Quickr Efficiency Data Integrity Tips REMEMBER Lotus Quickr

Quickr Efficiency & Data Integrity Tips

REMEMBER! • Lotus Quickr can ONLY work efficiently and the way it is supposed to work if everyone knows how to use it. s And, knows what it can actually DO. • Be sure to ask for the Intro to Quickr presentation. s It’s a quick read! 1

EFFICIENCY TIPS • Quickr in the Notes Sidebar: s You can open a Place in the browser version of Quickr very quickly by RIGHT-clicking the Place name. Select “Open in browser” 2

EFFICIENCY TIPS (cont. ) • • The Place Library is to be used for actual files. s Word docs, Excel, Powerpoint presentations, etc. Consider User folders for each project just for your own documents. s In a Place, you can create your own folder with your name. Other users can access your files, but you can find them quickly. AND, can have a known, safe place to store them. 3

EFFICIENCY TIPS (cont. ) • Drag and drop in the Notes sidebar is VERY powerful! s You can drag and drop from everywhere to anywhere. For instance, drag and drop a file from an email, your Desktop, or My Documents directly to a folder in a Place. s You can drag right from the preview pane! • Alternatively, you can drag and drop from a file in a Place to an email. s This will send a link to the file in the Place. s It will not send the file as an attachment. This makes sure everyone is always looking at 4

EFFICIENCY TIPS (cont. ) • You can even drag and drop an entire email. s Perhaps a vital communication email with a customer directly related to the project that the Place was created for. This way you don’t have to paste the contents of the email into a Word document, and then save it to the Place. s Simply drag the email from your Inbox into the Place. It files the email in the Place as an. eml file. 5

DATA INTEGRITY TIPS • Use versioning to always know what the current version of the file you are all working on is. s And, you don’t have to clutter up your Sidebar view with several variations of the same file! • To create a new version, you first create a backup of the original file. s Right-click the file and select Versions New Version. This will create a backup of the original. s Then, work on the file as normal. The one you are working on is considered the “new” version. 6

DATA INTEGRITY TIPS (cont. ) • You can see version history at any time. s Right-click the file and choose Versions. In the window, you will see all versions that have been created of the file. • Now, when sending a file to someone, always send the link to the file in Quickr, not as an attachment. s This way, the user will always have the current version of the file! 7

DATA INTEGRITY TIPS (cont. ) • Consider folder names when naming your files. s For example, if you are putting a file in a folder called Meeting Minutes, you don’t need to name your file “Meeting Minutes 7 -12 -2011”. • Remember: The more complex a naming standard is for file names, the less it will get used! 8

DATA INTEGRITY TIPS (cont. ) • Picture this: MEETING MINUTES> Meeting Minutes 7 -26 -2011 Meeting Minutes 7 -28 -2011 Meeting Minutes 7 -30 -2011 CUSTOMER SERVICE> Customer Service Review Tasks Customer Service Project Status 7 -28 -2011 Customer Service project status 7 -31 -2011 9

DATA INTEGRITY TIPS (cont. ) • Vs this: MEETING MINUTES> 7 -26 -2011 7 -28 -2011 7 -30 -2011 CUSTOMER SERVICE> Review Tasks PROJECT STATUS> 7 -28 -2011 7 -31 -2011 10