Enjoyee: One who enjoys the use of something, especially as a consumer.
As I was writing this blog, I came across this term and couldn't help but think of how I want our customers to be "enjoyers of Hudu". What a great term. And, better yet, what if our customer's customers, or end users, could be "enjoyees" as well? Whether your customer is another company or an employee at your company, let's talk about ways you can easily and securely share documentation with them.
In our last blog, we focused primarily on the set up and best practices for managing your internal users, but that is really only half the picture. The other side of 'user management' that must be considered in your documentation platform is your end users. An IT documentation platform should not only provide technicians the ability to access documentation, but it should also provide the flexibility to give information to your end users. Utilizing your documentation to bridge the gap between you and your end users not only establishes another touchpoint but also allows them to have some insight into the benefit you are providing them. In this blog, we will continue our discussion on user management, but focus primarily on providing a resource to your end uses to help you build and foster a relationship through documentation.
Sharing Information
There are countless times throughout the day that you may need to quickly share information to someone. This may include an individual needing a password, an OTP code sent to them, someone needing the steps to a process they must complete, or many other pieces of information. These situations can be tricky to navigate and time consuming if you don't have a secure way to share or a place where the information is consolidated and easy to find — enter in IT documentation software.
In Hudu, you or your other users (those with permissions to do so) have the ability to quickly share out passwords, processes (SOP checklists), and KB articles all in a one-off method. This can be extremely valuable if you have a technician that quickly needs to access something, or an end user that needs a password or other item stored in their documentation. Being able to quickly find the password or article that needs to be shared can save an invaluable amount of time for your technicians, but also for your customers.
Learn more about one-off share methods
Have you ever wanted to share something and end up sending the information over a teams message or email, but as you are pushing send, say to yourself "this probably shouldn't be sent this way"? In addition to sharing your already documented information in Hudu, you can also share secure notes. This would function similar to sharing passwords except in this scenario, the information you choose to share is created as a 'note'. Similar to the one-off sharing methods discussed, this can be extremely useful when needing to send a quick message to someone in a secure manner. You'll never again doubt sending information or have to say "please delete this after you are done with it"!
Full Access to Documentation
The ability to quickly share out documentation in a one-off method when needed is essential, but there are some instances where it would be nice to have the end user be able to access and view components of their documentation at all times, without a ticket. Instead of sending an end user a password once a day, it may make more sense to store it somewhere in which they can access it on their own. Outside of some of the one-off sharing methods that Hudu provides or the full user access we talked out in our last blog, the most popular way to provide your end users with a more continuous view in to their documentation is through the external portal.
The external portal provides a comprehensive way of sharing end-user documentation - and it is free, customizable, and brandable at the client or global level. There are many use cases for portal members. Portal members could be your customers or employees that need to see specific information, but don't need to edit (or you don't want to be able to edit).
Almost any piece of information stored within your Hudu environment can be added to the portal. The portal's nomenclature, from menu to knowledge base articles and more, can even be customized to fit your needs. Portal users can be created at no extra cost to your team, and each portal user requires unique login credentials for access to a single end-user portal.
Learn more about the External Portal
Wrapping it up
User management doesn't end with your internal users. It is extremely important to ensure you have systems and policies in place that are allowing you to give and show your customers value. You are able to accomplish some of this through other tools, but one of the most important is your IT documentation platform. The ability to create more touch points with your customers and show true value is essential in allowing your business to thrive. Quality documentation allows you to accomplish this through several ways and ensure that your documentation expands beyond the internal scope of your company. Make your users and end users ENJOYEES!