sharesuite - A Tool for Bigger Documents

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1 STORE, MANAGE AND TRACK DATA WITH SHARESUITES DOCUMENT MANAGEMENT SYSTEM Promising improved oversight and effectiveness with secure cloud-based software

2 white paper document management system august 2015 sharesuite is a modular software that enables you to cut through the growing complexity of big projects, with sharesuite s document management system at its core.

3 DOCUMENT MANAGEMENT - A CASE STUDY Robin Brown is lead engineer for a big construction project and always has to deal with a lot of paperwork, files and documents. Every new document needs to be sorted, sometimes one document circulates in various versions and the flow of information hardly works as desired. sharesuite s document management system is designed with all these factors in mind and will help effectively manage all documents. The document management system is built to help on two fronts; first, it helps you to keep your documents organized and second, it automatically ensures that everyone is up to speed with recent changes. S T O R E M A N A G E AND TRACK INFORMATION

4 MANAGEMENT SUMMARY The document management system of sharesuite will revolutionize the way you work. It acknowledges all of your needs and gives you the solution to countless problems. By using our DMS, you can be sure that all documents are saved in the cloud and accessible on all of your devices- anytime and anywhere. Problems caused by multiple versions being circulated are now easily avoided; sharesuite only displays the latest version of a document while all previous versions still remain accessible (including a change log for each new version). Important documents can be bookmarked and placed on a watchlist. Bookmarking saves you the time of having to search for the file or document you need and the watch list sends you an as soon as someone else has uploaded a new version of the document you are watching. OPERATE WITH SHARESUITE Partially storing files in the cloud is something many businesses already do. However storing all your files in the cloud carries the potential to enormously boost your business. Specifically when working on complex projects with multiple participants, it is important to keep everyone informed about updates. sharesuite achieves this by giving you real time access to all documents, processes and other information. Traditional cloud file storage provides you with remote access, but still leaves a lot of space for improvement. With the document management module, you are able to view a document s update history along with a change log. Accessing earlier versions of a document is no problem either, as they can be traced easily in the document s history. To improve the general oversight, watchlists provide updates on important documents via or notification on our app.

5 FEATURES OF SHARESUITE S DOCUMNT MANAGEMENT S Y S T E M KEY BENEFITS Version history gives you access to all versions of a file, including comments on changes Check-in/check-out function improves document oversight Bookmarking of documents and folders Watch lists enable you to follow updates for important documents easily Better oversight of compliance with a company s data handling policy Documents can be linked to a task, duty or workflow Quick and easy access to all documents from virtually anywhere Detailed fine tuning of access controls Full integration into all other modules

6 FUNCTIONS 01 Access controls sharesuite provides you with 04 Watchlist Putting a document on the controls for the access to each watchlist will keep you informed document, that way you can about any update, comment be sure that confidential files or change to this document by remain confidential. sending you an or push 02 Sharing You can share documents in two ways, either you send a link that grants direct access or you send a link that requires a password. Of course it is also possible to set an expiration date for the link and restrict the kind of access the link grants (e.g. read 05 notification on your phone. Document history The version history for a document will provide you with a detailed overview about when an updated version was uploaded, by whom and if she/he made any comments on the changes she/he implemented. only). 03 Check-out The check out of a document shows other users this document is being worked on, thus avoiding confusion and unnecessary work.

7 06 07 Bookmarking Bookmarks work just like they do in a normal browser, they will help you easily navigate through sharesuite and find important documents. Other features sharesuite also has a variety of smaller features that are centered on making your work easier. Be it the download of files via double-click, the recycle bin which lets you retrieve deleted documents or the ability to create zip-archives in the cloud.

8 CONCLUSION Data management can be hard to maintain, especially when engaging in vast projects with multiple different parties. This is where the docs module for sharesuite comes in. With this module, you can improve the flow of information between parties by providing everyone with the documents they need. Furthermore, you can use this module to introduce and enforce certain data handling standards within your company. If users have to save all their work in the cloud instead of locally on their own hard drive, you can avoid putting a task on hold just because the responsible person is not there and nobody has access to their data. So, no matter if you want to improve your company s communication with other companies on a project or if you want to boost your effectiveness, the sharesuite docs module is the right choice for you. Using sharesuite, you will be able to successfully complete your project in less time.

9 share data. share projects. sharesuite.

10 beevolution GmbH Joachimstrasse Hannover Germany Tel.: +49(0) 511 / Fax.: +49(0) 511 / support@sharesuite.com