Tuesday, March 30, 2010

Rockin’ It With Steve

At age 58 Steve Tentindo, Co-CEO and EVP of Sales and Operation for Treeno Software, is one of the most active people I have ever met. Between hiking, gardening and taking a woodworking class he has developed a talent for beautiful art made of rocks.

Steve tells us his passion started as a teenager. He would collect pieces of driftwood, many that were from the wooden piers common in those days. Simply designed coffee tables were made out of plank type driftwood he would find. As he mastered the use of power tools and various techniques he was able to make his creations more sophisticated. At some point Steve thoughts turned to stone, literally. A collection of rocks became his muse. The use of stone and metal was giving his craft a new focus. Combining his work with metal, driftwood and rock he began to make what he calls Yard Art. These are large pieces that can be used in gardens as focal points on the woods edge or to fill a void in a yard. Steve intends to learn to weld which will open up a whole new world of creativity. “The ability to bend and shape metal and incorporate wood and stone is a very exciting opportunity for me.” says Steve, “My greatest satisfaction in creating these primitive works of art is giving them to someone who would enjoy having one.”

Of course renderings or plans of Steve Tentindo’s art are stored electronically in Treeno Software’s ECM. Give him a call and he’ll tell you all about it. 1-800-528-5005 (U.S. & Canada), 1-603-570-4317 (outside of U.S. and Canada) or visit on the Web at http://www.treenosoftware.com/
951 Islington Street Portsmouth, NH 03801 800.528.5005
solutions@treenosoftware.com http://www.treenosoftware.com/

Tuesday, March 23, 2010

Workflow Reports in Treeno

Now that you have created and are using Treeno Workflow let us show you how easy it is to generate reports. Treeno provides you with four standard reports found in Settings under Reports:
• Average Time To Process
• Total # of Workflows
• Individual Workflows
• Work in Progress

Average Time To Process
The average time to process report allows the administrator to report on specific completed workflows. This report will report on the total time to process each workflow of a particular type for a specific start date and can be sorted by Total Time or Start Date. The result will show total process time for each item, the start time, end time, status, username, node name, cabinet, and folder information. Just enter a date, choose the workflow and click on Generate Report.



The results are output into a format that can be opened by Microsoft Excel to be used to create charts and graphs as well and calculating averages, standard deviations and other analysis to enhance the productivity of your team.



Total Number Of Workflows
The total number of workflows will give the administrator a holistic view of all the documents that were initiated for the defined period of time. This is broken out by workflows on the system. Just enter the desire rage of dates and click on Generate Report.






Workflows started from March 1, 2006 to March 8, 2010
Workflow: Purchase Requisition
Total: 47
Workflow: Applicant review
Total: 43
Workflow: Title Process
Total: 2
Workflow: Ticket
Total: 0
Workflow: Cooley
Total: 5812
Workflow: Audit Approval
Total: 12

Individual Workflow Report
The administrator has the ability to report on an individual for the defined period of time. This tool will provide the administrator a view into how many documents the user has processed. This reports on the action performed, the date and time of the action, the node name, any notes added, and the specific cabinet and folder the workflow was assigned for the user for the specified period. Just choose the user and select the date range.







Work In Progress
This report defines work that is in progress per named workflow. It will name the total time documents have resided in queue and amount of time that has elapsed since the node has been notified. It will define the status of the workflow and which nodes currently possess the action. This report will identify the following: total time, start time, current time, total time since last notification, last notification, status, user name, node name, cabinet and folder information. Enter the date, desired sort and Workflow.

Additional Features
One additional reporting feature is found in Settings under Workflow. This is View Workflow History. Every item in the workflow is audited and recorded. The history of a document is also maintained at the folder view while the workflow is in process or completed. Treeno audits on the following workflow criteria. This workflow history search tool allows the organization to create their custom reports. Enter as little or as much information as you desire to narrow or broaden your report.

Tuesday, March 9, 2010

Treeno Software Helps Insurance Agency Save $3000-5000 A Month

Clark-Mortenson Agency is one of the largest independently owned insurance and financial services agencies in Northern New England with eight locations. The bulk of its clients are based in New Hampshire, Vermont and Massachusetts. Business account specialties include commercial property, general liability, worker's compensation, Benefits Plus worksite market program, bonds and employee benefits. As Clark-Mortenson expanded its offices and operations from its Keene, New Hampshire hub, it faced an efficiency problem. “As we expanded our agency, we needed a method that would allow our enterprise-wide employees to locate and manage specific files in real-time,” says Dee Belanger, accounting manager at Clark-Mortenson Agency. “We needed to avoid the time sink of having our employees physically call from one office to another just to locate documents. We used to spend a tremendous amount of time filing and managing paper documents,” says Belanger. “And, the lack of a central information repository and enterprise-wide access to that information was hindering our employee’s ability to effectively service our valued clients.” With both paper and electronic documents scattered throughout eight offices, sometimes just finding a document was a challenge. “In many instances, we needed to search for documents in multiple locations,” Belanger says. “And when a client called in, we would tell them that we needed to call them back with the information. The entire process was a challenge to our operational efficiency and it was costing our company money.”

