Definitive Guide to Using Teams for Content and Pursuits Libraries

www.qorusdocs.com 1 Contents

Introduction 3

Overview 4

How to use this guide 4

Setting up your content library in Teams 5

Setting up your Pursuits Library in Teams 8

Connecting the two, using Qorus 11

About Qorus Software 15

www.qorusdocs.com 2 Introduction a problem! Regardless of your current scenario, using Qorus with Teams can immediately boost collaboration between your content marketing and sales functions and make accessing the latest, most relevant materials easier for At Qorus, we work closely with Bid, Proposal, and Sales teams around the world. everyone. They often turn to us for help and advice on how to quickly prepare targeted, engaging proposals. They also want to make sure that their Bid Managers, Business Developers, and subject matter experts (SMEs) can locate and use content efficiently and collaborate remotely on documents.

Remember, the ”nirvana” of building and maintaining fully integrated Organizations that are coupling Qorus’ proposal management software with Content and Pursuits Libraries isn’t achieved overnight, or through one are bringing their very best minds together to boost their remote giant leap. It’s usually an iterative journey, but regardless of the nature teams’ ability to create proposals that win deals, faster. or size of your business, you need to start somewhere.

By blending Teams’ person-to-person collaboration capabilities with Qorus’ advanced intelligence, you can:

We asked Glen Pankhurst, Strategic Customer Success Manager at Qorus, to • Drive greater alignment and collaboration among remote teams share some simple steps to laying a foundation for more powerful and productive • Draw on approved, well-thought-out content teamwork, using these platforms. We hope you’ll find this guide helpful and encourage you to share it with your • Leverage data-driven insights for continual, iterative improvement colleagues, clients, and wider network. We’d also like to invite you to see Qorus in Bringing these capabilities to life involves three key steps: action via our demo that you can check out here.

• Building a single center of excellence to access, search, manage, and update If you have any comments, questions, or suggestions, please share them with us your Content Library (which includes marketing assets and various items by emailing [email protected]. of corporate collateral) and Pursuits Library (which includes materials for sales pitches, RFX responses, and discrete projects), all using the powerful Best wishes, platform and functionalities provided by Teams,

• Using Qorus to connect the two areas, and

• Continually building on and refining your Libraries, over time.

What you may not know, is that provided you have a Microsoft O365 subscription Jennifer Tomlinson that includes Teams, you already have everything you need to get started! Executive Vice President of Marketing

Not all organizations have Content Libraries in place, or the dedicated resources to manage them. They also might not have a formal sales Pursuits Library. Each business has its own way of managing these functions today. But that’s not

www.qorusdocs.com 3 Overview How to use this guide

Most businesses have created Libraries where they store various types of content This guide aims to show you how you can start adopting best-practice approaches and materials: and activities – irrespective of your current content architecture. Our approach hinges on integrating these two Libraries into Teams and then using • One may be your Content Library which often includes various items of Qorus to connect them: corporate and marketing collateral. • Section 1 explains how to set up your Content Library in Teams. • Another could be your Pursuits Library which contains documents and data related to discrete client accounts and the materials sales teams use to • Section 2 explains how to set up your Pursuits Library in Teams. support pitches, proposals, and RFP content. • Section 3 explores how to connect the two, using Qorus.

NOTE: You may not have these Libraries now, but they’re easier than you think to build as you go and connect via Teams. We’re here to help

Once you start on a journey of integration and collaboration between these two The prospect of building an integrated platform can be daunting, but areas, you’ll immediately improve your Sales teams’ ability to create proposals that we’re here to assist you. Visit our Help Center, where you’ll find useful win deals, faster. tips and hints for creating an easy-to-use interface that serves the needs of all functions involved in content management and sales pursuits That’s because: within your business.

We can also offer you a once-off engagement to help you set up these • Everyone has instant access to the documents and supporting collateral they platforms to be best leveraged for your business and assist you to need. connect them quickly, using Qorus. To find out more, contact ushere . • In addition to Teams, the solution allows for seamless integration with , including the Office suite, OneDrive, SharePoint Online, Dynamics 365, and Salesforce, which enables users to search multiple sources at once to locate the best content for proposals. Let’s get started!

www.qorusdocs.com 4 Setting up your content library in Teams 3. On the next screen, click on Build a team from scratch.

To begin, open your Teams application.

1. On the left-hand side, under the Teams option, you’ll see the existing list of teams to which you already belong. Scroll down to the bottom of the page and click on Join or create a team.

