How Cannabis Management Firm MedMen Improved Training Delivery Efficiency

 

Employee training is taken very seriously at cannabis management firm, MedMen. In their line of work, state regulations require proof that new employees have reviewed policies and procedures related to their role. MedMen takes this a step further. Not only must employees take quizzes to acknowledge that they understand the material, but they must earn a perfect score of 100%!

Delivering training, administering quizzes and collecting signatures at a rapidly growing company in a fast-paced industry was a challenge. Trainers were constantly traveling between four locations in California and five in New York, according to Training & Development Manager, Charles Britton. This didn’t leave much time for new initiatives, such as expanding the training program.

Realizing this approach would not scale with their business, MedMen considered licensing a learning management system (LMS). But, these systems were very expensive—up to $75k per year. They also lacked document management system (DMS) functionality, too.

In contrast, ENSUR was more affordable than the LMS platforms reviewed. The document management system was right-sized for the young company’s training needs. Of course, ENSUR’s robust document control functionality was something MedMen anticipated needing in the near future for government audits. They felt that an electronic document control system was a significant improvement over a paper-based system. In addition to being easier and quicker to find documents, it would show auditors that the company is rigorous regarding internal processes.

Today, training management and delivery is much more efficient. New employees receive email notifications regarding required training. Instead of Charles maintaining an Excel list and following-up with people individually, the ENSUR document management system automatically sends reminders to employees. It also provides a virtual paper trail of communications, which helps hold busy staff accountable. Reports also show how employees are performing and who needs to complete compliance procedures. Charles is even notified if an employee doesn’t pass a quiz after three attempts!

With DocXellent’s help uploading files, it took MedMen only 1.5 months to set up ENSUR. Almost a year later, the training team has saved a tremendous amount of time delivering trainings—no longer are they required to travel to each location. With the time saved they are focusing on using ENSUR more broadly, such as routing training documents for approval. The vision is to have all training materials, HR memos, new hire documents, and more housed centrally in ENSUR. Security is also a priority. MedMen needs to have control over who accesses documents to provide documentation if the state inquires. As part of the company’s best practices, MedMen wants to ensure all internal documents remain confidential.

If Charles were to set up ENSUR again, one thing he would do differently is, ironically, training. Responding to questions about the training management system, the team trained staff after ENSUR was rolled out. Instead, he recommends training employees before the rollout—if time permits. This would help everyone fully understand how to navigate the system and manage documents right from the start.

Here We Grow Again…

cloud-market-growth

 

DocXellent Welcomes Three New Team Members

DocXellent is excited to welcome three new members aboard our growing team! Thanks to YOU, our loyal customers and partners, we have doubled in size over the past two and a half years.

Jason Stradling joins our Tech Support team as a technical support engineer. He will be overseeing installations and upgrades, providing customer support, and assisting the development team. Jason has an extensive background in data analysis, project management and technical support.

Diane Cormier joins our Accounting department with 22 years of experience in the field. She also has her own bookkeeping company where she provides a variety of services including accounts payable and receivable, payroll, quarterly tax returns and setup/training for Quickbooks users.

Christine Snitken-Bouley joins our Customer Relations team as a Project Manager. She will be coordinating new customer implementations, existing customer upgrades, and custom development/projects. Christine has a legal background in family and criminal matters as she was a legal assistant for ten years at the largest law firm in Southeastern Connecticut.

“Jason, Diane and Christine are excellent additions to our dynamic staff. I know they will contribute to improving the overall customer experience with DocXellent and helping our users get the most out of their ENSUR software,“ says President, Gary Carignan.

ENSUR Document Management FAQ – Common Error Messages

You asked, we listened! We will regularly feature FAQs on our blog. We hope the answers to these common questions help you get the most out of your ENSUR document management implementation.

 

I’ve created links between a BOM and some documents. I now need to revise one of the documents. However, I’m receiving the following error message:

 You cannot create a revision of this content because of the following:

One or more parents are linked to this content through a Dependent-Static link. These parents must be revised before you may revise this Child content.

Why are you seeing this message? There are two possible BOM linking models in ENSUR: Dependent-Static and Dependent-Dynamic.

  • Dependent-Static links force you to revise the BOM parent before you may revise a child.  They do not permit revisions of child links without also revising the parent.

 

  • Dependent-Dynamic linking does not require a Binder or BOM to be revised or restrict the revised content from becoming Current.

If your business does not require the restrictions of the Dependent-Static linking model it can be changed. Simply contact DocXellent Support and we will work with your IT POC to convert your linking model to Dependent-Dynamic.

 

Is there a way to modify the Content Type when a new revision of a document is created?

Yes, you can change the Content Type when you are creating a revision of a document. On the Create Revision screen you have the option to alter or change the Title and, select another Content Type from the drop down.

As soon as you’ve made your selections click “Create Revision” and your new revision will be created with your newly chosen Content Type.

 

I received a General Page Error. How can I correct this and complete my work?

We recommended the following solutions, to correct the page error.