What Clark-Mortenson needed was to implement an electronic content and document management system that would allow registered users to quickly locate and share timely information regardless of their geographic location. But they were unsure where to begin. “We looked at a wide variety of document and image management systems but they all forced us to change our existing workflow process which would be disruptive and expensive.” says Belanger. “Our primary criterion for choosing a system was that it had to be easy-to-use, fast-to-learn, and it needed to integrate with our current mainstay applications with little disruption to our employees.” Clark-Mortenson chose TreenoCGM. TreenoGCM is an easy-to-use yet extremely powerful global content management system that empowers insurance companies of all types and sizes to improve their operational efficiency by capturing, organizing and sharing any type of digital or paper-based document within a secure, central repository. Unlike many other content/document management solutions, TreenoGCM integrated with current administration, audit and compliance environments. It also integrated with the agency’s existing business software including Sagitta Agency Management System. Since implementing TreenoGCM, the New England insurance company has reduced its annual document retrieval and filing time by over twenty four-hundred person hours which represents a $3,000-$5,000 per month cost savings. This new found time has enabled Clark-Mortenson employees to concentrate on what they do best—servicing customers. “We no longer focus on paper and where it goes, but instead on our clients specific needs.” According to Belanger, customer service representatives now offer to send electronic documents to clients via email. “This new feature has become a key differentiator for us and has been well received by our customers,” says Belanger. Belanger says that people throughout Clark-Mortenson credit the TreenoGCM system as an integral part of meeting the company’s strategic goals. “I’ve been very happy, but the true test was with our own salespeople,” she says. The implementation passed the “hard-to-please” salesperson test with flying colors. “Treeno worked with us each step of the way, and personalized the system to meet our specific needs,” says Belanger. “Over the years we’ve instituted several technological advancements in our agency to support our mission of being our client's trusted advisor and hands down, the Treeno system was the easiest to institute. Training time takes less than a half-hour, system usage is simple and Treeno’s support staff is world-class.”

To learn more about how Treeno can help your organization, call us at 1-800-528-5005 (U.S. & Canada), 1-603-570-4317 (outside of U.S. and Canada) or visit us on the Web at www.treenosoftware.com
951 Islington Street Portsmouth, NH 03801 800.528.5005
solutions@treenosoftware.com www.treenosoftware.com

Tuesday, February 23, 2010

The ABC of CD

From time to time you might be asked by another department or third party for copies of content you have stored using Treeno. For example title companies use it to distribute closing documents electronically to their clients, some clients use it to archive documents, others have used it for legal discovery and audits. With Treeno Software you are able to burn the info needed by the lawyers or auditors and can provide them the CD/DVD. To do this Treeno provides the option to make an ISO file to be burned to CD. Here are a few simple steps to accomplish this.
1. Login to Treeno.
2. Search for the files you desire to zip.
3. Click on the CD image in the upper right.






4. A message “ISO files will be placed in your personal inbox.
Creating the CD's may take a couple hours depending on the amount of data requested.
ISO files will be prefixed with 4 digit year, 2 digit month, 2 digit day, then a 24 hour timestamp and have the extension .iso.
An example filename would be like 20070101080023disk_1.iso.
Large files will download at the max speed of your internet connection.” will appear on your screen.
5. Go to your personal inbox in Treeno and you will see the file as described above with the extension

ISO files are actually images of complete CDs compiled as one whole image file (*.iso. ISO images can be loaded into several different CD/DVD recording software packages to create CDs or DVDs.
ISO Recorder is a Windows XP freeware utility that uses native Windows XP functions to write images to a CD. You can download this utility from the author's Web page. When the program is installed, it is automatically associated with the ISO file extension in Windows Explorer. For more information about this utility, visit the author's Web page at http://isorecorder.alexfeinman.com/isorecorder.htm
Steps to create a CD if you have installed ISO Recorder Power Toy:
1. Save the ISO CD or DVD image to a folder on your computer.
2. Insert a blank CD or DVD in your CD-RW drive.
3. Start Windows Explorer.
4. Locate the ISO file, right-click the file name, and then click Copy image to CD to open the ISO Recorder Wizard.




