Tips & Stories


Quick Tip: Adding New Users with Automatic Approval

Evernote Business

Getting everyone in your company to join your Evernote Business account is fast and easy when you enable automatic approval, which allows any user with an email address in your company domain to join your Evernote Business account. This saves you the time of having to invite each user individually and is the preferred method of adding users.

To make getting all of your users to join using automatic approval even easier, we’ve created an email template in a Public Note that you can copy or send directly to your employees with all the information they need to get started. Click to view the Public Note.

Enabling Automatic Approval

Add Users tab

To enable automatic approval, do the following:

  1. Log in to Evernote Web with your Admin account
  2. Click your name in the top-right corner of the screen to open the ‘Account Info’ menu
  3. Click ‘Admin Console’
  4. Click ‘Add Users’ in the sidebar
  5. In the ‘Automatic approval’ field, enter the email domain you want to enable automatic approval for, e.g. evernote.com
  6. Click ‘Add’

Please note that you can only enable this feature if your company has a dedicated email domain, e.g. evernote.com. Enabling a generic public domain, e.g. gmail.com, is not possible.

Adding Users

Once automatic approval has been enabled, users can simply visit our Evernote Business site, enter their company email address in the ‘Get Started’ field, then click the green arrow next to the field.

get started box

Evernote Business will automatically send them an invitation email that contains a link and instructions on how to complete the process of joining your company’s Evernote Business account.

Whitelisting evernote.com

Evernote Business Admins are strongly encouraged to ask their company IT administrator to add evernote.com to their email whitelist. This will ensure that Evernote Business invitation emails are received by your users and not filtered as spam.

Tips & Stories | 20 Dec 2012 | By Alex Muramoto

How Furniture Retailer, Aaron’s, Inc., Built a Point of Sale for 1900 Stores Using Evernote (Business Series)

  • Name: Cory Voglesonger
  • Profession: Director, Store Software
  • Company: Aaron’s, Inc. (NYSE: AAN)(1,150 company-owned and
    664 franchised stores across the United States and Canada)
  • Location: Atlanta, GA
  • Website: Aaron’s, Inc.

Bio:

Cory Voglesonger runs a product development team at Aaron’s, Inc. (NYSE: AAN), a furniture, electronics, appliances and computer sales and leasing company with 1,150 company-owned and 664 franchised stores across the United States and Canada. Evernote is his team’s core collaboration, organization and communication tool.

Evernote, everywhere:

At the office, employees primarily use Windows machines, but at home and on the go, they can log into their accounts from any device. When employees are on the road, they can log into their account from any number of computers and mobile devices.

Using Evernote for a Huge Project: Company-Wide Point of Sale

My team is working on building a new point of sale for the company, a massive project with many moving parts, stakeholders, and points of entry.

I needed a tool that would help my team quickly and easily capture the incredible amount of information that we were dealing with, and be able to access it from any device.

Here’s why we chose Evernote, and how it helps us run a smooth operation:

  • We needed a tool that would be ubiquitous
    My development team is distributed and is constantly sharing tons of information. People are on the road, in different locations, using different devices when they’re on the go. With Evernote, we can start a project at the office and pick up our workflow from any device whether we’re on the road, at home, or on a plane. Things are always moving forward.

  • We needed a tool that would allow us to capture information in any format
    Before we started using Evernote as a team, we didn’t have a flexible and easy-to-use place to house information like meeting notes, whiteboard drawings and quick handwritten sketches and memos. There was no one-size-fits all solution. With Evernote, we can capture virtually any idea, concept, or note –even if it’s written on a napkin during a lunch meeting!  Everything that comes up over the life cycle of the project is saved into a shared Evernote folder, accessible by anyone in the company. [Learn how to attach files to your notes]
  • We needed a tool that would make it easy to find information
    Evernote has become a central knowledge base for the Aaron’s national call center and our business users, so having the ability to search through a lot of information and quickly find what anyone might be looking for is vital. Evernote’s search feature allows both members of the call center and business users to quickly search for answers to questions as they come up, instead of sifting through buried folders in a rigid system. Not to mention, Evernote helps my team and I organize our own incoming correspondences, attend to different projects throughout the day. With other programs, the information you’re looking for might be there, but it’s buried in a folder structure.
  • We needed a tool that didn’t have a pre-determined structure
    With Evernote, we can easily drop information into shared notebooks, without having to spend time figuring out a folder structure. For Aaron’s employees, Evernote is about getting information down and being able to share it across development teams, without having to immediately organize it.

