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get scatterered over desktops, laptops, mobiles, tablets and other various devices, trapped in emails, and even lost or outdated. Scatter can also lead to using out of date information which may mislead staff and customers (e.g. price lists, product information, policies and procedures, etc).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: Web-Based Shared Network Drive vs Full Collaborative Document Management

Feature Buzzdocs Web Based Share Drive Alfresco Document Workflow & Business Process Management
High Level Features
  • Document sync between multiple PCs

  • Share large files with clients

  • Includes all features of Buzzdocs

  • Add full collaboration management

  • Add common and custom workflows

  • Add business compliance

Benefits
  • Manage a single project site at a time

  • Secured over SSL

  • Build business compliance

  • Collborate and manage multiple projects sites concurrently

  • Full document versioning with a full per user audit trail

  • Switch from traditional in-house to hardware-less network fileserver

  • Departmentalise content based on staff access permissions

  • Solve complex processes with custom BPM workflow and approval cycles

  • Option for enterprise real time usage reports

  • Option to customise rich browser landing page and theme

  • Option for CapEx or OpEx purchase options

  • Made to measure implementation

  • Secured over SSL

  • Options for additional security with a VPN

Suitability
  • Single user or SME needing sync over multiple devices

  • Single shared license for 1 to 5 users

  • Secure file sharing too sensitive for email or Dropbox

  • Any size business (5 to 500 user licenses in blocks of 5)

  • Handle both your staff and external contractors

  • Secure file sharing too sensitive for email or Dropbox

  • Invite external users into specific project sites with control over access permissions

  • Businesses working from different offices and/or on-site work

  • Businesses heavy in paper and paper approval processes

Deployment
  • Our managed cloud infrastructure

  • Rolling daily backup held for up to 48 hours

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

  • Your content is served by the closest node to you

  • On a private cloud, on-premise, or a hybrid arrangement

  • Private cloud horizontally scaled VMs to desired performance

  • Private cloud runs from your subdomain / domain

  • High availability options and SLA

  • Customised backup and disaster protection strategies

  • Can be served on nodes in 14 countries around the globe

  • Your content is served by the closest node to you for better performance

  • Content can be replicated between nodes to speed up global performance

User Interfaces
  • Network share desktop folder (Windows 7+, Mac OS, Linux)

  • Smart mobile devices (iOS and Android)

  • Simple browser client

  • FTP Access

  • Network share desktop folder (Windows 7+, Mac OS, Linux)

  • Smart mobile devices (iOS and Android)

  • Rich browser client (for sophisticated users)

  • Simple browser client (for general users)

  • FTP Access

Storage Space
  • 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
  • Document deletion protection

  • No document versioning

  • Document versioning and rollback options

  • Full audit trail on users

  • Accountability tracking against tasks and workflows

  • Expired and deleted content housekeeping toolkit

  • Document deletion protection

Content Types
  • 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