FEATURES Cases Structure/ Examples Messages Structure Interactions - - PowerPoint PPT Presentation

FEATURES

Cases Structure/ Examples Technical Details Mobile Messages Structure Interactions with Users

PMS Inspections/Incidents Purchasing Crew

bTeam Communication and Mail Characteristics

Direct Communication Comment to Message Comment in Case Channels Unified Searching Rules Metadata

bTeam Vessel-Office

CASES STRUCTURE #1/4

Immediate Case Creation straight from email

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CASES STRUCTURE #2/4

Case Details and Default Description (body of message)

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CASES STRUCTURE #3/4

Metadata and linked messages Every message that arrives as a reply to another that is linked to the case, gets linked too!

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CASES STRUCTURE #4/4

Tasks assigned to responsibles with Type of Task, Status, Scheduled/Due Date Communication board that keeps history of all internal discussion for the subject

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EXAMPLE PMS CASE – MONITORING OF DEFECT #1/4

Case description and metadata allows to easily search and track progress All exchanged messages between vessel, office & supplier/technicians are linked to the case

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EXAMPLE PMS CASE – MONITORING OF DEFECT #2/4

Tasks of case may include (not limited to) Defect Evaluation , Ordering, Forwarding, etc Tasks are distributed via workflow to responsibles. Work time can be logged under each task allowing management to track productivity and streamline procedures

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EXAMPLE PMS CASE – MONITORING OF DEFECT #3/4

Custom message categories per Case type Quickly classify your case-messages with drag & drop

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EXAMPLE PMS CASE – MONITORING OF DEFECT #4/4

Communication between users exists inside the case allowing to follow up on the case Comments may include attachments as well as requests for reply at specific time or date

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EXAMPLE INSPECTIONS CASE – VETTING INSPECTION #1/3

Case description and metadata allows to easily search and track progress All exchanged messages between vessel, office & Major are linked to the case

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EXAMPLE INSPECTIONS CASE – VETTING INSPECTION #2/3

Tasks of case may include (not limited to) Request for Inspection, Deficiency, Response to Major, Follow up to Vessel etc Tasks are distributed via workflow to responsibles. Work time can be logged under each task allowing management to track productivity and streamline procedures

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EXAMPLE INSPECTIONS CASE – VETTING INSPECTION #3/3

Communication between users exists inside the case allowing to follow up on the case Comments may include attachments as well as requests for reply at specific time or date

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EXAMPLE PURCHASING CASE – ORDERING OF CABIN/DECK STORES #1/3

Case description and metadata allows to easily search and track progress All exchanged messages between vessel, office & supplier are linked to the case

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EXAMPLE PURCHASING CASE – ORDERING OF CABIN/DECK STORES #2/3

Tasks of case may include (not limited to) Requisition Handling, Evaluation, Order, Forwarding Monitoring, Delivery, Invoice issuing etc. Tasks are distributed via workflow to responsibles. Work time can be logged under each task allowing management to track productivity and streamline procedures

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EXAMPLE PURCHASING CASE – ORDERING OF CABIN/DECK STORES #3/3

Communication between users exists inside the case allowing to follow up on the case Comments may include attachments as well as requests for reply at specific time or date

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EXAMPLE CREW CASE – VESSEL MGA #1/3

Case description and metadata allows to easily search and track progress All exchanged messages between vessel and office are linked to the case

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EXAMPLE CREW CASE – VESSEL MGA #2/3

Tasks of case may include (not limited to) Approval, Allotmens, Cash to Master etc. Tasks are distributed via workflow to responsibles. Work time can be logged under each task allowing management to track productivity and streamline procedures

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EXAMPLE CREW CASE – VESSEL MGA #3/3

Communication between users exists inside the case allowing to follow up on the case Comments may include attachments as well as requests for reply at specific time or date

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INTERACTIONS WITH USERS – DIRECT COMMUNICATION #1/4

From any bTeam screen, users can send a new communication, instantly

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INTERACTIONS WITH USERS – DIRECT COMMUNICATION #2/4

Apart from the participants of the communication, the initiator can insert request replies at certain time/date for some or all of them and include attachments

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INTERACTIONS WITH USERS – DIRECT COMMUNICATION #3/4

Users are notified of new incoming communications and for how many of them a reply is required The list of communications provides information about the message (reply required, attachments) and allows quick actions (flag for follow up, mark as read/unread)

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INTERACTIONS WITH USERS – DIRECT COMMUNICATION #4/4

Users can reply directly to the initiator and can also include other recipients from the message thread

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INTERACTIONS WITH USERS – COMMENT TO MESSAGE #1/2

Upon email arrival, users can send an internal communication regarding the message

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INTERACTIONS WITH USERS – COMMENT TO MESSAGE #2/2

You can add recipients, request a reply from any or all of them within certain time and attach documents to the comment.