  • We needed a tool that would allow us to share information
    My team is constantly sharing information. In Evernote, updates can be made quickly, so we always have access to the latest information. In the past, we’ve struggled to seamlessly share information with many different team members across the organization—particularly our national call center. [Learn how to start sharing]

Getting Everyone on Board

When we chose to use Evernote as a team, I created a Sponsored Group, giving every member of my team a Premium account. I didn’t have to worry about convincing people to convert to using new devices because it was ‘Mac-only.’ Evernote is available for virtually any device, so anyone on my team could use it. I pay for everyone’s account (discounted for groups) on one single bill. When new members join the team, I simply add them to the group, and they’re immediately able to access all team discussions, brainstorms, documents, snapshots and sketches. [Learn more about Sponsored Groups and how to get started.]

Making business decisions with the help of Evernote

Having a place to store all kinds of information—from snapshots of whiteboard discussions to files and voice memos—gives team members an easy way to save and share information that would otherwise have to be saved to different programs, files and computers. The ability to have any type of content saved in one place gives my team a holistic view of major projects and collaborations, and often helps build clarity around specific implementations.

We’ll often come up with solutions and make decisions by pulling up any number of notes associated with a specific date or aspect of a project.

 * Originally posted by Cory Voglesonger on October 6th, 2011
Tips & Stories | 16 Oct 2012 | By sgupta

Lindsey C. Holmes, Evernote Small Business Ambassador Shares Her Business and Marketing Tips

We’ve heard from many of our small business users that Evernote is an invaluable tool for keeping track of ideas, projects, and to collaborate with teammates. Today, we’re excited to announce our newest Ambassador, who will be sharing her tips for using Evernote in a small business setting. To kick things off, we’re handing the mic over to Lindsey C. Holmes. 

Bio

Lindsey C. Holmes is the founder of LCH Business, her digital marketing agency. Her company develops mobile applications and works with clients to create social media marketing campaigns. Lindsey’s passions include GTD, digital marketing, digital PR and Evernote. See how she runs her business on Evernote.

I use Evernote, Everywhere

  • Mac
  • Windows
  • iPhone
  • iPad
  • Web

I use Evernote for Running my Business

I’ve been an Evernote user for three years and in that time, it has changed the way I think; a phenomenal feat for a free tool. In the context of my business, I use Evernote for a combination of marketing and GTD (David Allen’s Getting Things Done methodology). Here are some of the reasons Evernote has become invaluable to me:

  1. Evernote is seamless. As a business owner, I travel a lot, work from home and in the office. I have a staff of 8 and Evernote helps me manage my workflow, regardless of where I am.
  2. Evernote is totally flexible. It has just enough structure to it that I can organize my notes however I want. The more I started using it, the more it helped me with my productivity, and allowed me to actually process information faster.
  3. Evernote helps me create. Because I don’t have to spend a lot of time thinking about how to adjust myself to a structured system, I’m able to focus more on the creation process, and organize however I see fit. The tool doesn’t own me, I own the tool.

How I use Evernote for Marketing

I’ve been using Evernote to capture and create for years, but recently, I’ve realized its huge potential for distribution. Evernote is the most cost effective marketing tool I use and it has allowed me to completely streamline my process. Lately, I’ve been obsessed with Evernote’s sharing features. At my company:

  • We create Shared Notebooks for all of our events. It’s easy for me to be out in the field and drop something into Evernote and know that anyone that has access to it will see it. I also love the ability to share something with my Twitter and Facebook networks, straight from my Evernote account. I love that I can use one tool to do so many different things. [Learn about sharing from Evernote]
  • I use Evernote for document storage. I store all of my documents in Evernote, where I can easily edit them, export them as PDFs and drop the edited version right back into the note, where it will always be available to me.
  • I use Evernote as my distribution tool. I’m able to send emails to my team right from my Evernote account, which makes the communication flow extremely efficient and effective.
  • My office is completely paperless. I rely on my Doxie scanner and Shoeboxed (a service for digitizing paper and saving it to your Evernote account)  for helping me process paper and then get rid of it.

Every new company staff member is trained on how to optimally use Evernote; it’s invaluable to our business!

Evernote for sentimental mementos, serial numbers and more

The more I use Evernote, the more uses I find for it. Here are a few ideas:

  • I take pictures of outfits before trips. This helps me pack whatever is appropriate and know which pieces in my suitcase go with what.
  • I keep information about my dog, Banks, in Evernote. When we arrive at the vet, I can pull up my dog’s medicine and immediately provide the vet with all the information he needs.

  • I have a notebook for my parents and my little sister. These notebooks include photos and even medicine information. If I’m visiting my sister in DC where she lives, and my parents need me to pick something up for them, I’m able to find everything I need in Evernote.
  • I take pictures of birthday cards. I realize that with Evernote, it’s about the sentiment. By snapping photos of cards with Evernote, I’m able to look at my collection in Evernote much more than if it was kept in a box somewhere. I’ve become a digital hoarder!
  • I store computer serial numbers in Evernote. To keep my gadgets’ serial numbers handy, I snap photos of them using Evernote.

The bottom line is: whenever I come across something that I think could be made easier, I go to Evernote first.

