How Aviator Improves Access to Critical Information
Josephine has a lot to do this morning. She has to collect all the most up-to-date Y2K procedures for review by her company's quality committee. Luckily, Josephine's company uses Aviator, the document management system for Lotus Notes and the Internet.
Josephine uses Lotus Notes for e-mail and other tasks, so she can open her company's Aviator library directly from her Workspace. When she is at home or on the road, she can also use a standard Web browser to access the library over the Internet .
The Aviator library has been configured to meet the document management needs of Josephine's company. She can quickly use the expandable sections to find the cabinets she wants to access.
Once she opens the cabinet, Josephine can use any of the document views to browse for the documents she wants. Aviator documents are file containers. For her current assignment, she finds that the Categorized view is the most helpful, because it groups similar released documents together.
To view the content of a document, Josephine only needs to click on the document. File attachments can be opened using the integrated file viewer or with the file's native application (in this case Lotus Word Pro).
Now that Josephine has identified some of the documents she needs, she can drag them to a personal folder she created just for this project. Josephine now has a quick way of getting to the documents she needs; including the document's history, comments and even reader activity.
While she is working with these documents, unread marks will indicate the documents that have been modified since the last time she opened them.
Even though Josephine has already accomplished most of her assignment, she wants to make sure that she has not missed any Y2K procedures. Josephine jumps to the Aviator Search Site by clicking Find Document.
Josephine knows that she wants procedures that reference Y2K, so she enters these search keywords. She can further refine the search by specifying search Attributes.
The search results are displayed in order of relevance. Josephine has already put most of these documents into her Y2K Project folder, but she notices one new document.
Josephine can open the document directly from the search results. This document also contains links (DocLinks) to other documents, which might contain important information as well. Aviator DocLinks always point to the latest, most up-to-date version of the document, so Josephine can be assured that she is opening the right document.
Satisfied that she has found another Y2K procedure, Josephine uses the Add To Folder action in the document's attributes to add the document to her Y2K Project folder.
Josephine has completed her task of collecting all of the company's Y2K procedures. However, she will be traveling tomorrow and would like to continue reviewing these documents before she presents them to the quality committee.
The unique Aviator Link found in the Navigator lets Josephine download a copy of the public documents to her Aviator Personal database on her laptop. From here, she can open the documents, create new ones, and later, automatically synchronize her personal database with the public cabinets.
Josephine's experience helps to demonstrate how Aviator can improve productivity and overall quality by giving users immediate access to the most up-to-date information in a flexible, centralized and user-friendly environment.