inserted into their personal Inbox. The user then has access to the complete project workspace. It's a great way to manage administrative teams that handle a high frequency of recurring service work.

Resource Manager
This is an indispensable feature for managers that organize assignments for remote workers*. The manager can view the Inbox for each subordinate, access the workspace, add tasks, record discussion notes, re-assign tasks, re-prioritize assignments, and more. This solution breaks down the telecommuting barriers and makes it simple for managers and team members to operate in today's "work from anywhere" environment.

Backup Manager
Our secure nightly backup services help protect your ShareVantage account from data loss. If you want additional protection, The ShareVantage features a Backup Manager* that will ZIP backup all the documents stored in your account and securely transfer to the local or network drive of your choice. It's an easy way to manage your valuable files and it's a feature that you won't find with just about every online solution on the market.

Training Videos
The ShareVantage features a collection of online training videos that help you and your team get started using important virtual office features quickly. Each Flash video is about 2 minutes in length and provides step-by-step instructions on how to use the selected feature. You'll reduce training time and start using The ShareVantage faster and more efficiently.

* Workflow Edition for process automation and workspaces, Manager Edition, document index and search, Backup Manager, and Email Blaster features available for an additional fee. Contact us for details.