Combining SharePoint with purpose-build document management systems for the purpose of streamlining and facilitating critical project management tasks can yield exceptional results. With many projects lasting for extended periods of time, and the existence of numerous documents and other information related to each project, having straightforward, automated processes in place helps keep things moving forward and on track.
Purpose-built document management solutions bring capabilities to SharePoint for managing and tracking project information that has no associated document or file — for example different employee records with phone numbers and emails. These database objects can be then tagged to relevant documents, such as work permits and such. In addition, the inclusion of features such as assignments, digital and electronic signing and email notifications are valuable tools that can dramatically improve project efficiency.
A purpose-built document management solution can also complement SharePoint’s already powerful publishing capabilities by harnessing associated metadata to automate and control publishing in a structured manner. For example, approved documents can automatically be published – either to a subset of users or to all users, including internally within the company’s firewall, or externally to partners, contractors and customers via the web and mobile devices. And content can be fluidly integrated with other team or project-focused information and collaboration tools in SharePoint, such as announcements and status updates, calendars, group discussions and social interactions.
New reporting options can also be brought to the table with purpose-build solutions to augment SharePoint’s capabilities – such as incorporating data and analytics associated with documents and document-related processes to generate reports surrounding proposals, sales orders, customers, expiring contracts and more, with granular details that increase the strategic value of such data to the organization. And the ability to graphically display and share this information in SharePoint provides a powerful way to illustrate and publish results to distributed teams. This level of business intelligence and reporting can provide improved visibility into new or existing key performance indicators (KPI) and other metrics to enhance management insight and business performance.
The M-Files white paper, “Empowering SharePoint Users with Purpose-Built Document Management,” dives deeper into how organizations can benefit from incorporating document management into their SharePoint platform to maximize project management, publishing and reporting capabilities.
In addition, check out the press release we issued earlier this week announcing that SAS Institute, a leader in business analytics software and services and the largest independent vendor in the business intelligence market, is utilizing M-Files for its operations in Finland to bolster their SharePoint implementation with purpose-built document management capabilities. SAS Institute intends to expand its M-Files deployment to all of their Nordic operations by the end of 2012.