4. Next, specify whether to make your new team private or public. (If you select Private, you’ll need to invite people to join the team by email and only they will be able to view and access the contents of the Team. If you select Public, the team, and all its contents, will be visible to anyone within your organization.)

5. You’ll then be prompted to give your new team a name (for example, “Content Library”, and, if you wish, a description. Then click Create. If you’d selected to create a private team, you’ll now be given the opportunity to add your members.

2. On the screen that opens next, click the top left-hand box: Create team. 6. Back on the landing page, you’ll now see your newly created team appear in the list on the left-hand side. Next, click on the tab below it, called General. This channel displays a feed of any posts or activity made by any members of the team.

www.qorusdocs.com 5 Now, let’s take a closer look at how to add additional tabs to your navigation bar, and populate their contents: Tip 7. On the top navigation bar under General, click on the Files tab. In here, you When it comes to folders and subfolders, less is more – that’s because can create your own folder structure, and name each folder according to the you want to avoid the same content living in multiple locations, as this type of content it will contain. Click on New and then select Folder to add as with will make it onerous to maintain the content and you’ll also run the many folders as you require. risk of not updating the content in all the places it’s stored. This could lead to unwelcome legal headaches!

9. Now you’re ready to upload your files. Within each subfolder, click on the Upload button on the top of the navigation bar. You’ll then be able to browse your computer and select the files – or even bulk-upload entire folders and the files saved within them. Simply clickOpen once you’ve selected the relevant content items and they’ll be copied into Teams, using exactly the same folder structures and naming conventions. All files are supported – there are no limitations to the file types that you can upload to Teams, and it’s safe to say that there are no real size limitations either. 8. Within each folder, you can create sub-folders to further categorize your content into more discrete buckets.

Tip If you already have an existing, working content and folder structure on your computer, you don’t have to recreate this in teams – you can just upload the entire architecture, and all the content it contains, to Teams.

www.qorusdocs.com 6 10. Once you’ve uploaded all your content, you can add additional functionality 12. You can then customize your view by adding columns or buckets such and tabs by clicking on the + [Add a tab] button on the top navigation as “To do”, “In progress”, and “Completed” to track and manage different bar in Teams. You’ll be taken to a store that contains a range of additional workflows, schedule meetings, and assign tasks and deadlines to specific applications that you can select to add to your team. Available applications team members. Tasks can be moved from column to column, as they include both Microsoft and non-Microsoft products, which you may or may progress through their lifecycle towards completion. You can also add other not already be using. Use the More apps button to search for and filter the details to each task such as checklists, priority levels, comments and links applications available in the Teams store by app type (such as “Productivity”, to any relevant attachments or files located in your Teams Content Library “Analytics and BI” or “Project management”.) folders, SharePoint, or external URLs.

Tip 13. The application also gives you a snapshot overview of the current status All of the Microsoft applications you see may be used free of charge of all your tasks and projects by clicking on the Board, Charts, or Schedule (subject to any limitations on your current subscription plan). buttons.

11. You could choose to add the application to your Team, where it will appear in your top navigation bar. If you’d like to rename it to, “To Dos”, for example, you can click on Rename on the drop-down menu.

www.qorusdocs.com 7 14. Any meetings that you’ve had with your team members which have been Setting up your Pursuits Library in Teams recorded, may also be stored in a single location. To add this feature, select

the “” application from the Teams store by clicking the In this section, we’ll explore how to set up your Pursuits Library in Teams. In many + [Add a tab] button. It will then appear as a new item on your top ways, the process is very similar to setting up your Content Library. navigation bar, and again, you can rename it to, for example, “Meeting recordings”, if you like. First, let’s define exactly what your Pursuits Library is, and its purpose within your business:

It’s the location where the content that your Sales teams use when working on RFPs, RFIs, SOWs, client responses, and proposals is stored.

1. To start creating your Pursuits Library, open your Teams application. On the left-hand side, under the Teams option, you’ll see a list of teams to which you already belong. Scroll down to the bottom of the page and click on Join or create a team.

2. Give your team a name, for example, “Pursuits Library”.

Tip All meetings recorded in Teams include a time-stamped transcript in the sidebar. So no longer do you have to keep separate meeting notes!

15. By selecting the “Microsoft OneNote” application from the Teams store, you can also add a “Notes” tab to your top navigation bar, in which you can store miscellaneous information or documents.

