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BI Share

BI Share. Look at the electronic document management from a different perspective. Challenges related to document management.

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BI Share

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  1. BI Share Look at the electronic document management from a different perspective

  2. Challenges related to document management The process of working with electronic documents has not significantly changed over the last few years, we still create document folders, save information in them and then spend up to 1.8 hours per day (9.3 hours per week in average) to search for and collect information*. In other words, if you have five employees, only four of them are doing effective work, whereas the fifth is busy searching for information and is not involved in common work. Is there a simple solution for the problem of working with and searching for documents? * - http://www.mckinsey.com/industries/high-tech/our-insights/the-social-economy

  3. Process of working with documents We offer to turn around customary perception of how to work with documents. No matter what is the nature of your business, the work with electronic documents could be organized according to the following principle : • Present all work with documents as the work on projects; • Each project has a number of subprojects; • Document type – description of the document content;

  4. Multiple sites and Document Libraries Create multiple sites and Document Libraries for company’s offices or specific purposes, such as: • Common Document Library in order to organize joint work of different offices on common documents. • Separate site with its own Document Libraries, projects and document types for each office of the company. • Separate Document Libraries to store certain types of document content (for example, Agreements Archive).

  5. Optional structure of SharePoint portal

  6. BI Share – Document management system for Microsoft SharePoint

  7. BI Share Integrating solution BI Share is a unique opportunity to use strengths of MicrosoftSharePointfor joint work and provide users with user friendly working tool based on the requirements of any customer. BI Share acts as a medium between SharePoint server and Microsoft Office to work with documents and cash reference information. Compatible with versions SharePoint 2013 Foundation, SharePoint 2013/2016 Portal, SharePoint Online, integration with MS Office versions 2010/2013/2016.

  8. What we simplify in working with documents on SharePointportal is:

  9. Simplify working with sites Quick switch between sites and document libraries located on difference sites

  10. Simplify adding documents BI Sharehas a familiar interface integrated with major programs from Microsoft Office package. Simplified procedure for assigning metadata to documents: • Use of the document card with mandatory entry fields simplifies the procedure for adding documents in the process of their creation and use. Saving documents based on directories reduces the risk of entering incorrect data by the user and provides a simple method to create multilevel folder catalogs, which reduces the likelihood of overwriting of files with the same name. Simple restriction of access to a document helps to maintain security of the document while it is saved into the system and minimizes the risk of unauthorized access.

  11. Simplify document management BIShare:the solution based on secure centralized document storage, where information becomes accessible and helpful, with flexible extension of authorizations and opportunities. Version control: user decides at which phase to make a document version and assign an additional comment to it. It would enable the company to better manage content in the process of its editing, compare document with the previous version and restore it as necessary, if the latest version contains an error. Simplified document identification: additional information, such as a short name of the Library, to which the document belongs, document and version number, helps to identify the document when working with external partners.

  12. Simplify access to documents Filter Last edited documents provides the list of up to 30 documents that you edited last for the period up to 30 days. Workspace: links to documents and document folders that are needed on a routine basis. Filter Document templates provides access to certain type content of the Library defined as document templates. View By folder when you need to make a quick visual search for a document. Saved links: an opportunity to distribute corporate links or add your own links to sites.

  13. Simplify document search BI Share provides several options to search for documents: Quick search: search by document number or name. Search by document card: enables to create many search options, varying the number of filled in fields, i.e. the more the more data is filled in, the more precise is the search. Search is based on CAML requests providing for batch allocation of several commandsfor the request to SharePoint server; last five search requests are automatically saved. Smart search: based on KQL request language, facilitates search for documents by contextual content from the full text SharePointindex using arbitrary search expressions.

  14. Mobility Regardless of their location, mobile users and employees from local offices can remotely connect to SharePoint portal and work with Document Libraries, without entering any additional connection settings or changing customary course of work. In case of mobile connection, only required information is obtained, as opposed to the entire web interface of SharePointportal. It enables you to work with documents even with slow Internet connection, and cashing of these catalogs reduces the number of requests to SharePoint portal. Off-line work enables to work with a document in such places, which have no connection to SharePoint portal. After the connection is restored, the document will be synchronized with the Document Library.

  15. Mobility

  16. Increasing capabilities Solution flexibility: You can create multiple Document Libraries, rename directories and directory fields, create and link additional fields and links to other data, expand document card depending on assignment and required metadata type of each Document Library. Documents are stored and can be accessed within the adjustable work areas in Microsoft SharePoint, together with other key project data, such as calendar, contacts, tasks, discussion panels and other types of content.

  17. Cost efficiency BI Shareis distributed free of charge*, you can download software and additional information from: http://www.it-bi.com/download If SharePoint is already installed in your organization, BI Share will help to significantly increase its functionality. If you are planning to implement SharePoint in combination with our software products, then as a bonus you will be provided with a corporate portal with a number of splendid capabilities. *- to work with one Document Library.

  18. Thank you for your time! Should you have any questions, please feel free to contact us at: info@it-bi.com For any further information, please go to: www.it-bi.com Kind Regards, IT-BI Team.

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