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June 19th, 2009
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Q4 Press Quick Tip Sheet

Q4 Press Quick Tip Sheet

How to get help

For all issues, comments and suggestion, please contact us

Top FAQs

  1. What is the system used for?
  2. How many users can I add?
  3. As an author, it’s important to understand how the document evolved to its current state – how can I get this information?

All FAQs

  1. What is the system used for?
  2. Can I use Q4 Press for documents other than press releases?
  3. How is the security and confidentiality issue addressed in the system?
  4. What type of customer service do you have?
  5. What is the cost of Q4 press per month and what is the length of the contract?
  6. How quick can Q4 Press be installed?
  7. How is the problem of confusion and overlapping between versions solved in the application?
  8. Can it be set up that only one person has final approval?
  9. Our management team writes on paper, if we have someone inputting the changes can we differentiate who made what comments?
  10. I know the intent is to provide complete visibility into the entire process, but can the system be configured to block that for certain groups? They may not want marketing to see the comments/changes provided by other groups. Also, the CFO may want to communicate with IR in a manner in which he may not want everyone else to see.
  11. When reviewers are notified, can a comment be included that a reply is needed back by a certain date/time?
  12. When reviewers are notified by email that they need to review a document or they submit their changes, they are sent by email in a link. How are these handled on a BlackBerry? Does the application work on a BlackBerry?
  13. When something is deleted in Q4 PRESS is it truly “gone forever?”
  14. Can we use our company letterhead or a template to create a new press release?
  15. How many users can I add?
  16. How do I add users?
  17. Is there any limit on who can be granted a user account?
  18. If I add a user to this workflow but change my mind can I remove this user?
  19. My press release name is not labeled what I expected on the dashboard – why not?
  20. As an author, it’s important to understand how the document evolved to its current state – how can I get this information?
  21. I closed the previous phase too early – can I go back to that phase?
  22. What are the key differences between the Reviewer and Approver role?
  23. As a Reviewer, why can’t I save my copy of the press release?
  24. But I need to see my previous feedback in order to continue – how can I do that?
  25. Can I hide my feedback from everyone but the Author?

A1: Q4 PRESS is a document collaboration and workflow system that controls and manages all facets of press release and document development - drafts, approvals and distribution. It allows large and small teams to work on press release development and automatically tracks all comments, edits and approvals in a verifiable audit trail. It also allows you to drill down into the history of the release. To help you easily and efficiently manage multiple inputs, it provides an instant record of who has viewed a release and details their involvement.

Q4 PRESS gives you an easy way for an unlimited number of people to provide comments and edits to the author of a document. When any reviewer submits something to the author it is instantly seen by everyone else. Also, while you are working on the document ,its status and what people are currently doing with the document is presented to everyone involved - so it’s clear how the document is evolving.

Q4 Press also provides a number of innovative features:

  • View and work with other peoples’ comments as they submit them to the author
  • View the real-time status of the document - who has viewed, edited/commented, approved or rejected
  • Manage a flexible workflow system - by creating multiple broadcasts of the document combined with different phases to request feedback from certain groups
  • Quickly report on any aspect of the document or workflow. Who has seen the document? Who has approved? How long did someone look at the document?

To view a 10min overview go here:
http://www.q4websystems.com/screencasts/Q4Press_Highlights/Q4Press_Highlights.html