5. Follow the steps in the wizard to write the image to the CD.


To create a CD from other third party software please see the instructions that came with that software.

Start organizing your paperless office today. Contact us!

Fred Abaroa
Treeno

Tuesday, February 16, 2010

Clients Are What Make A Business Successful

Clients are what make a business successful. At Treeno Software we think our clients are the best and sometimes very unique. This article is about one of those unique clients, the Township of The Archipelago. The Township is situated on Georgian Bay and encompasses a large portion of the 30000 Islands. The distance from the south end of the south area to the north end of the north area is approximately 60 miles and the two are separated by Carling Township, whose southern boundary touches Parry Island in front of Parry Sound. The total land area of the Township of The Archipelago is approximately 85,000 hectares (Metropolitan Toronto for comparison purposes is about 60,000 hectares) and the many bays, rivers, lakes and water channels which constitute such an important part of the Township, cover an area about three times that size. Much of the land area is undeveloped and a large part is Crown Land. In the south, 83percent of the mainland and 70 percent of the islands remain in the public domain and in the north, 96 percent of the mainland and 50 percent of the islands.
In a number of ways, the Township of The Archipelago represents a departure from traditional forms of local government in Ontario, but its establishment has provided an opportunity for many people who have a long connection with the area to make a constructive contribution to its development.

The general goal of the Official Plan of The Township of The Archipelago is to preserve the unique and high quality of the natural environment which leads to a recreational experience that is both relaxing and aesthetically appealing to property owners and visitors who use the area, and is designed to make both property owners and visitors realize that they share equally in the responsibility of attaining this goal.

The first settlers in the area of The Archipelago were interested in fur trading, lumbering and commercial fishing. Once these resources were substantially exhausted there was little remaining from which to make a living since agriculture was not practical and communications were poor.

During the latter part of the 19th Century sportsmen began to hear about the excellent fishing and hunting in the area and gradually a few camps and lodges were built. Generally these buildings were of simple wooden construction. There was almost no building of cottages during this period except on the islands in the vicinity of Pointe au Baril Station. The South Channel from Rose Point to Sans Souci was entirely wild and in the Sans Souci and Woods Bay Neighbourhoods there were almost no cottages. The principal recreations were fishing, hunting and enjoyment of the natural wild beauty of the area by camping and boating.

After 1900, with the coming of improved railway and steamship services, more cottages were built in the Pointe au Baril Neighbourhood and a number were built in the Sans Souci and Woods Bay Neighbourhoods. The pace of construction was relatively slow on comparatively large acreages. The cottages were constructed of local lumber and were for the most part simple in design and suitable for an informal lifestyle. The cottages varied in size but many were small. A substantial number of cottagers were Americans. All construction stopped during the First World War and did not resume until the 1930's and even then development was rather slow. After the Second World War, with the development of the reliable high speed outboard motor and the extensive improvement of provincial highways, the rate of cottage development greatly increased. Around the turn of the 20th century Crown land in the Archipelago could be purchased from the Province at $10.00 per acre. There was no limit as to the number of acres one could acquire, and there were no conditions as to building or the purpose of the purchase. In due course the amount of Crown land which could be acquired by one person was limited to one island, and a condition requiring that a cottage be constructed on the property was imposed.

Travel by boat in The Archipelago is the most common type of transportation. In addition to being a necessity, boating in a natural environment setting is also the major recreational pursuit.

The Archipelago is a showcase for the Precambrian Shield, having an area of rocky shores, islands, shoals, varying depths of water, large clean inland lakes and a vast amount of undeveloped and inaccessible land. The land, where soil exists, is heavily treed by mixed forests with a moderately broken topography all of which results in one of the most beautiful areas of the Province.

This land, however, can be considered extremely fragile with respect to its ability to withstand development. The shallow soils or barren rock provide little buffer from nutrient loading to the numerous waterbodies. Because this constraint upon development is so severe, it becomes a major consideration for the Township, notwithstanding the Provincial government's jurisdiction over the environment.

The Office of the Township of The Archipelago with it 20-25 employees is charged with carrying out the official plan, found at the township website. It is a joy and a pleasure to work with them. I hope to have my Kayak out there someday.

Contact us today!

