Documents are the lifeblood of modern businesses and yet they are the most ignored.
Even today where quick and easy access to information has become the norm, employees are still known to spend 10% – 15% of their workday just looking for documents or information. Every company, irrespective of what industry it belongs to or what size it is, generates a variety of documents that can range from brief email messages to lengthy reports, complex legal agreements, and more.
As thousands of documents are stored in your document libraries, it is inadvertent that you might need to open documents to know what the document is all about, search for just the right document in one go, spend plenty of time in editing or organizing the documents, manage complex approval workflows, and alike activities.
Would it not be better to save your most precious time with a modern document library viewer and improve document discovery?
Many businesses use document management solutions to solve the issues of document discovery, but they only serve the basic purposes like;
All these features are just fine when you are dealing with a small company. But what happens when you are dealing with a company with over 50 departments, each with over 100 document libraries with hundreds of thousands of documents? How can you navigate through them easily and find what you need?
What is a Library Viewer?
A document library provides a secure place to store and manage files at a central location. It empowers you and your co-workers to find the files easily, access them from any device at any time, and work on them together. The document library viewer power the users to view documents or media from the document library in the browser window. The library viewer is available on every department and project site. It provides convenient access to multiple document libraries and enables you to manage user-based access permissions with a lot of advanced features.
Improving document discovery with BizPortals365 Library Viewer
BizPortals 365 recognize the challenges of document discovery while enhancing the document accessibility and discovery features with a new and improved Library Viewer.
Let’s look at a real-world scenario
A large company with 5000+ employees has five locations worldwide.
The organization uses SharePoint for its Document Management needs. Their SharePoint has been set up with the various Department sites and document libraries have been created in each department – named by their location. For example, their Sales Department has document libraries within it with names Boston – USA, New York – USA, Mexico, Australia, and India.
Every location is using a different CRM solution. Assistant Sales Managers at each location generate sales reports from their system every week and upload them into their document library for the VP to view. Each Assistant Sales manager uses his discretion to name the document, tag it, and categorize it.
Problem: The VP of Sales needs the sales reports from each location, every week, and is spending too much time and effort on navigating, searching, and locating the latest reports from the various document libraries.
It is easy to see how the office 365 productivity library was able to fix a complicated, error-prone, time-consuming process; and improve document discovery and management. Get a Free DEMO to know how BizPortals 365 can help expedite the process of searching through mounds of information, improve document discovery, and address the common challenges of document management.