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INTERACTIONS WITH USERS – COMMENT IN CASE #1/2

Whether a user is involved or not with a case and upon permission, he/she can add to the internal communication that is related to the case

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INTERACTIONS WITH USERS – COMMENT IN CASE #2/2

You can add recipients, request a reply from any or all of them within certain time and attach documents in the communication.

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INTERACTIONS WITH USERS – CHANNEL #1/2

Grouped all interoffice communication about a topic bTeam communication functionality provides a corporate Instant Messaging service that covers companies' security needs, allowing organizations to create and control their private and secure messaging networks.

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INTERACTIONS WITH USERS – CHANNEL #2/2

Communication is performed within a closed group of participants Discussion thread where users can see the whole history of communication Conversations and files are fully searchable

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MESSAGES STRUCTURE

Custom folders supported by rules allow easy archiving of messages Metadata on messages, helps searching and provides a unified characterization of emails across Company

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Unified Searching #1/2

No need for old messages archiving due to optimized storage and searching engines Search by multiple fields and into attachments

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Unified Searching #2/2

With our engine you can run extreme-advanced keyword searches Search results are kept until new search is made, can also be saved on creation before search, or afterwards

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RULES #1/2

Supports limitless possibilities for rules More than one conditions can be set at the same time, using the 'AND' or 'OR' operator

Back to main menu ‘Sender Contains’ searches for specific text on the sender ‘Subject Contains’ searches for specific text on subject ‘Recipient Contains’ searches for specific text on the recipient ‘Body Contains’ searches for specific text on the body ‘Has Attachment’ if message has attachment or not ‘Subject or Body Contains’ searches for specific text on subject or body at the same time.

RULES #2/2

Leave our engine to perform automatically your (routine) actions More than one actions can be set at the same time

Back to main menu ‘Add metadata' add metadata in message ‘Copy to folder' copy a message in a select folder ‘Delete’ delete a message ‘Distribute a message' distribute a message to a specific user ‘Forward’ forward a message ‘Link message to Case’ link a message in a specific case 'Send notification' Send a notification with a predefined message to yourself or in specific user End of Rules

METADATA #1/2

Metadata (tags, keywords, labels) are the simplest way to organize your messages without endless layers of folders Don’t spend frustrating hours to digging through folders and folders of miscellaneous messages

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METADATA #2/2 (Tags, keywords, labels)

With a couple of metadata, you can instantly categorize and tag your messages for hassle-free searches, and then find all of those messages and files again easily no matter where you save them. Trying to find old files & messages is like trying to read your own mind. Automatic application of metadata to messages in multiple ways Save archiving time by picking tags instead of browsing for the “right” folder Use folders as broad buckets to classify your files, then use tags to make them highly findable.

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TECHNICAL DETAILS #1/4

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TECHNICAL DETAILS #2/4

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Click on Servers for details Click on Servers for details

TECHNICAL DETAILS #3/4

HARDWARE/SOFTWARE SPECIFICATIONS Software: Windows server 2008 R2 (IIS – Internet Information Services – web server included) SQL Server standard 2008 or later Any mail server (POP3, IMAP & SMTP) Hardware: All Servers can be installed on a physical or virtual machine It is recommended that the Web Servers and the SQL Server are on different machines physical or virtual for increased security and performance STORAGE OF ATTACHMENTS Each unique file is stored in the database only once and links are created to all the entities that contain it. On forward or reply of emails no new files are created but only links to the existing ones Unique signature images are stored only once. Checking for the existence of a file is done using CRC32 and binary compare so that even if the filename changes the system will not store it twice in the database. All system entities (message, case, memo, communications) share the same attachment

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TECHNICAL DETAILS #4/4

SECURITY Access (send/receive) to data is encrypted using https protocol and SSL certificate Access to Storage Server is authorized only to Data Access Server and with certain permissions Updating of the Database is done only by the controllers developed for this purpose and are in the web api Each time a user command accesses the Cache and Data Access Server, the system continuously monitors the credentials that the user successfully obtained upon login. The credentials end after a set idle period (e.g. 24 hours) and the user must login again to be granted new ones. Password complexity and retention policies in place that ensure password strength Passwords are stored encrypted using non reversible strong encryption algorithm Two factor authentication for safer logins

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MOBILE FEATURES

Download and have offline to your device all your company communication emails and cases

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Mailbox Status Main menu Reading Pane Communications Mails List Search in messages Cases List View Case

