Keep track of files

I can’t find my files.

My files, such as a design document, usually first locate on my hard disk. Then I email the document for my colleagues to review. After several reavisions from my colleague, I share the file online to a centralize server for the project that I am working on. My files usually have 3 different versions, and reside in 3 different locations. My CFO keeps even more copies, like for my expense reports, he usually keeps my scanned receipts in his machine and an additional hard copy. We can’t find our files.

Content management service and workflow system supposes to address my needs to find my files easily, and allow me to keep my content in a single location. I don’t mind to follow the steps to use a content management server and track my document, but most of my colleagues don’t want (be more precise, hate) to do that. They send their large file revision back to me in email attachments, forcing me back to the email world. And if I store the file in the internal content management repository (such as SharePoint, Documentum, or FileNet), everybody hates me because my colleagues prefer email attachments.

Content Circles connectors allow us to move online content (CMS such as SharePoint) back to your machine, bring our document back to 1 location inside Content Circles, and better keep track of your files. Content Circles still allows you having files in multiple locations, such as copy a document from Content Circles to your local hard drive, SharePoint, or FTP server. When you make a copy, for example a FTP server, Content Circles remembers the locations and shows you a link to that location. Once you have a new version of the document, the link will show up as “outdated”, and a single click can update the outdated version with your latest version, for example replace the version on the FTP server.

When I ask my colleagues to review my document, I need not worry about security because only member of a circle can access my content. My colleagues might still resist using Content Circles, but if they receive the files from my circles, it is just 1 click to open the document, and a click away to save a new version. They can certainly export the content, make the changes, and send email attachments, but I bet they would rather just click open and save instead. They can find their files easily in Content Circles.

In addition, Content Circles remembers whether a user opens or receives a file. You can keep track of your document and review whether your colleague receives your document or not. Obviously Content Circles can’t tell whether your colleague actually READ the document or not, but at least gives you a sense that the file is sent.

Saves me time to find my files, keep the sidetrack away from me as there are more important things for me to attend.