Using A Client Extranet For Efficient Online Collaboration

Efficient collaboration with clients is essential for any service firm. Traditionally, collaboration has focused on face-to-face meetings, supported by email to share work in progress.

Over the past several years, a new tool has grown in popularity: the client service extranet. While face-to-face meetings remain the most effective (and essential) collaboration tool, extranets have replaced email as the favored forum for sharing and organizing the vast number of documents t...

Efficient collaboration with clients is essential for any service firm. Traditionally, collaboration has focused on face-to-face meetings, supported by email to share work in progress.

Over the past several years, a new tool has grown in popularity: the client service extranet. While face-to-face meetings remain the most effective (and essential) collaboration tool, extranets have replaced email as the favored forum for sharing and organizing the vast number of documents that are part of all client/agency relationships.

Increasingly, service firms are using extranets as a platform to share work with clients securely and efficiently. They allow clients to log into a secure workspace and access the materials that pertain to them.

An extranet allows clients to:

• Access draft documents for approval or comment
• Preview artwork or multimedia presentations for approval or comment
• Provide important background information from the client before the project begins
• Archive past projects for easy comparison
• Access time and billing information
• Access a log of all project communication
• Reduce the number of or eliminate the need for face-to-face meetings which can make servicing remote clients easier and less expensive

Since most clients are busy people, using an extranet can save both time and frustration for the client and improve the agency’s level of service and as a result, the client’s overall satisfaction.

How Do You Set Up An Extranet?

You can set up and in-house extranet or purchase a hosted extranet from an application service provider for a monthly fee.

Building an in-house extranet

If you select an in-house implementation, you will need to have an existing intranet infrastructure available. Then you can purchase the necessary equipment and software and either hire or train personnel to maintain the system. The initial cost can be significant and may be beyond the reach of smaller firms.

Building an in-house extranet offer the following advantages and disadvantages compared to using a hosted (ASP) solution:

Advantages

• Complete control of user interface design
• Ability to customize functionality for each client
• Integration into internal systems
• Direct access to all user activity

Disadvantages

• High up-front development cost
• Requires staff expertise in the development of extranets
• Commitment of internal staff for 6 months to a year for planning, execution, review and implementation
• On-going commitment of internal staff for internal and client support, hosting, maintenance and upgrades
• Extensive internal and client training

Using a hosted solution

If you decide to purchase the extranet from an application service provider, you will pay a monthly fee for as long as you use the service. The hosting company provides the infrastructure, security, setup and maintenance of the system. It isn’t even necessary for you to have an internal network. Many will also provide training for your staff as well.

Using an Application Service provider (ASP) offers the following advantages and disadvantages compared to using an in-house extranet:

Advantages

• Proven track-record of web-based application
• Low cost of entry and predictable cost over time
• Rapid implementation as quickly as one day
• No internal staff commitment to internal and client support, hosting and maintenance
• Upgrades available at no cost
• Savings on internal server use
• Easier to learn, easier to use

Disadvantages

• Less freedom in user interface design
• Fixed functionality

Whether you choose to build and maintain your own extranet, or choose to use a hosted solution, your firm will streamline client services by providing faster access to critical documents, and by reducing the turn around time for review and approval. Which one you choose will depend on your company’s needs and existing resources.

Make Your Client's Life Easier: The Power Of An Extranet

Over the past several years, extranets have become a popular tool used by service companies to enhance their client relationships. Originally, they were implemented to overcome the time and cost barriers associated with a distance relationship. Today, service companies use extranets to serve clients who are right down the street because of the many ways they make the client’s life easier.

What is an extranet?

An extranet is a web-based collaboration tool that allows a d...

Over the past several years, extranets have become a popular tool used by service companies to enhance their client relationships. Originally, they were implemented to overcome the time and cost barriers associated with a distance relationship. Today, service companies use extranets to serve clients who are right down the street because of the many ways they make the client’s life easier.

What is an extranet?

An extranet is a web-based collaboration tool that allows a defined group of internal and client users to access projects and documents in a secure environment.

One way to think of an extranet is as a shared filing cabinet. It allows clients to access documents immediately, all organized by project. It is particularly useful when groups of people need to access the work at the same time, and need everything organized in the same way.

Who uses extranets?

Any company that shares documents with clients can benefit from using an extranet. Advertising agencies, law firms, real estate brokers, financial service companies, architectural firms ? the list can go on and on.

How does an extranet enhance client relationships?

