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Improving Document Discovery with
BizPortals 365’s Library Viewer

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 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;

Home page that displays a list of “Recent documents”

Capability for users to mark documents as “favorites”

Organizing and tagging documents for quick retrieval

Dedicated document libraries for every department

Global search over sites to find and filter documents via categorized results

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 devices 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 a convenient access to multiple document libraries and enables you to manage the 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 new and improved Library Viewer.

Toggle between libraries within a department/team site by selecting them from a drop down

Quickly access the documents you need with advanced keyword-based search feature without having to navigate to the individual libraries

Perform all document actions, including uploading, versioning, sharing, and searching, from this library view

Create relationships between different lists by using a combination of unique columns to enhance your ability to preserve the data integrity and create sophisticated business solutions

Sync your library with your computer or with Outlook in a few clicks

Preview feature for Microsoft Office documents – Word, Excel, PowerPoint – lets you see what’s inside without opening them

Pin important documents to always stay on top of the list

Edit more than one items at once with bulk editing features

Create your custom views with the standard features of sorting, moving, resizing, ordering the headers and wrapping the text. You can switch to different library views in a single click.

Customize your workflows to automate document approval process that automatically updates all authorized team members regarding the document approval status until it is finalized.

Bring multiple files and folders in one go with File Dropbox. You can easily drag and drop these files and folders to get them stored directly in the individual libraries. You can also create multiple instances of File Dropbox and give custom names to organize your documents in best possible ways.

Access your frequently accessed files, folders, and libraries with quick links

Let’s look at a real-world scenario

A large company with 5000+ employees, has 5 locations worldwide.

The organization uses SharePoint for their Document Management needs. Their SharePoint has been setup 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.

Solution:

BizPortals 365 can integrate with the different CRM solutions, extract a report every week (let’s say Wednesday), and drop it into the respective document libraries using a naming convention that has been agreed upon.

The library viewer makes toggling from one library to another (within the Sales Department), a breeze.

BizPortals 365 can be programmed to “pin” these reports to the top of the document list for easy discovery and retrieval.

BizPortals 365 can also be set up to notify the VP when the reports are dropped into the various libraries, with a link to the reports embedded in the email.

Benefits:

The library viewer makes toggling from one library to another (within the Sales Department), a breeze. It enables the Executives to jump from one library to another with one click. An Executive can use the links in his email to view and print the reports.

BizPortals 365 can be programmed to “pin” these reports to the top of the document list for easy discovery and retrieval. No more navigating into and out of each document library to search for the documents.

Executives can directly access the sales reports of different locations via multiple File Drop boxes.

BizPortals 365 can also be set up to notify the VP when the reports are dropped into the various libraries, with a link to the reports embedded in the email.

The document library viewer of BizPortals 365 reduces manual work. For example, the VP of sales saves a lot of time since the reports are easily accessible and the Assistant Sales Manager is freed of his manual weekly task.

An Executive can customize the library views of different sales managers by customizing the headers according to different locations.

Create relationships between different lists by using a combination of unique columns to enhance your ability to preserve the data integrity and create sophisticated business solutions

Customize your workflows to automate document approval process that automatically updates all authorized team members regarding the document approval status until it is finalized.

It is easy to see how BizPortals 365 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.

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