For many businesses Payroll is one of the largest items on the company accounts. So why waste payroll time with ineffective disparate filing systems that are unplanned and unmanaged rather than structured and organised to fit the business you do.Office Utopia offers a solution to construct a managed corporate filing system which is structured to your business, secure, shareable, caters for multiple platforms (PC, Mac, Linux) and is auditable (Who did what and when).
Office Utopia is a browser based tool which brings together people, documents and the work they do into one workspace, enabling greater levels of management and collaboration. Built upon your normal office systems (email, calendars, document filing system, etc…), Utopia provides a single application to map and manage your business, people and work to be done. Not only can it provide these services to your staff, but it can enable controlled information to be shared with customers, suppliers and other partners.
The secret of Utopia is that it should know your business and how you do things. It creates a database of how thing should be done, your departments, people and their functions. In addition, customers, suppliers and other external partners can be added to create a complete map of how your business works. Based upon this, a structure is created with project plans, tasks and milestones to monitor and manage the work, enabling the best business performance in quality and time.
Central to the system is a carefully designed filing structure that accurately describes how documents and work is stored each time, every time. This business related filing structure enable an easy view of your documents in context with version control and history.
All activity on the work of the business can be collated, versioned and stored. Users of the system then have access (dependent upon the rights then have been given) to create, view, or modify the information surrounding the work. This includes emails, documents and events. A complete history is maintained of who, what, where and when activities where carried out together with the planning of future activities.
Our secret to our effective “no lost files” system is Utopia QuickDrop. This simple to use desktop tool automatically controls filing in the predefined structure you have chosen. Users simply drop files over the centre target of the icon. The user can then be prompted to add additional information such as an expiry date, next action, description and other notes as you may specify. These are then stored along side the file for Utopia’s global reporting system to alert users for future action. Any type of file can be handled.
Features and Benefits