Enhanced relationships result from the many benefits extranets offer to clients. The most important is time savings. Rather than searching emails or paper files, everything is organized in one place to assure a quick review and response. A client extranet assures that nothing is lost and that the correct version is being reviewed. Many extranets feature an alert system to assure that documents are posted and reviewed on a timely basis.

Other benefits include easy client access to past work through the use of an archive, the ability to limit access to selected individuals when needed, the documentation of all activities, and a higher level of security than is offered by email.

The bottom-line

Enhancing client relationships supports retention and saves administrative time. At minimum, this impact on both revenue and costs often allows the extranet to pay for itself, and in many cases can result in increased profits.

How To Prevent Thieves From Stealing Your PDF Ebooks!

There are 2 main options for protecting your PDF file:

OPTION 1: Use Adobe Acrobat's basic protection.

Adobe Acrobat allows you to set basic protection for your PDF document. This includes:

* allow/disable the ability to copy text of document
* allow/disable printing of file
* allow/disable changing document
* require password to open document (Yes their password protection was broken a few years back, but it's still adequate protection and will keep out most peop...


There are 2 main options for protecting your PDF file:

OPTION 1: Use Adobe Acrobat's basic protection.

Adobe Acrobat allows you to set basic protection for your PDF document. This includes:

* allow/disable the ability to copy text of document
* allow/disable printing of file
* allow/disable changing document
* require password to open document (Yes their password protection was broken a few years back, but it's still adequate protection and will keep out most people.)

Ideally, to use this option you should use Adobe Acrobat, however the high cost may put that out of reach of many. Fortunately, there are MANY, MANY inexpensive PDF creators that will allow you to also set some of these permissions.

Such as:
http://www.pdf995.com
http://www.pdffactory.com
http://www.deskpdf.com

There are also some standalone applications like: http://www.verypdf.com/encryptpdf/index.htm

Overall, option 1 is what I call "static protection". Meaning, once you choose the security and then distribute the file, you cannot change the security for those files that are already distributed. For example, you distribute a file to Client A in December. In January, your relations with the client become strained and you no longer want them to have access to your file. Unfortunately, with static protection, you cannot change their access permissions. It is already "set".

Though this option may allow you to prevent copying text within the file, it does NOT prevent a user from copying the entire file and redistributing it to others. Though it may allow you to require a password to access the file, the password can be easily passed around so anyone can have access. So it's not entirely secure and easily circumvented. If protection of your document is critical, you should boost protection using additional mechanisms.

OPTION 2: Use a third party protection system.

This option includes systems that offer "real time" control over your document. "Real time" means that you have the ability to change or alter the document security after it has been delivered to the end user. This is what I choose to focus on as it provides the greatest amount of security and post-distribution control.

Some just offer basic lock and unlock ability, while others go into more extensive PDF settings that can be altered at any point. Here are some things you should be looking for when evaluating a PDF protection system.

1. Does the system offer complete protection?

This the first thing you should look at because if the protection is not up to par, move on! You will never even get to the other points.

When evaluating protection features, make sure you check each feature out for yourself and don't always take the company's word about protection. Many times I have seen companies advertising certain protection features on their website, but in testing, the product doesn't seem to do what is claimed. So, always check first.

For PDF files, there are some basic areas that any adequate system must protect against. In order to be totally protected, the PDF security system you use MUST:

* Prevent saving a copy of file.
* Prevent emailing of file and exporting or extracting pages from file
* Prevent copying of file from the TEMP folder
* Prevent copying file and text to the clipboard
* Prevent redistilling of the file
* Prevent unlimited, uncontrolled printing of file
* Prevent access to file without permission
* Watermark all printed pages

If any system that you look into does not cover these, I recommend that you move on to something that does.

2. Can you afford it?

If the system passes the security test, the next thing you should look at is the cost of the system. Is it within your budget? Can you justify the price of this type of service? Do you buy the entire system and run it on your server, or is it a hosted service that charges you a monthly fee. There are pros and cons of both.

If you run the system on your server then you will avoid monthly fees, but these types of systems usually require extensive programming and integration work which can increase your overall costs and take weeks to months before you get up and running.

If you choose a third party system that is hosted by another company, you avoid the integration issue as most of these services can get you up and running in minutes to hours.

3. Does the system offer auto-distribution?

Does it automatically deliver your document to your customers and clients hands-free? If so, does it integrate with your payment system and/or shopping cart?

