Olympus Media LLC (Atlanta, GA) has utilized an ActiveOffice corporate intranet for the past year. The initial system began as a file-sharing tool, but quickly expanded to include various dynamic forms. The system uses information from a number of databases to quickly create and store corporate contracts. The forms draw information from a third party software to automatically populate fields within the forms. This greatly reduces human errors and ensures accuracy. The system allows staff to create contracts, contract addendums, creative briefs and production agreements. The system tracks the user who created the form, as well as the date/time, client and location(s). 

The latest addition to the system is a "Proposal Generator." The generator allows Olympus staff to create customized proposals, based on individual customer's needs. The generator includes the ability to offer 12, 24 and 36 month terms. The generator also allows the Olympus user to include marketing information based on the customer's industry. The user can choose from nine different "Features/Benefits" to be inserted into the proposal, offering testimonials and advertising data that reinforces the advantages of outdoor advertising.


The new Proposal Generator creates efficiencies in tracking proposals and consistency in the marketing information being presented to prospective clients.

This month's ActiveApp is Automated Email Alerts. Within ActiveOffice web-based software, auto alerts are used for a variety of functions. With people accessing email through their laptops, phones and iPads, ActiveOffice systems help keep organizations connected. Here are just a few examples of automated alerts:

• Discussion Forums: Users can receive an email alert whenever a comment has been added or a new topic has been added to a thread.
• Sales Opportunities: A "tickler" can be set-up to send an automatic email alert, reminding the sales person to follow up on a pending opportunity.
• The managers of Buildtech, LTD receive an email alert whenever a lease application has been submitted through their website, or when a tenant submits a maintenance request.
• Employees of Adams Outdoor Advertising receive an email alert when their expense reports have been approved.
• Retail Consulting Group uses email alerts to notify field representatives of upcoming appointments, with links to maps and directions.

As simple as they sound, automated email alerts save time and increase efficiency. Contact Digital Active Online to learn how your organization can "Get Active!"