Advanced document management with SharePoint

Controlled document management

Every company manages thousands of documents and SharePoint, thanks to the default functionality for file collaboration and cohesion with Office tools, is certainly one of the leading products for building a Document Management System.

Using SharePoint to create and store documents without rules or guidance is often a failure. In fact, you end up having unmanageable SharePoint sites without any logic.

For this reason, in addition to having created customized solutions for our customers, we have also created a product that significantly reduces the time required to create a documentary on SharePoint.

Creation of standardized and protocoled documents

The module developed by our company transforms the document creation process, making it more efficient, uniform and in accordance with the specific needs of the company, facilitating the generation of new documents using pre-set templates, which are not only in harmony with the design and values of the brand, but also completely customizable.

The models offered by the system are equipped with advanced features that allow you to automatically assign a version number and a unique registration code to each generated document. This feature ensures that each procedure produced is not only standardized but also traceable and complies with internal document management regulations.

Through the use of these templates, companies can benefit from a simplified and accelerated document creation method, which ensures the uniformity of the documents produced. This approach not only improves operational efficiency but also strengthens the company's cohesive image, thanks to the constant adherence to its branding standards and the ease of identifying and managing documents thanks to automatic filing.

Real-time collaboration and document management

Our advanced document management system is designed to integrate perfectly with Microsoft Office, offering not only the possibility to draft documents but also to collaborate on them in real time through the co-authoring functionality. This integration allows users to work together efficiently on shared documents, streamlining the review process and ensuring that every change is automatically tracked and saved.

Through integration with Microsoft 365, the system facilitates the management of access to documents, allowing users to invite colleagues to contribute to business procedures in a secure and controlled manner. The integrated authorization system ensures that only users with the appropriate permissions can access, modify or view documents, while maintaining the security of sensitive information.

Real-time collaboration transforms the way procedures are created and reviewed, allowing for a more dynamic and interactive workflow. Users can make changes simultaneously, discuss and resolve issues directly within the document, improving the quality of the final work and reducing implementation time.

Archiving versions is another key feature of the system, allowing you to keep a history of changes made to documents. This not only makes it easier to review the different versions but also guarantees the possibility of easily restoring previous versions, if necessary, ensuring that no information is lost during collaborations.

Two different approval flows

Our document management system, designed to integrate with SharePoint, offers an innovative solution to optimize the document approval process, adapting to the different operational needs of companies. Recognizing the importance of providing flexible options, we have implemented two separate approval flows that can be selected based on each customer's specific preferences and requirements:

1. Approval by electronic signature: this mode exploits direct integration with DocuSign, a leader in the field of electronic signature solutions. This integration allows users to sign documents in a secure and legally recognized way directly from our platform. The electronic signature is an ideal choice for companies looking for a fast, efficient and legally valid approval method, eliminating the need to print physical documents.
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2. Standard mode by sending email: for organizations that prefer a more traditional approach or for those situations where electronic signature isn't necessary, our system also offers a standard approval flow. This method is based on sending emails to request approval of documents. Reviewers receive an email notification inviting them to review the proposed document and provide their approval, all without having to leave their email inbox.

Both approval modes are designed to significantly reduce the time and paper consumption traditionally associated with approval processes in offices. By providing these options, our system not only improves operational efficiency but also promotes environmental sustainability, allowing companies to take a step closer to digitizing their business processes.

Benefits for the company

This approach ensures an optimal balance between privacy and transparency, allowing departments to:

• Manage autonomously the documents being processed, ensuring that only authorized personnel can access and modify the documents.
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• Promote collaboration, making documents easily accessible to all colleagues once they have been approved and published.
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• Maintain the integrity of the content, ensuring that the published version of the documents is the final and approved version.
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In conclusion, our document management system offers companies a robust and flexible solution for managing business documents, combining the security of a private workspace for drafting and approval with the ease of access and document sharing through publication on the company intranet.

Implement our document management system according to your needs or discover our ready-to-use solution to create a complete, effective, and personalized SharePoint intranet.