Imagine that you are applying for a new job in a company.
Now Imagine the pathways your application form will have to travel to get back to you a response.
First, it would pass through the firm’s HR manager, then to CEO, who would cross-check the form and send it back to HR seeking queries. Then to the panel of selectors.
And finally, it will settle in a file that holds the dust of thousands of such resumes for many years.
The Essentials of an Effective Document Management Solution
Now, let us look at what a modern DMS (Document Management System) can do to your dreary workplace.
The DMS is something that can clean up your workspace, add a different flavor to your work style, and make your employee’s life a lot better.
But what to look for in a DMS?
How to know that you are on the right path?
The best way, as it always is, when you don’t know about something, is to ask questions. So when you look for a DMS company, ask the questions as we have outlined in our graphic below.
The document management system that best answers these questions are bound to be right for your organization.
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What does SharePoint Document Management mean to Your Enterprise?
Today businesses are moving online, and more than 65% of the world is on mobile.
Businesses across the world are moving online. The fact that you are doing something is no more important as it used to be. What matters now is how fast and efficiently you do it.
Hardly any organizations exist where documents are nil. The digitization drive has indeed thinned the stacks of files in our offices, but it has not eliminated the use of records. Reports in the electronic forms have now diversified as typing and copying are quite easy today.
DMS software is a technical solution to your workplace document problem. And there are plenty of companies offering DMS solutions based on many selected platforms. But here we discuss the unique qualities that a SharePoint based document service can add to your DMS software.
A SharePoint Document Management System uses the SharePoint server, and if combined with the new features of Office 365, it gives you a vibrant workspace.
If you are not aware of what SharePoint is, then you can go through our insightful blogs and step into the creative world of SharePoint development.
A SharePoint DMS software has some unique features which make it more sturdy and at the same time, agile to sort out document life cycles in your company. The remarkable features are :
A convenient feature of the SharePoint Online that stores all your files the way you want to classify it. For example, if you want the records of a particular project to be listed together, you can modify the document library that way. And if you’re going to arrange the files of your esteemed clients together, then that is another way of classifying it.
Co-authoring features in the document libraries lets you perform tasks simultaneously. If you are a software developing company or mobile app developers, then coauthoring can help you work on your Scrum Agile strategy with more speed and efficacy.
Besides this, the document libraries bring with it a host of amenities like tracking of file, activity updation on data, creating a customizable view for your document library, highlight file, link or folders in the library, and share files or folders seamlessly.
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Plan Content Types
Before moving further, it is essential to understand what content types and workflows are because they are the very fabric of a SharePoint software.
Let’s get to know a workflow first.
Consider an ordinary document like an application form. When you receive a job applicant’s request, a workflow typically charts the path a report has to travel through the organization. The flowchart shows the route of a typical applicant’s document.
Now, a SharePoint server handles several such workflows in an organization. Hence, it is easy for your employees to handle documents because the document handles themselves. All they have to do is perform predefined operations on them.
Coming to the content type, it is a collection of metadata, workflow, and other specific categories of items that are available in a document library. Your organization may have a variety of documents like contracts, tasks, documents, etc. SharePoint lets you create a hierarchy of such materials according to your necessity.
It can make your whole database simple to use and search. Metadata navigation is set up to quickly search files of similar types easily, with fewer keystrokes. The metadata navigation that sets for a library or group of documents displays a tree-like structure to guide you plan better. It appears on the left-hand side of the page. The tree also reveals the hierarchy of the content types, as previously discussed. The end effect is that the user gets to display content much dynamically.
The Build 2019 saw a new benchmark in the world of co-authoring with the coming of Fluid Framework, which will intensify multi-person co-authoring with speed and at a scale that’s not achieved so far in the industry.
The Fluid Framework can add some remarkable features into your SharePoint document management system. For one thing, it will make the whole process swift and easy to handle.
Secondly, it provides a componentized document model where the writer can split the content and use them as building blocks for other documents or a new application or a project. Thus, it makes data picking much easier across your organization.
Thirdly, if you are targeting customers across various countries, then Microsoft is coming up with intelligent agents who will fetch text for you, translate documents, cross-check compliances, etc. It will be available across the whole Microsoft 365 platforms, Outlook, and Teams.
The Microsoft Pen itself was a revolution in creativity, and it gathered huge accolades from the developers and tech community of users. Watch the exciting clip to see how it spurs creativity.
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A Better Word Experience
SharePoint will be a productive move for your company if they have employees working on Word Online. The Ides in Word that combines Office 365 features employees artificial intelligence and machine learning to make every document created in your organization more refined, professional.
It’s a common observation that users often ignore tools in the Word, which makes writing much more comfortable. For example, instead of using the section heads to structure their documents, employees go on bolding each subtitle manually. Another feature is the acronym identification using usage rates, highlight extracts, and the average reading time.
The Neural Writing
Not everyone is a great writer. You may hire exceptional content writers for handling the site content, your blogs and marketing requirements. But it is not pragmatic to keep a content writer to parse your everyday office files.
SharePoint integrated Office 365 solutions bring you a smart way of writing quality documents, and it used neural writing to assist your employees in making standard responses and written documents.
The features use the technology behind synonym suggestions and build on enhancing the sentence with better words through machine learning. The way neural technology is going, it is there to augment the skills so that it adds value to your employee’s work.
A document management system adds to your impeccable arsenal making your workforce more productive, efficient, and valuable. Many platforms build document management system today.
But the above discussion proves why SharePoint is your best bet. The very fact that the whole force of the pioneers of technology the Microsoft Corporation is behind it is one thing. The rapid workplace innovations that it is bringing each year is another thing.
Among the SharePoint service providers, Aufait Technologies has a distinctive position. The genius of the company reflects in its Microsoft Gold Partnership. Its near two-decade experience is serving world-class clients like Oman Air, Boston Scientific, Legrand, Qatar Foundation, etc. This is another reason that Aufait is the right guide for you.