Most companies have a shared network drive or make use of some kind of file-share utility such as Dropbox to store and share files with other users. This approach creates many challenges for users, information officers and system administrators to maintain the perfect combination of permissions that will work for every person and manage risk. Public file share services are often targeted by hackers and can be exploited to gain access to confidential company or customer information.
Since a shared network folder is simply a container of files (or more folders) it does not impose many rules or much structure in terms of the quality of information or internal procedures applicable when it comes to naming conventions or version controlling of documents. Furthermore, there is often ambiguity in terms of what information must be stored where and be accessible to whom when multiple parties are involved or there is more than one storage place applicable. The result being that people duplicate information or add links that may not be maintained.
WorkPool deals with these and many other challenges by creating a shared file repository where the business can store and manage documents in a central location. Customer and supplier information is stored against the respective folder/s where they form part of an evidentiary string and the standard company documents are stored separately so they can be version controlled and used by other functions like processes or sending emails.
With WorkPool’s document management solution you can:
- Create a document and folder structure similar to a shared network drive or Dropbox with additional tools and features to ensure proper access control and version control of documents. Users can check out documents, check them back in with changes and access a complete list of all previous versions of a document and comments at any time.
- Control each user’s view of document folders and apply permissions to show or hide folders dynamically. Each user’s view is unique and dependent on their level of access to folders.
- Automatically pull the correct, latest version of a document into a task on a process to ensure people use checklists and guides at the appropriate times. This ensures that people do not forget to use checklists or guides when required and ensures they will always use the latest version of that document even if the owner changed it a few minutes ago.
- Link documents to standard email templates to pull and attach documents to emails automatically, or manually on demand. Access and attach any company document such as templates, brochures, product guides, reports, checklists or disclosure documents stored in the repository.