  • Clear your browser data/cache. Depending on the type of browser you are using, go to Internet Options or Settings | Advanced to do this. Once completed, refresh your page and continue working.
  • If Step1 is unsuccessful and you are using Internet Explorer, make sure your browser is running in Compatibility Mode by going to Settings | Compatibility View Settings | and adding your ENSUR URL to compatibility view. Once completed, refresh your page and continue working.
  • If steps 1 and 2 are unsuccessful, contact DocXellent Support.

Importing Documents Into a Document Management System is Easier Than You Think

Copy File, Data Exchange. Transfer file concept

 

Even with a compelling business case for moving to a document management system (DMS), companies sometimes choose to stay with their “homegrown” process, often comprised of a combination of three-ring binders, spreadsheets, and a shared network drive.

Cloud-based and on-premise DMS solutions are easier, faster and more reliable than a “manual” document management process. So, why would companies choose to wrestle with version control issues, time-consuming searches for documents, missing documents, and a lengthy document approval process? Often, it’s because of the seemingly daunting task of a data transfer.

Importing hundreds or thousands of documents and associated data into a new document management system may seem like a cumbersome, complex and time-consuming undertaking. Yet, the first thing customers tell us after making the move is, “That was a lot easier than I thought it was going to be!”

Document Management Timelines

Document management system transfers, typically, can take anywhere from a couple of weeks to a few months. Of course, this depends on the number of documents and the complexity of data to be imported. Twenty documents can be migrated quicker than 1,000. If data needs to be validated for regulatory purposes, it will also require more time.

For some companies, moving to document control software is a priority. They fully staff the project and switch to their new DMS in a week or two. Other companies expand their use of a document system in phases. They prioritize and transfer sets of documents that are categorized by department or document type. This approach may take several months, but it suits their business needs. Every company, every situation is different.

Preparing for Document Control Software

One thing is the same, though: Preparation. Preparation and planning represent 90% of the work on any size document control software project. Before the document control software can receive the migration, users must plan workflows, create content types, map reference links between files, identify users, define groups, and more. But, it’s worth it. Good preparation ensures a smooth migration.

This level of preparation helped a customer get a handle on all of the documents they needed to manage in their DMS. It helped them think about their numbering schema, folder structure, templates, overlays, document location, and more. Not only did they migrate about a dozen different kinds of documents, but they also had them configured in an efficient and streamlined way on day one.

The document migration, itself, can usually be done in a day. Different tools exist, to assist with the migration. Documents can be manually imported into the document management system using a simple batch process. More robust migration tools will also import data points, such as creation date, version number, approver information, next review date, document status and more. For users that need to move documents, historical data, and rules, this is the way to go. On top of this, migration services offered by the document management system provider make the entire process run even more smoothly. And, if unexpected issues should arise, the provider can quickly resolve them.

ROI for DMS

The business case for a DMS is compelling. Companies usually see an ROI in a matter of months. Some, in less than a month! Even if a document and data transfer were difficult, the efficiency gains that document control software can provide would still be compelling. Fortunately, with some good up-front preparation, powerful migration tools and helpful services, it’s easy for companies to get all the benefits a document management system offers.

Ransomware Attack Control Management

Ransomware Attacks

 

DocXellent takes information security and protection very seriously. Because of the recent global ransomware attacks making headlines worldwide, DocXellent took an immediate preventive action to assert that that our clients’ ENSUR servers and information stored within them have received the latest security updates and patches available.

Microsoft released a patch to combat the recent ransomware vulnerability exploits and those patches were applied to our clients’ servers Sunday May 14th between the hours of 3:00 pm – 5:00PM EDT.  Additionally, our clients’ servers are protected by continuous anti-virus/anti-malware scanning as well as active anti-intrusion monitoring. These systems have received all latest security definitions and all ENSUR client servers are protected.

Document Management FAQs

You asked, we listened! Beginning with this post, we will regularly feature FAQs on our blog. We hope the answers to these common questions help you get the most out of your ENSUR implementation.

 What do I do when a user can’t see a document they need to view, or perform an action on?

  • Check that a user’s Status Filters aren’t hiding the document

Make sure that the user does not have their status filters set to hide documents in the status the document is in. Go to Explorer | Status Filters and deselect the filters accordingly.

  • Make sure the user has access to the folder where the document resides

Go to the user’s account in System Administration | Users to determine which user group(s) they are a part of. Make sure one of those user groups was given access to a folder where the document is located.

  • Make sure the user has the rights to view a document in the required status

If the user is a part of a user group that was given access to the folder where the document resides, make sure that group has the proper rights to view a document in the status the document is in (Draft, Sub-Approval, Approved, etc.) Go to System Administration | User Groups and make sure the user group has the corresponding view rights (view-subapproval, view-draft, view-approved).

  • Contact DocXellent support

If the user still can’t see the document after implementing the above, contact DocXellent support.

What does the “ensur-Page Error” message mean?