Congratulations! Your Content Library is now live in Teams! www.qorusdocs.com 8 3. Next, create sub-sections within the team, naming each one according to the that you can browse and select to add to your team. Available applications client or type of pursuit. include both Microsoft and non-Microsoft products, which you may or may not already be using. You can easily rename applications to suit your personal preferences (for instance, you can add the Microsoft Planner application to your team, but if you’d like to rename it to, “To Dos”, for example, you can so by clicking on Rename on the drop-down menu.)

5. In the “Files” tab, you can create folders and sub-folders, relevant to your pursuit / client. Some folders and sub-folders will include client-facing materials, while others may be restricted to internal use only.

6. Within each subfolder, click on the Upload button on the top of the navigation bar. You can then browse your computer and select the files – or even bulk-upload entire folders and the files saved within them. Simply click Open once you’ve selected the relevant content items and they’ll be copied into Teams, using exactly the same folder structures and naming conventions. What’s more, there aren’t any limitations regarding the file types or sizes that you can upload.

4. Within each sub-team, you can tailor the top navigation bar by adding new Tip tabs such as: There’s no need to start from scratch: If you have an existing folder structure on your computer that’s working well for you, there’s no need • Posts to rebuild anything separately in Teams. Simply copy the entire set of folders (and their contents) from your computer into Teams. • Files

• To Dos

• CRM Opportunities

• Reports

• Recordings

• Notes

Let’s take a closer look at how to add these tabs to your navigation bar:

Click on the + [Add a tab] button on the top navigation bar in Teams. You’ll be presented with a store containing a range of additional applications

www.qorusdocs.com 9 7. In the “To Dos” tab, you’ll be able to customize your view by adding columns 10. Another functionality that you can integrate is Microsoft Dynamics 365. or buckets such as “To do”, “In progress”, and “Completed” to track and (Click on the + [Add a tab] button on the top navigation bar and search for manage different workflows related to responding to the client pursuit, and and add the application.) You can also rename the tab if you wish. In the ensure that you’re meeting various checkpoints and completing proposal example below, the tab has been renamed to “CRM Opp”. Once you add reviews on time. Dynamics 365, you can link to any entity, account, lead, or opportunity that currently exists in the application. As this team is pursuit-related, you’d want to link to the opportunity, as opposed to the other options. This will provide you with more granular information about the client and their unique pain points and details that you need to highlight about your solution that can help them solve them.

8. You can also schedule meetings and assign tasks and deadlines to specific team members. You can move tasks from column to column, as they progress through their lifecycle. You can also add other details to each task such as checklists, priority levels, comments, and links relevant attachments 11. You can create a “Report” tab on your top navigation bar. To do this, add or files located in your Teams Content Library folders or SharePoint, or the Power BI app from the store first, and select the most appropriate one external URLs. from “My workspace”. This allows you to view and track various activities associated with a specific pursuit. You can access your pursuit data by 9. The application also allows you to get a snapshot overview of the current linking the Qorus report here, once you’ve set up that report. (Note: We’ll status of all your tasks and projects by clicking on the Board, Charts, or explain more about how to integrate Qorus with Teams in the next section). Schedule buttons. This is particularly useful in the sales pursuit process as timelines and deadlines associated with submitting your responses are usually very tight. These views allow you to ensure that your sales team is on track to complete their tasks, on time.

www.qorusdocs.com 10 12. You can add both a “Meeting recordings” and a “Notes” tab to your top navigation bar by adding Microsoft Stream and Microsoft OneNote applications to the team, respectively, from the store. Just click on the Tip + [Add a tab] button on the top navigation bar and search for and add the Pinning channels within each team to the very top of your left-hand applications. navigation bar makes them quick and easy to access. To pin a channel, simply right click on it and select “pin”.

Congratulations! Your Pursuits Library is now live in Teams! Connecting the two, using Qorus

13. There are many additional applications available in the store that will be In this section, we’ll step through the process of connecting your Content Library particularly useful for pursuits teams. For example, by adding the “Tracking and your Pursuits Library, using Qorus. This will allow you to search multiple Time” app, you can monitor the number of man-hours spent on each client sources at once to locate the best content for proposals. And, it will allow your response. content to be usable directly in your Office applications while responding to customers’ requests.