4. Is the system flexible?

The next thing you should look at is the flexibility. Does it allow you to tweak and modify the security options to fit your unique requirements? The ability to customize things such as program icons, customer download emails, thank you pages, etc. makes a big difference.

5. Is there any customer support?

What kind of support and help will you receive when you purchase the product or service? Is their any documentation of all features and uses? What good is having the best system if you don't know how to use it?

6. Is the Company reliable? Does it protect my data?

Is this company reliable? Do you feel that the the company will shut down, thus leaving your documents inaccessible and/or unprotected? Ask them what measures do they provide to ensure that your information remains protected in this event? Do they back up your data? If so, how often?

7. Can you demo the system?

Most companies offer a trial or demo period for free or a small fee. You should always try the system out to see it "in action". Set it up to do exactly what you are looking for and see if it works the way you need. Never sign up or purchase something that you have not yet tested.

8. Other questions?

Those are the major criteria, of course there are other things that you may want to consider such as:

* What is their cancellation/refund policy? Do they require a contract or can you sign up for a month to month service?

* Does their system use Acrobat Reader or another PDF viewer? If they use Acrobat Reader, do they have an Adobe DRM license which is required for all Acrobat reader security systems?

* Does it allow you to contact your database of users/clients

* Can you export your user database

There is a lot to consider when deciding on a PDF protection system. My advice is Do NOT rush into it. Because once you choose a system and start distributing files using that system, you are stuck with it.

Extranets For Advertising Agencies

Ideally, clients and agencies have aligned interests, and they usually do. Today there are real challenges to that important alignment, forcing clients and agencies to look for new and better ways to collaborate. Enter easy-to-use, web based extranets.

What is an extranet?

Specifically, an extranet is a private web site that provides a secure environment for a select group of users to share documents and information.

Although it is accessed through a web browser, su...

Ideally, clients and agencies have aligned interests, and they usually do. Today there are real challenges to that important alignment, forcing clients and agencies to look for new and better ways to collaborate. Enter easy-to-use, web based extranets.

What is an extranet?

Specifically, an extranet is a private web site that provides a secure environment for a select group of users to share documents and information.

Although it is accessed through a web browser, such as Internet Explorer, it differs from a public web site in that it can be used only by an audience that has permission to access it through the use of IDs and passwords.

Agencies use extranets as a client service tool to share documents with clients and vendors, to organize projects, and to archive previous work for direct client access. There is no limit on the size of files that can be posted, allowing agencies to share text documents, graphics, audio, video, message boards, and data.

Often, extranets are used to replace email as a means to communicate within and across work groups. Unlike email, all communication is secure and any size document can be exchanged. Plus, an extranet provides a system for filing all the documents into project-related folders as part of the exchange process.

An extranet increases agency efficiency and makes a client's life easier by saving time and frustration. An extranet facilitates faster and easier access to materials. Essentially, it is a web-based filing cabinet shared by the agency and its client.

Controlled by the agency, it puts both current projects and past work within easy reach at any time, resulting in significant time savings for both you and your client.

It provides instant client feedback and a permanent record of all comments and activity. Input and decisions are fully documented, and the work-flow moves faster in a more informed environment.

In addition to supporting day-to-day client service, extranets can be used in a variety of ways. Agencies with retail clients use them to service retail locations throughout the country, or to support clients with multiple offices that need a single source for the agency's work.

Choosing an extranet

As with all ad agency software, when choosing an extranet there are a variety of choices, each with its own strengths and weaknesses. Here are some questions to ask yourself as you examine the alternatives:

Does it support the way you work now? If you have to change the way you work, it's possible that your staff will be reluctant to use it. The extranet design should allow you to move forward without upsetting the way you and your clients currently work together.

Will your staff and client want to use it? The more complex the extranet, the less it will be used. Consider carefully the features that you really need, and choose an extranet that offers only those features. That will assure that it's easy to learn, and easy to use.

Does it have the tools your agency needs? Make sure that the extranet supports all the applications used in agency/client collaboration. For instance, assure that it will stream audio and video. And look for tools that allow you to create folder structures that mimic your current approach to communicating, filing work, etc.

Today, clients have less and less time. Projects are moving faster and faster, and there is less administrative support available to both client and agency.

An extranet addresses these issues directly, and offers the advantage of having all pertinent information available 24/7 from literally anyplace on the globe, within a highly secure environment.

Ultimately, the case for an extranet is driven by everyone's desire to be more efficient and effective, with less frustration and aggravation.