How do we do it: mobilizing documents from your file server

Transcription

1 How do we do it: mobilizing documents from your file server Mobco BVBA

2 Table of contents 1 We have a file server 3 2 We are the users and we want it to be easy 3 3 Must have and Want to have documents on the go 4 4 All documents when online 5 5 Just a quick edit and we re good 5 6 The best apps to edit documents and show presentations 6 7 1,2,3 for mobile presentations 7 8 1,2,3 to create a text document 8 9 What does it take to mobilize my information? 9 10 About us: 10 Mobco contact details: info@mobco.be or website Mobco BVBA Kerkberg 5, 1700 Dilbeek, Belgium This document is written by Ulrik Van Schepdael, Managing Director of Mobco. This whitepaper describes how we at Mobco use mobile documents. How to gain access on any device, how to edit and save back, how to make sure every team member has the latest version of shared documents and easy access to its own home directory. Check our website for more whitepapers and case studies

3 1 We have a file server Yes, we know, the entire planet is shifting to a cloud storage model but we re still looking at virtually unlimited internal storage. Why? Well, security and privacy would be one element, but speed is the real reason at the office we want lightning speed for our servers there s no reason why we shouldn t use that capacity for our documents as well. We re not going to enter the debate if yes or no this strategy is the right one, we primarily use on premise file servers and a SharePoint server. On top of that, we don t believe we need to copy our documents to a cloud service in order to make these mobile. We don t want copies of the same document on different servers! 2 We are the users and we want it to be easy When we re using laptops we understand there s a whole process to connect over VPN to our internal network but not when we re using mobile devices! We want the connection to be easy, quick, safe and basically pleasant to use. That s quite a challenge to translate that into a requirement : one-click-access. Steps to follow: 1 This means that every action on the mobile device should result in a concrete and valued result. Think about it how many times you need to repeat the very same sequence of actions to get the desired result, how many times you need to enter your password, Our commitment is to simplify, secure and make it one-click-accessible!

4 3 Must have and Want to have documents on the go Our employees are mobile, they visit customers, service equipment and software. We want them to have the latest documents on their mobile devices. The must-have: we want them to have information with them, even when they re offline! è we use Acronis Access with the pushed synchronization feature. This works for Mac, ios, Android and Windows a must have if you think about document distribution in your organization. The manager decides what information each employee must have with him or her at any given time. This is push synchronization of documents such as presentations, manuals, Our employees want their home folder from the network share on every device, including their mobile and tablet! è Acronis Access is just perfect to mobilize the home folders. Important in this set-up is that we don t copy the information to the cloud or to another server, we truly mobilize the information from the network share right onto the mobile device of the user. Our employees select the folders, drives or documents to make offline available in function of their activities. When online they can access all folders and documents. The result is that our employees no longer worry on what device the document might be stored, it s always there where they want it to be. Peace of mind, efficiency, professionalism

5 4 All documents when online Online means that we have some sort of connection available, like 3G or wifi. At this moment we want to be able to browse ALL servers, ALL folders and all documents! In the same app we can do just that! Our sales people have direct access to all customer contracts, engineers have access to all technical documentation! 5 Just a quick edit and we re good An underestimated feature of the Acronis Acces app we re using is the fact we re able to do a quick edit of just any office document and save it back to the server. It s not the most advanced editor, but it does the job and is powered by SmartOffice!

6 6 The best apps to edit documents and show presentations Who says this whitepaper was written on a traditional computer? We ve written another whitepaper where we describe the difference between Document Providers and Document Editors. The conclusion is that the Document Provider, in our case Acronis Access, is selected and managed by the Corporate IT team. This is basically the secure access to your internal storage. The Document Editor on the other hand is a personal choice of the employee. Although Corporate IT will still control the information flow, the actual used editor as such is not relevant in terms of security. (note this app is managed = secured) What do we use? We want high quality editors, easy to use (and preferably free). We made a deliberate choice for Apple Keynote, Pages and Numbers. It s easy to open documents from Acronis Access to these apps and back. How about Office 365? The Office offering of Microsoft is very strong and provides the most familiar interface in terms of document handling ever. It s probably the best suite out there, but we can t save our document back to our file share and we want to be able to do that. That s an unfortunate gap that for some users might not be an issue when a local SharePoint can be used. If you are using Office365 and OneDrive, you should go for the Microsoft office apps since these provide the best integration with the Microsoft Cloud

7 7 1,2,3 for mobile presentations Ok, we meet lots of prospects and customers. Some presentations are ready-made, others require customization and honestly, that s very time consuming. By the way, we don t presentations to ourselves In the office 1. Make the presentation! We use a MAC and save the work to our home folder. On the go 2. We open the Access app on our ipad and select the presentation 3. We can edit or just start the presentation

8 8 1,2,3 to create a text document Using Pages to create rich text documents is perfect, but how do we save the information back to our home folder? On the go 1. Open Pages and create your document 2. Send your document to the Access app and select the folder where you want to save it In the office 3. Go to document folder

9 9 What does it take to mobilize my information? One decision and one service on a windows server in your DMZ. It s really not that a big deal. Remember, we mobilize your business we don t re-invent your IT infrastructure. The budget for such a project can be seen in the same range as a new macbook. To be clear, that s the cost of ONE macbook to set-up the entire project! The security of your documents, even when mobile, remains intact! When you are using our technology the document will never escape your control. And when an employee leaves the organization or looses his or her mobile device, you can remotely wipe the company information. Mobilizing information using Acronis Access brings the perfect balance between operational excellence, security and the user experience. Contact us to learn how we can simplify your mobile life by providing you the right tools. Check our website for more detailed technical information. In short, we need to install a new service on an existing Windows server with access to your document shares that s about it

10 10 About us: Mobco bvba is an expert and market leading company with a unique focus on mobile in business, specializing in Business to Employee services. Mobile is part of our DNA, it s what we know best, and it s what we do. The mission of Mobco is to help you to do better business by using mobile devices. Our portfolio includes consultancy services, technical services and technology to drive mobile efficiency and to better execute the business strategy. A successful combination because we know what we put on a slide can work in a real business environment. Contact mobco for: Consultancy on your mobile strategy, policies, profiles and mobile IT architecture. Migration of your existing Blackberry fleet to the next generation platforms. Technical implementation and integration services by certified engineers of Mobileiron, Acronis Access, Samsung KNOX. B2E Android and ios app development taking into account enterprise distribution and security. Mobco contact details: info@mobco.be or website Mobco BVBA Kerkberg 5, 1700 Dilbeek, Belgium