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[Zubin Gidwani]

It’s a struggle to create documentation. We are compiling a list of favorite tools people use for 

• screenshots
• video captures
• process flow diagrams
• etc

Please respond back with your favorite tools you are using to create documentation for your teams

• GP Tips & tricks
• Training Videos
• Standard Operating Procedures
• SOX & Audit documentation
• I’m quitting, here is what someone will have to do in my absence guides…

We’ll see if we can negotiate volume discount price offers for GPUG members and make that available during our upcoming session at Summit!

How Do We Teach Our Staff to Use This Software?
https://www.gpugsummit.com/schedule/sessions?CLK=64198a29-6f4e-440b-80bf-ac96f70950c1

Thanks in advance,

Zubin

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Zubin Gidwani
Chief Budget Authority
Dynamic Budgets
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[Jo deRuiter]

Hey

Some of the tools I use are:

• Snagit for screen capture – it has so many features that make altering the image, adding boxes, arrows, even blurring information on a screenshot easy.  It also has a scrolling capture to get a whole page or web-site window in case it’s not all on the screen.

• Camtasia for recording “how to” videos

• Power Point for “How To” Videos and Presentations

• Visio for Process Flow Diagrams (though I have built some of these manually in Word or Excel)

• Word or Excel for written documentation?

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Kindest Regards,

Jo deRuiter , MCP, DCP
“That GP Red Head”
Advanced Credentialed Professional-Dynamics GP
GPUG Academy Instructor
GPUG GP Credentialing Exam Committee
Chairman, GPUG Partner Advisory Board
Dexpro Dynamics LLC
Senior Consultant
Milwaukee, WI
770-906-4504 (Cell)
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[Kyle Malone, CPA]

OneNote’s shortcut for screenshots is a life-saver for us when creating documentation.

Windows Key + Shift + S triggers the screenshot process and then you can click and drag exactly what you want to capture & then paste the image into your documentation.

Not as sophisticated as what you’ll get w/ some other tools but simple, quick & free which makes it practical for everyday use.

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Kyle Malone, CPA
GP Admin – CGB Enterprises, Inc.
Lead Consultant/Blogger – http://ALaCarteGP.com
Chapter Leader – Louisiana (New Orleans)
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[Tiffany Ziegler]

I don’t do much in the way of presenting (yet!), but as far as documenting, we have all of our processes for the accounting department documented in One Note. I have a separate notebook for the Controller processes, versus the A/P processes, with links to the other notebook, when appropriate. I prefer One Note over Word/Excel because:

• I can use hyperlinks to link to other a.) notebooks entirely, b.) sections within the same notebook, or c.) external websites.
• I can attach files to be used in that process (i.e. Excel files, etc. that can be opened directly from within One Note).
• It works similar to a database in that everyone that has access to the Notebook can make modifications. Those modifications are indicated with bold typeface so that all users know when something has been changed and who changed it – that helps keep our documentation up to date for all using it.
• I don’t use it often, but you can embed audio and video directly into the notebook as well.

One Note is one of the apps I open everyday when I get to work – along with GP of course 😉

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Tiffany Ziegler
Vice President & Controller
Velcor Leasing Corporation
Madison WI
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[Frances Donnelly]

Zubin,
For internal staff support we have found that one note and the knowledge base that comes with our help desk solution, Kayako, to be really helpful and easy to access.  We rely on Flare, a product from Madcap Software, to manage the documentation e.g. on line help file, for our solution and Camtasia for any recordings we develop.  

We really think a great white boarding tool is what we are missing because often communicating a concept is better done with a drawing accompanied by a voice over.  We have tried a few but nothing has stuck.  Would be interested in hearing if anyone can recommend something for whiteboarding.

Thanks for launching the inquiry.

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Frances Donnelly
Director of Sales & Product Development
Horizons International
Julian CA
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