MOBILE FEATURES

Works on Android and iOS devices Supports online and offline capabilities User can select if and what notifications to receive Actions in a messages (Flag, Read/Unread, Comments, Delete, Multi Select) View offline all your messages Upload attachments in new message View Communications Actions in comments (Star, Read/Unread, Reply,) Compose a new comment Upload attachments in new comment Ability to save contacts from bTeam to phone address book Supports various actions directly from bTeam contacts (phone call, send email, navigate to facebook link)

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COMMUNICATION ASSETS

System Features Communication is assigned to user(s) or department(s) Request for reply and file attachment capability Discussion thread where users can see the whole history of communication Linking with messages or cases Functionality Communications appear in short list (most recent messages) or in their own full list for searching Commenting of messages and request for reply on comments (workflow procedures) Initiation of communication from message, case or individually (memo) Improve the staff’s organization Grouping of communications under cases, mails and memos Monitors the pending communications for reply

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COMMUNICATION ASSETS

Contributing in productivity increase Direct access to email or case Dramatic drop in internal email (thus smaller email list) and significant reduction of interoffice calls. Allows for quick real-time conversations that are not as intrusive as using the phone Historical search of communications based on multiple criteria Reinforce your team Communication is performed within a closed group of participants Users remain in constant, documented contact with one another in case problems arise that require assistance, especially if situated in different locations. Users can comment on certain parts of the communication, upload documents, photos, videos etc Connectivity of bTeam with mails, cases, ERP leads users to use it as an enterprise social network

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COMMUNICATION ASSETS

Various Participate in communications via your PC or mobile devices Statistics: Everything is logged therefore measured and thus it can be reported Emails can often be slow to come through which is frustrating when sending a short, informal message or an urgent, pressing matter Security bTeam communication functionality provides a corporate Instant Messaging service that covers companies' security needs, allowing organizations to create and control their private and secure messaging networks. Unlike social networking that is sometimes used as a professional, though uncontrolled, tool to handle inter-office communication (Skype, Viber etc), bTeam offers organizations a controlled, integrated workspace embedded to the Company’s day-to-day business where business cases and emails form the basis of this communication

EMAIL ASSETS

Infrastructure 100% Web Application Scalable Server build-up based on the Company’s size and number of users Each message and attachment (incl. signatures) is stored only once, reducing dramatically the storage space and system responsiveness Functionality Single working environment for messages and communications Mails can be accessed from any internet connected device (PC, tablet, mobile) Commenting of messages and request for reply on comments (workflow procedures) Capability to schedule messages sending at appropriate time to reduce workload No need for old messages archiving due to optimized storage and searching engines

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EMAIL ASSETS

Organization Various archiving capabilities (search folders, metadata, user folders) Automatic application of metadata for messages obeying certain rules Unique message reference numbering Linking of messages with cases and automatic linking of replies thereafter Searching Unified search capabilities supporting free text search – optimized search engine Capability to store searches and run them at any time Security SSL Certificate with 256bit encryption (same as banking systems) Detailed user access and content viewing permissions Customizable logon duration for idle time-out session

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CASE MANAGEMENT ASSETS

Classified according to Company’s business Restrict access to unclassified users (e.g. accounting or legal cases) Assign responsible, due dates, priority Apply tags for quick searching and archiving Allocate tasks to responsibles, give types, due dates and log work time spent on each Predefine tasks based on the Case type Link a Case with others in order to form wider projects Link emails to the case and give them specific attributes Emails arriving as a reply to an email already linked to a case, get linked too Link cases with ERP documents Collect all related files and share them with your colleagues Communication board that keeps history of all internal discussion for the case

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CASE MANAGEMENT ASSETS

Work in a fast, more efficient and far more organized way! All information (tasks, emails, files, inter-office memos) for a running or past case is stored in a single place Users get notified for changes in a participating case while working in the office or on-the-go. Limitation of access to information (personal or company), in line with data protection rules (eg GDPR) Quick searching of cases history via free text search capabilities Don't waste a lot of hours in phone-call conversations or in face to face talking and the most important you can not miss all this information.

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To-Do-List

Functionality To-do list management tool organizes all the tasks where one needs them. It is easy to manage both personal and professional lists. Integrated with whole bTeam world, messages, cases, communication. Team work tool Share a to do list with your colleagues and work on that Rescheduling and organizing your time The system helps you prioritize the tasks you need to carry out as well as remind you of its due dates and the other important tasks stays top of the list. A to do list is an orderly way to organize how to do the things you want to do. Projects and plans get broken down into bite size chunks that are doable A to do list not only creates order but also gives you a strategy for getting things done.

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