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Announcements / Tips In your Firm do you get announcements, via email, that either relate to the whole firm, a department, or user role? Or do you have a “Tips and Tricks” email that teaches people a small snippet to make their work easier? These often are sent at random times with odd titles and are either overlooked or can’t be found later. Although not strictly a natural function of P4W I worked with one firm who wanted, almost, everything done in P4W. It was because of this that I came up with this solution. We used a specific Entity for storing announcements / tips. There were two Matters associated with this Entity one for Production and one for Publication of the announcements. The two Matters had matching Agendas, one for the whole firm and one for each department. A Word document was used in Production and when finished generated as a PDF and moved to the matching Publication. Task Centre, the scheduling system, was used to send emails to the user if there were new announcements for the whole firm or their department. This ensured a consistent time and subject for the message. Urgent announcement could be sent manually. The email would contain a link to the announcement. More importantly there was a page on the Intranet for announcements where a user would be presented with a list of any announcements they had not read. This was achieved by checking the view history of the document in the database. Benefits Announcements are produced consistently There is an easy ‘catch-up’ place if you missed one or need to revisit New staff can see historical announcements If the announcement needs correcting, you don’t need to send out ‘correction’ emails Tips and Tricks are also stored, and someone doesn’t need to forward the email to their colleague

Announcements / Tips

In your Firm do you get announcements, via email, that either relate to the whole firm, a department, or user role? Or do you have a “Tips and Tricks” email that teaches people a small snippet to make their work easier? These often are sent at random times with odd titles and are either overlooked or can’t be found later.

Although not strictly a natural function of P4W I worked with one firm who wanted, almost, everything done in P4W. It was because of this that I came up with this solution.

We used a specific Entity for storing announcements / tips. There were two Matters associated with this Entity one for Production and one for Publication of the announcements. The two Matters had matching Agendas, one for the whole firm and one for each department. A Word document was used in Production and when finished generated as a PDF and moved to the matching Publication.

Task Centre, the scheduling system, was used to send emails to the user if there were new announcements for the whole firm or their department. This ensured a consistent time and subject for the message. Urgent announcement could be sent manually.

The email would contain a link to the announcement. More importantly there was a page on the Intranet for announcements where a user would be presented with a list of any announcements they had not read. This was achieved by checking the view history of the document in the database.

Benefits

Announcements are produced consistently
There is an easy ‘catch-up’ place if you missed one or need to revisit
New staff can see historical announcements
If the announcement needs correcting, you don’t need to send out ‘correction’ emails
Tips and Tricks are also stored, and someone doesn’t need to forward the email to their colleague