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A2: Q4 Press has been designed to increase efficiency and reduce risk when working with time sensitive and regulated documents such as press releases. However, there are other types of documents that share the same characteristics such as MD&As. Feel free to use Q4 Press for whatever documents you wish, but keep in mind what it’s intended for.
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A3: Our system keeps all confidential information secure - users are simply notified by email to log into the system to view information. Thus confidential information is no longer distributed through unsecured email. Even if a company has firewalls, often outside counsel or advisors need to be kept in the loop, and confidential information would then be at risk using traditional email. For more details on security, please email us at support@q4websystems.com and we’ll provide whatever level of detail you require.
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A4: We provide customer service via phone between the hours of 9am and 6pm EST.  Email support is available during the hours of 8am - 10pm EST.
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A5: Q4 PRESS is billed on a subscription basis of $100 per user per month.   Please contact our sales department for volume pricing.  We also offer a 30-day free, unlimited trial period.
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A6: Provisioning will happen with 24hrs.
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A7: The workflow manages changes and versions in a logical manner, and because it maps directly to your own internal processes, it makes it impossible to circulate and distribute earlier versions to reviewers in error. Black line versions are available through the system, and details on who made what changes when, are all contained in the many reports that are provided. These reports also allow you to call up all changes from any version to another version.
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A8: Yes, it can be configured to have as many approvers as you would like. And with respect to the workflow approval process, the system is completely flexible, and you can pass ownership of the process at any point to another author. To illustrate, for example, you may have several users that are involved in the initial creation of the document, with yourself being the author and the point person managing the changes and comments in the first stage. When you and the first group have finished your review, you can pass the control to a second author involving another group of reviewers. These layers can be built into the regular workflow of the product, as well as added on an ad-hoc basis as required.
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A9: Yes, someone could either login under each one of those accounts or make the changes, or there will be a feature that will allow one person (with permission) to login and make the changes on behalf of others.
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A10: When you create a ‘Phase’ within the system only participants within that specific phase are able to see the comments or edits of others working in that same phase. If you need to limit visibility to comments and edits of specific individuals, you are able to create a phase which by its nature limits visibility.
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A11: Yes, authors can include a custom message each time they send a version to reviewers.
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A12: Q4 PRESS is available on Blackberry as well.   You can find more information about the features available in Q4 PRESS for Blackberry here.
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A13: When a document is deleted from Q4 PRESS it is removed from all aspects of the product and is no long retrievable. However, due to the way data is stored on computers there is a possibility of this deleted file being found during a forensic investigation (should one occur). We are continuing to investigate how to achieve a100% deletion of the record, but at this time it is not possible.
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A14: We recommend using templates to start any document. These would be based on your current internal templates. Letterhead formatting will not be maintained when you upload, however we are investigating the ability to output onto your predefined letterhead template.
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A15: There is no user limit in Q4 PRESS.
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A16: A representative from your company has been selected to manage your company’s user accounts. This special user can create and manage all user accounts or assign another user that right.
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A17: There are no hard restrictions but you should always observe your company’s security and compliance policies when inviting a user to see your document.
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A18: Yes, you can add and remove users at anytime during the creation process. Users removed from the process will no longer have access to the document for this phase.
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A19: Press release titles are taken from the author’s draft document and correspond to the first line of the document. To change the press release title simply edit the author’s working copy by changing the first line of the release.
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A20: on the Press Release Properties page you will see a overview of the last recorded state per past phase. This is meant to give a quick visual of the evolution. To get a accurate and detailed overview of all aspects of the participation and workflow users should consult the workflow reporting tool.
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A21: Going back is not possible because this tool records all actions around the creation process – you would need a real time machine to undue this change. However, there is nothing preventing the author from creating a new phase that looks exactly like the phase you require.
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A22: Actually there is only one significant difference – Approvers are required to “vote” on the readiness of a press release from their perspective. It’s important to note that a user can be both a Reviewer *and* an Approver at the same time. As a participant all reviewers provide valuable feedback to the author regarding the accuracy, completeness, and structure content. Once the author is satisfied he may request a final vote from a subgroup of reviewers to approve the document to send it to the next phase. Approvers or Reviewers are optional and not mutually exclusive.
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A23: Authoring complex documents that depend on the input of many individuals is a very challenging task. The best way to keep this process productively moving forward is to have the entire group working on the exact same document. Of course this is not possible but the next best thing is to try to encourage people to at least work on the same version of the same document. Q4 Press is designed to make it hard for reviewers to sit on valuable feedback thereby holding up the process. Reviewers and Approvers only have access to the latest version of the document when they arrive and cannot sit on feedback beyond a single editing session.
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A24: Just like you can see all participants’ feedback you can see your own feedback! Select your contribution from the Task pane and it will be loaded for your usage.
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A25: No. Q4 Press promotes a highly collaborative process that reduces risk, and increases efficiency. Q4 Press’s goal is to automate as much collaboration as possible enabling the participants to be tightly synchronized in creating the end result in less time. Having said that, comments and edits are only available to the participants in a specific phase. For instance, if you have a group of reviewers in Phase 1 they can all see each others comments and edits. However, if you create a Phase 2 and include a difference set of reviewers they will not be able to see the Phase 1 group comments, nor will Phase 1 be able to see Phase 2, etc…
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