Evernote for networking and events

I go to a lot of events. Since I’m a very organized person, I take lots of notes and photos of business cards. I drop them all into a Shared Notebook that other people who may have attended the event might want to access. It takes the stress out of trying to share notes and tips!

Originally posted by Kasey Fleisher Hickey on March 1st, 2012

Tips & Stories | 16 Oct 2012 | By sgupta

Run a Small Business with Evernote: Great Food Group Inc. (Business Series)

  • Name: Patrick Albrecht
  • Profession: Restaurateur, owner of Great Food Group Inc.
  • Company: Great Food Group Inc. (total staff: 160)
  • Location: Atlanta, Georgia
  • Website: Great Food Group Inc.

Bio

Patrick Albrecht is the owner of Great Food Group Inc., an Atlanta-based restaurant group. He runs three restaurants in the Atlanta area (Paul’s, Social Vinings and The Vinings Fish Company). Patrick started working in the restaurant business when he was fourteen years old and spent nine years traveling throughout Europe and expanding his knowledge of world cuisine before returning home to Atlanta. He co-founded Great Food Group Inc. with his father, Chef Paul Albrecht, in 2005.

Watch Patrick and his restaurant team in action.

Evernote, Everywhere:

Evernote Partner Apps I Use:

  • Inkiness for turning my iPad into a sketchpad and sending handwritten notes to Evernote

I use Evernote for…

I basically run my business in Evernote. When I first discovered it, I started using it as a to-do list manager, but then something just clicked and I thought, “I could do so much for my business with this tool.” My managers, accountant and even my repairman all use Evernote. We all have Premium accounts and billing is super easy for me to manage thanks to Sponsored Groups.

I’m always on the go, so I need to be able to access files and information wherever I am, whether I have my iPhone or laptop with me. I have a vision for being the first entirely paperless restaurant business in America and with Evernote, we’re almost there:

  • We structure our workflow in Evernote: Tasks, to-dos and daily employee recaps are shared in Evernote. With shared notebooks, everyone knows to check in to see what they’re responsible for that day. [Learn how to start sharing notes]

Above: Keeping track of our chef’s weekly food order and a shared repair list with our contractor

    • Evernote is our business’s electronic filing cabinet: All invoices, credit card receipts, alcohol licenses and employee files are scanned into Evernote, so they’re all searchable and always accessible. Whether one of our chefs is trying to figure out the price inflation on red peppers, our accountant is looking for a specific line item, or I’m meeting with a contractor off-site and need to access an important document, all we need is Evernote. All of the information is found by entering a few keywords into the search box. [How to use the Evernote search box]

  • Evernote is a great way to standardize and centralize training and hiring procedures: For a restaurant, that’s huge. We’re able to efficiently organize new hire documentation, record notable incidents, and review employees on an ongoing basis. Each employee has an individual profile and record of achievements. Any issues that have been escalated are noted and saved in Evernote as well. Evernote is an HR lifesaver.
  • When you run a small business, you have to always be prepared for things big and small: Evernote helps us collaborate on major projects (like launching our fourth restaurant), and it’s also the place where we save pictures and specs for every type of lightbulb any one of our restaurants might need. When I’m at the hardware store, I never have to rack my brain about what needs to be purchased or where in the restaurant something needs to be replaced.

Evernote: your personal, paperless, always-available assistant

I have an entire closet devoted to my last restaurant. It’s just been sitting in my house. Now I scan everything and throw it in the trash.  Even if I am filling out a contract, I just pull out my phone and take a picture. People ask, “What are you doing?” and I reply, “Oh, I’m putting it in our filing cabinet.” I don’t want a copy, I throw it away.

Right now, we’re building a new restaurant and I’ve got meetings every thirty minutes in the day. I catalog every step I’ve taken at the new restaurant: I’ve taken pictures of the plumbing and floor, pictures of artwork, carpets, audio-visual equipment, plates, lighting, kitchen equipment (the price, dimensions, how much power it needs, gas line needed), and potential uniforms. For a new restaurant, Evernote is a lifesaver.

Keeping Track of People and Places in Evernote

I have a People notebook and all of the different restaurants’ managers are in there. Whenever I meet with any of them, I pull up the notes associated with their names, so I know exactly what we have to discuss. I record conversations with contractors, so I never miss a beat when we get together to discuss project plans.

I also have a Places notebook with notes for my restaurants, my accountant’s office, etc. In each of those notes, I put what needs to happen when I find myself in any of those places. I’m always able to answer the question: What needs to happen at this place right now?

Favorite feature

Anywhere access. It’s amazing how much information I’m able to capture and access no matter where I am, even if I’m offline. We also couldn’t function without the search feature — being able to search inside PDFs saves hours of time, especially for our accountant who believes that Evernote has fundamentally transformed his job, saving him hours of time.

* Originally posted by Patrick Albrecht on July 19th, 2011

Tips & Stories | 16 Oct 2012 | By sgupta