Fred Abaroa
Treeno


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Tuesday, February 9, 2010

Case Study: Title Companies

Accurate Title has been providing real estate closing and title services to lenders, buyers, sellers and realtors throughout New Hampshire, Massachusetts and Maine since 1984. The company began to feel the pressure of increased customer demand for immediate access to business-critical information.

“We obtain closing documents from lenders around the country; prepare them for the closing to meet individual guidelines, we search titles, research mortgages, taxes--all the specifics to do with a piece of property,” said Susan Contos, general manager of Accurate Title. “Essentially, the problem was paper overload. With each purchase transaction of real estate that we handle, 100-250 pieces of paper are generated and stored in our office. We were trying to keep two year’s files on site and 10 years off site.” Literally overwhelmed with active and archival files, Accurate Title needed to find a better way to manage its documents and to better serve its clients.

Staff acceptance was another priority. Not everyone in the company was anxious to implement an unfamiliar technological solution. New systems typically spell disruption, exhaustive training efforts, and ultimately lost productivity due to slow ramp up time. In order to ensure company-wide acceptance, whatever solution Accurate Title chose needed to allow them to continue to work within existing closing software applications and it needed to be easy to learn and use.

The staff at Accurate Title became intrigued by the Treeno system because it could easily integrate with the company’s existing business document closing application and other line of business tools. Changing the way that the NH-based company was accustomed to working was not an option.

Accurate Title implemented the TreenoGCM system in May 2004, and the initial implementation took only two days, which including training. “Our content/document management system is highly secure and extremely feature rich and it's completely Web-based, there's no client software to install on each desktop, and when we add new features, the software gets immediately updated,” said Will Thibodeau, CTO of Treeno. To minimize the internal learning-curve of a new system, Accurate Title appointed a staff member as the liaison between Treeno and the company’s internal workgroups, which quickly improved communication and streamlined the implementation process. “We communicated with Treeno on a day-to-day basis during the implementation, and within 24-hours, the system was almost completely functional,” Contos said. “It’s an easy system to use and Treeno worked very hard to integrate the system into our existing way of doing business. They did not try to change the way in which we were accustomed to working which was a huge factor in our decision to partner with them on this project.”

Today, Accurate Title employees and customers are reaping the rewards of TreenoGCM in a variety of tangible ways. Contos has seen a marked improvement in workflow since the Treeno implementation. Internal processes that once required hours and literally hundreds of pieces of paper are now reduced to a handful of easy steps. Additionally, Accurate Title’s new-found ability to access company files from anywhere and at any time has enabled the company to expand its business. Since deploying Treeno, Accurate Title has opened branch offices in Portsmouth and Meredith, NH, and access to information is instantly available to team members and clients located in remote locations. “With our new system in place, we can process important files and email them versus mailing or delivering them which is a tremendous operational efficiency improvement,” Contos said. Accurate Title gives clients the option of receiving a digital copy of their file, rather than leaving the office carrying pounds of paper. “We will continually find new and productive ways to utilize the Treeno system,” Contos said. “I feel as though it has made us much more efficient and technologically innovative. We are ahead of the curve with content and document management. The implementation was very quick, the internal training effort was minimal and the integration with our existing applications was seamless. Now we can focus on extending its benefits.”

Could you use the same solution? Contact us today!

Fred Abaroa
Treeno

Tuesday, February 2, 2010

30 Years of Wishing fo the Paperless Office

It had been several hours since I had seen the light of day. My final computer science project was now complete on a stack of nearly 1000 cards. I just needed to keep them safe and orderly until I could reach the system administrator and turn it in. Not fifty feet from the door I was bump, the stack went to the floor, the precious rubber band broke and cards went flying down the hall. It would take hours to gather and put the cards back in order. When will we live in a paperless world?

30+ years later, welcome to my paperless office. Gone is that stack of cards, now I can type directly into my computer. I can drag and drop my content directly into my content management system. I’ve cleared a whole office of file cabinets. I now have control over all my documents and file types including scanned files, Microsoft Office documents, emails, faxes, as well as rich media files such as video and audio files. I can retrieve or view them from any internet device. I can easily create workflows, increasing efficiency and reporting capabilities.

2010 is a great year for content management and this blog will give you case studies, tips & tricks, advice and will take you into the secret life of Treeno Software, a proven leader in enterprise content management (ECM).

Need a solution? These industries are already in love with Treeno:
• Energy
• Financial Services
• Healthcare
• Higher Education
• Insurance
• Legal
• Government
• K-12 School Districts
• Manufacturing
• Real Estate

Contact us today!

Fred Abaroa
Treeno