First, let’s connect to your Content Library:

1. Open SharePoint and locate and copy the relevant link to your Content Library.

www.qorusdocs.com 11 2. Then, open your Qorus application and follow these simple next steps: 4. The next step is to repeat this process to connect your Pursuits Library to Qorus. Follow the same steps outlined above, but rather use the “Microsoft • On the left-hand sidebar, under Manage, click on Content Sources. In the Teams” Connector than the “SharePoint Online Library” connector, if search box, type in and select the SharePoint Online Library connector possible. (NOT the “Microsoft Teams” connector), and then click Add.

Tip When connecting to Teams in Qorus for the first time, you may be required to complete a security review.

5. First, open Qorus and on the left-hand sidebar, under Manage, select Pursuit Types. • Next, you’ll be prompted to give your content source a name (in this example, “Content Library”). 6. Select Microsoft Teams as your connector type. Add your preferred team from the drop-down list and give it a name. You can also populate other • Paste the relevant SharePoint URL into the “Site” box. fields such as description, permissions, and whether the item is outcome- or deadline-based.

3. After clicking Next, you’ll see all the content in the specified SharePoint library, and you can select which parts of it you’d like to be displayed in Qorus, by ticking the relevant boxes. Then click Finish.

Tip If you can’t connect your Pursuits Library to Qorus using Teams, you can use the SharePoint Online library connector instead (just as you did with your Content Library).

www.qorusdocs.com 12 7. Each Pursuit Type links to a single team only. And, depending on the size of your organization, it will typically be based on either your response type (e.g. proposal or RFX) or geographic location.

8. Once you’ve created your type of pursuit, you can start creating pursuits of different types (in the example below, “Proposals” or “RFXs”).

9. By way of example, let’s assume you wanted to create a new proposal. You’d click on the Proposal button in the left-hand navigation bar and then click Add. 15. Now you’ll see that an area has been created for your proposal, under “Pursuits”.

10. Next, populate the various standard fields for the proposal.

11. Click Save. 16. If you open the proposal, you’ll see you also open the Teams channel, where your newly added proposal will be visible. 12. Then click on the Next Smart Fields button at the bottom.

Tip Remember that the Pursuits Library is the pursuit type, while the channel is the individual client working area.

13. Populate your smart fields (i.e. Customer Name, Due Date, Area, Industry).

14. Click Next.

www.qorusdocs.com 13 17. Now you’re connected! Everything you do in Qorus is replicated in Teams – 21. The “Search” function allows you to locate the most appropriate content and anything you build in Teams can be used in Qorus. For example, you can items and copy blocks and insert them into your proposal document, under start uploading content from your computer into Qorus, as indicated below. the relevant sections. (In the example below, we’re searching the Content Library for information about Dynamics365 , for input into the proposal template).

18. Once you’ve uploaded and clicked on it, it will open in the relevant Microsoft application (in this example, Word). 22. You can also easily search through old RFPs located within your Pursuits Library, for content that can be re-used in your current proposals. 19. Click on Open in Desktop App. There you have it! We hope that this guide is helpful to you. If you have any questions or other tips to share, we’d love to hear them. Please contact us at [email protected].

20. If you now open Qorus, you’ll see it on the right-hand side of your screen. You can then view, access, and search for material within both your Content Library and Pursuits Library.

www.qorusdocs.com 14 About Qorus Software

Bring your best minds and content together to create proposals With Qorus’ built-in measurement tools, you’re able to track what that win. It is essential that your sales team has every tool available prospects are looking at within your content, what they’re sharing, to respond to each new sales opportunity and win more business. and the time spent on each page. With Qorus, you’ll deliver customized proposals in minutes instead of hours, using pre-approved, and branded content. Gain valuable And, 62 percent of Qorus users have reported a spike in productivity, insights to create smart follow up. resulting in 20 percent higher sales velocity and a $20,000 annual productivity savings per user.1 Use Qorus’ powerful recommendations engine to locate the perfect attachment in seconds without endlessly browsing through files. Empower your salesforce with Qorus, designed to close Search multiple content sources at once and use our filters to enable more deals faster. your team to find the most up-to-date and relevant components, even as your content library continues to expand.

Easy to use and intuitive, Qorus enables your sales team to quickly REQUEST A DEMO craft a targeted, professional, and engaging pitch. Built on Microsoft

Azure, you’ll create secure proposals up to five times faster, all from For more information please visit: within your familiar environment or CRM system. www.qorusdocs.com | [email protected] Over 4,000 Microsoft partners currently use Qorus, including Ingram Micro, Tech Data, SYNNEX, SherWeb and Arrow. Follow us

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