Managing KM Documents 

Purpose

You can use this business process to format documents and make them available for third parties to read and for approvers to check. This additional quality assurance improves the content of your published documents. This in turn increases the acceptance and readiness of the user – your target group - to read the published documents.

The following person groups are involved in this process:

·        The author, who creates and manages the document

·        The approver

·        The user, who reads the published document and can give feedback on it

Users can be internal employees as well as partners.

Prerequisites

You are assigned as a user to the Role for CRM Portal Users and have access to the Info Center.As an author, you are assigned to the Role for CRM Portal Administrators.

Process Flow

...

       1.      The author creates the document (Portal Server).

You can create and process documents in the appropriate folder in your Portal under Home ® Info Center ® Documents.

       2.      The author links the document to a CRM business object (Portal Server).

Business objects can be products or business partners, for example. Choose Change Object Link and assign a CRM business object.

This has the advantage that you can connect a document with the appropriate data from the system and the reader can later jump there directly without a tedious search

       3.      The author defines the approval steps and approvers (Portal Server)

       4.      The approver checks and approves the document (Portal Server)

       5.      The system publishes the document (Portal Server).

The document has been released and is now in the folder in which it was created, and is available for users and actions

       6.      The user reads the document (Portal Server and Partner)

       7.      The user reads information about the business object (CRM Server)

       8.      The user sends feedback and subscribes to the document (Portal Server and Partner).

As the user, choose Feedback and give your feedback.

After subscription, you will be informed regularly by e-mail about changes to the document

       9.      The author reads feedback and revises the document (Portal Server).

Feedback appears as a message in your Info Center under Current Notifications.

As an author, you can change documents online or offline. The link to the business object remains unaffected unless you change it explicitly

   10.      The approver checks and approves the document (Portal Server)

   11.      The system publishes the document (Portal Server)

   12.      The user gets notification and reads the document (Portal Server and Partner).

If you wish, you can also receive this notification by e-mail