Document Collaboration and Workflow

Enterprise document collaboration, document lifecycle, task management and workflow solutions

 

The Lifecycle of Business Content

Managing the lifecycle of documents is a critical business for business.

The lifecycle may include how documents are created, stored, organised or categorised, searched for, shared, collaborated and archived. Being able to follow the change audit and control the permissions is key (view, add, edit, share out, delete). Collaboration is the action of working with someone to produce something. With regards to document collaboration, this is the effort of staff and the evolution of a document to deliver some business benefit. 

At the enterprise level, if documents cannot be found, managed, get damaged or lost, then collaborative benefit is stunted.

Effective collaboration requires centralisation and control, which then leads to efficiency.

 

Step 1: Centralisation

Collaboration Platform

Documents tend to get scatterered over desktops, laptops, mobiles, tablets and other various devices, trapped in emails, and even lost or outdated. Scatter can also lead to using out of date information which may mislead staff and customers (e.g. price lists, product information, policies and procedures, etc). Scattered content may also be inadvertently excluded from some form of backup process.

It has been calculated that globally approximately 7.5% of all documents are badly categorised and/or lost in business.

That number might sound a bit low, but even for a small organisation with 10,000 documents, this equates to approximately 750 documents. To track down or rebuild those documents at an average cost of about $100.00 per document costs the business approximately $75,000.

Decentralisation means business owners do not any controls over their business knowledge.

 

Step 2: Control

In an unsecured network configuration, staff can freely create, lose, delete or even deliberately deface and destroy your business documents without owner knowledge. Documents could even be taken to competitors. These complexities are increased in the era of Bring Your Own Device (BYOD).

Our solutions deliver a robust scalable framework, enterprise wide centralisation, permission driven access, support for any document format, full audit compliance, versioning control and rollback, APIs for integration, and even document deletion protections. When staff move on, their access is simply cut off protecting the business.

When combined with an compliant archival email solution, all organisational content (documents and emails) can be locked down and secured against an auditable trail which provides a level of assurance to business owners.

 

Step 3: Efficiency

Once your business has centralised its content and gains control, it can scale to take advantage of workflowing tasks and automation.

A workflow consists of an orchestrated and repeatable pattern of business activity enabled by the systematic organisation of resources into processes that transform materials, provide services, or process information. It can be depicted as a sequence of operations, declared as work of a person or group, an organisation of staff, or one or more simple or complex mechanisms. From a more abstract or higher-level perspective, workflow may be considered a view or representation of real work. 

The flow being described may refer to a document, service or product that is being transferred from one step to another.

 

 

Comparison: Archive Storage vs Cloud Network Drive vs Collaborative Document Management

Feature Cold Storage FTP Archive Drive Cloud Based Network Share Drive Document, Workflow & Business Process Management
High Level Features
  • Access to drive via FTP

  • Archive any file into storage

  • Store to protect older documents

  • Secure WebDav network shared drive

  • Sync multiple PCs or run small network

  • Share large files with clients

  • Includes all features of Network Share Drive

  • Add full collaboration management

  • Add common and custom workflows

  • Add business compliance

Suitability
  • Shared storage for 1 to many users

  • Shared server for 1 to 5 users

  • Sync drive over multiple devices

  • Secure sharing for sensitive content

  • Businesses 5 to 500 users (blocks of 5)

  • Manage internal staff and external contractors

  • Secure sharing for sensitive content

  • Invite external staff into specific project sites

  • Staff working from different offices or sites

  • Paper heavy approval processes

Benefits
  • Store documents away from the PC

  • Manage a single project site at a time

  • Store documents away from the PC

  • Secured over SSL

  • Collborate on multiple projects concurrently

  • Build business compliance

  • Store documents away from the PC

  • Full document versioning and audit trail

  • On-prem to cloud hardware-less fileserver

  • Departmentalise content with permissions

  • Implement custom BPM workflow cycles

  • Option for enterprise real time usage reports

  • Customised browser landing page theme

  • CapEx or OpEx purchase options

  • Made to measure implementation

  • Secured over SSL

  • Options to increase security with a VPN

Deployment
  • Our managed cloud infrastructure

  • Our managed cloud infrastructure

  • Daily rolling daily backup held for 48 hours

  • Served nodes in 3 countries (AU, UK, and USA)

  • Served by the closest server node to you

  • Private cloud, on-premise, or hybrid arrangement

  • Horizontally scaled to desired performance

  • Runs from your subdomain / domain

  • High availability options and SLA

  • Customised backup / DR strategies

  • Cloud delivered from 14 countries

  • Cloud served by the closest node to you

  • Replication options to speed up performance

User Interfaces
  • FTP Client

  • File Explorer

  • Mapped WebDav folder (Win 7+, MacOS, Linux)

  • Configuration for Terminal Services

  • Smart mobile devices (iOS and Android)

  • Simple browser client

  • FTP Access

  • Mapped WebDav folder (Win 7+, MacOS, Linux)

  • Configuration for Terminal Services

  • Smart mobile devices (iOS and Android)

  • Rich browser client (for sophisticated users)

  • Simple browser client (for general users)

  • FTP Access

Storage Space
  • Min 10GB up to Terabytes

  • A site for each project (min 1GB)

  • Increase site in blocks of 1GB (max of 50GB)

  • Storage scalable based on business requirements

  • Storage starts at 50GB

Audit Control
  • No document deletion protection

  • No document versioning

  • Document deletion protection

  • No document versioning

  • Document deletion protection

  • Document versioning and rollback options

  • Deleted content recovery tool

  • Full audit trail on users

  • Accountability tracking of tasks and workflows

Content Types
  • Any File Type

  • Documents

  • Documents

  • Project Calendar

  • Data Lists (simple to do, contacts, events etc)

  • Wiki

  • Links

  • Custom content types

Advanced Optionals
  • Text content OCR for search

  • Custom defined search indexes

  • Folder space templates

  • Document templates

  • Branded landing page

  • Branded email notifications

  • Website CMS integration (Drupal, WordPress)

  • CRM Integration (SuiteCRM, SugarCRM, Salesforce)

  • Email content directly into repository

  • Touch device signing

  • External content scraping and store

  • Label detection

  • Explicit content detection

  • Facial detection

  • Landmark detection

  • Logo detection