(Page Error – An error was encountered on your web server while attempting to process your request. Please click the link provided to try your request again. If this problem continues, please contact your system administrator so this issue and can be properly logged. Message: Maximum request length exceeded)

Ensure Page Error

This message means that the file that you are attempting to upload exceeds the size limit allowed by your system. An administrator can adjust these settings within System Administration |System Information | .Net Configuration | Maximum Request Size and increasing the MB limit. Depending on how large your file is, DocXellent technical staff may also need to make an adjustment to your web config file. Contact DocXellent support if changing the Maximum Request Size doesn’t solve your problem.

Is there a way to export a published document that is a fillable PDF and include its overlay?

Yes. Simply edit the View-Only Settings on the overlay associated with the document. Go to System Administration | Content Types | Select the Adobe icon (Document Control Adobe Icon)

on the Content Type of the document and check the boxes highlighted below. Then go back to the document and select it. Go to Batch | Import/Export |Content and select Export Original content.  If checking these boxes doesn’t solve the problem, contact DocXellent support.

fillable web form

 

Meet the Document Management Interns

The DocXellent team has been happy to host two, awesome interns this summer who aided in a variety of ongoing projects across our sales, development and technical teams.

Clark Peterson

Document Control Employee Profile 2

Clark joined us to gain some valuable experience as he prepares for his freshman year at Central Connecticut State University, where he’ll be pursuing a Bachelor of Science in Computer Science. Clark assisted both our Development and Technical teams with our internal research, network administration, and asset tagging and brought a positive, charismatic attitude to the office every day. Clark hopes to continue his education in Intellectual Property Law and is interested in leading a team of his own in a major, private Cybersecurity Firm in the future.

Cassandra Moyer

Document Control Employee Profile

Cassandra joined us as she prepares to enter her junior year at Bentley University, where she is pursuing a Bachelor of Science in Corporate Finance and Accounting and Liberal Studies Major in Earth, Environment, and Sustainability. Cassandra assisted our sales and customer relations teams with research and analysis, product testing, and social media marketing and was a delightfully efficient resource for our staff. Cassandra is interested in working in the fields of finance or accounting with a focus on sustainability.

The DocXellent team is sad to see them go but excited for their respective journeys and confident that their exceptional work ethic will lead them to much success. Best of luck this school year to Clark and Cassie!

 

Client Portal – Document Technologies

Document Management Training Video

WE’VE HEARD YOU LOUD AND CLEAR!

DocXellent is excited to announce the release our long-awaited Client Portal, an exclusive space for our clients to access video tutorials and documentation on how to use ENSUR, our web-based document management system.

WHAT IS IT?

As an extension of our current training program, we’ve created an online video library with a diverse range of tutorials to guide users through the many features and functions of ENSUR. The video tutorials, led by Suzanne McCormack (our Training and Customer Support Manager), are concise yet thorough, allowing viewers to follow along with her as she demonstrates directly in ENSUR. The portal also hosts a variety of downloadable training documentation and client technical procedures in PDF format.

HOW DOES IT WORK?

DocXellent has assigned your organization a single account username and password to be used by all of your ENSUR users to access the client portal, which you should have received by email. Once logged in, users can explore the content libraries and sign up to receive email notifications when new content is uploaded to the portal.

HOW OFTEN WILL NEW CONTENT BE ADDED?

Our goal is to cover topics that are most significant to your success in ENSUR. We plan to upload new tutorials with every new ENSUR release, however, we invite suggestions from our clients on topics they would like to see.  If you would like us to send you your login details or want to suggest a tutorial topic, please email [email protected]

DocXellent Welcomes New Director of Customer Relations for Document Management, Amy Sinyei!

Document Management New Hire

 

DocXellent is happy to be continuing last year’s growth trend into 2016 as we welcome another new member to our team. Amy Sinyei has joined the DocXellent staff as our new Director of Customer Relations!

Amy spent 12 years in the electronic discovery industry working directly with enterprise customers in various capacities including account management, technical sales, workflow consulting and escalation management. Her experience has focused on providing customers with the appropriate software solutions to streamline processes and maximize return on investment while continually ensuring superior customer satisfaction. In her free time Amy enjoys running, gardening, traveling, party planning and spending time with her fiancé and their furry four-legged children.

“DocXellent was seeking a dynamic individual with the skills and experience necessary to further enhance our prided customer relationships.  We strive to help our clients gain the greatest possible return on their investment in our products and services by bridging the gap between business process requirements and our technological solutions, enabling opportunities for improved efficiency and growth.  Amy has the perfect blend of analytical and technical experience, along with a passion for helping customers achieve success. We couldn’t have written a better resumé than Amy’s to fit this need and we are very excited to welcome her to our team as Director of Customer Relations!” says Chief Technology Officer, Tom Tassias.  Expect to be hearing from Amy shortly!

Our Document Management Company Fiesta Friday

Document Management Team

As part of a new company culture initiative, DocXellent celebrated our first “Fiesta Friday” today! Members of the DocXellent team, including the President of the company, enjoyed happy hour at local restaurant and brewery, These Guys Brewing Co. The team plans to use our monthly Fiesta Fridays to collaborate in a new setting while supporting local establishments in Norwich.