One great aspect of TrueShare that I don’t think gets talked about enough is team collaboration.

That is what the TrueShare Unlimited Users feature is all about – Go TEAM!

As far as I know TrueShare is the only online file system that offers unlimited users – which is essential for doing business without constraints!

However, in this blog I’m talking about two other features that make teamwork so smooth in the TrueShare system – Workgroups and Forums.  These features work great as stand alone tools, or can be combined for seamless collaboration across your organization.

I’ll give you a brief explanation of each feature and then show you how to enhance your team collaboration with both features working together (check out our spotlight features or features page for a more in-depth look).

The Workgroups Advantage

Workgroups really takes advantage of the unlimited users feature of TrueShare.  A business that offers each employee, client, or all of the above a user account can easily use Workgroups to organize and delegate.   In fact, when you add a user to your TrueShare account, it automatically offers the option to include them in a workgroup from the start.

So why bother with Workgroups?  Like User Groups, which allows you to manage groups of user’s permissions as a single user, Workgroups allows you to manage user’s folder permissions just as effortlessly.  Once you add users to a workgroup, they then have access to workgroup specific folders with only the permissions you assign.  These specific folders can consist of both workgroup only folders which are only visible to users in the group, and public folders which are visible to all of your TrueShare users if assigned.  These folders allow for workgroups to collaborate on files away from other users or in conjunction with them, which is great for security and general organization.

Enhanced Communication via Forums

When conducting business across the country or even across the world, communication between teammates can get lost.  Emails get buried and phone calls get forgotten.  The easiest way to communicate about specific projects or files is through forums, which have been dominating web communication for over a decade.

The TrueShare forums act like any other forum site or application.  Users can create new forums, topics and posts, and utilize standard html text editing for custom formats.  The shining feature of forums, however, is the permissions and management system.  Within the forum editor you can assign forums to specific users, folders, workgroups, or user groups; you can manage active, inactive and locked forums, and monitor all posts and topics within each forum.

Now lets look at using Workgroups and Forums together for ultimate team collaboration.

Workgroups and Forums Team Up for Collaboration

With Workgroup organization and Forum communication used together in the TrueShare system, teams can collaborate more effectively than before.  When assigning users to a forum, one of the options is to assign a workgroup.  This allows users who are already collaborating on projects and files within their workgroup folders to communicate in their very own dedicated forums.  How could collaboration be any easier and well organized?

Even without the addition of other team facilitating features such as file versioning and folder syncing, Workgroups and Forums provide a superior collaboration experience for big and small businesses, and even students or families, one you can’t get with other file sharing and storing services.  So if you’re trying to organize groups online and are finding it difficult, or are just looking for a service that is dedicated to quality and a superior customer experience, check out the Forums and Workgroups features in the TrueShare online file system.  And look out for more blog topics on team collaboration in the future.

You might be used to seeing doctors and nurses walking around with patient charts, or the floor to ceiling file shelves behind the receptionist desk at your family practice. These documents of course hold histories and notes on patients, and are critical for correct medical care. And since it is so important for patient data to be secure and up-to-date, most medical organizations use transcription services to decipher doctor’s audio notes and insert them into patient files.

The great thing about constantly evolving technologies like online file systems, is that established processes such as transcription can be easily enhanced. Today I’m going to look at how TrueShare‘s Auto Tran feature can be used for quicker and more efficient medical transcription.

With a TrueShare business plan, a transcription services company can assign individual accounts for every employee within each of their client’s offices. They can then group the accounts with the user or work group functionality, according to which office they belong to. This keeps the file system organized and easy to access.

Auto Tran in a Medical Transcription Setting

An example of Auto Tran being used in a medical transcription setting would proceed as follows: A member of the staff at a doctor’s office has 35 audio recordings from that day’s patient visits. She places these recordings in a folder that has been set up with the TrueShare Auto Tran application to be monitored for changes every hour. When the application finds the new files in the folder, it automatically uploads them to TrueShare.com, and can also copy them to an archive folder on the local computer for safe keeping.

The administrator at the transcription company then logs into TrueShare and sees all of the files that have been uploaded since the last time he logged in. He uses the “move” option to transfer the new files into both the transcription employee’s folder as well as an online backup folder in the main account. An email notification is then sent to the employee telling them that files are available in their folder.

The employee can either have Auto Tran set up to automatically bring the files to his personal computer, or he can log in and download the files to wherever he may be using a computer. Upon completion of the transcription by the employee, the process repeats itself in reverse until ultimately the doctor’s office receives its transcribed documents securely and promptly.

As you can see, using Auto Tran instead of a paper or offline electronic system is much more efficient. It saves time and resources, while also providing global connectivity (since files are stored online and can be accessed from anywhere.) I should also mention that TrueShare‘s security and encryption measures make it HIPAA compliant straight out of the box. So if you’d like more information about Auto Tran, and how it can used for medical or other transcription services, check out our features page.

Join me next time for more great TrueShare How To’s