Engage users in compliant content filing, however and wherever they discuss and collaborate with documents
It’s the age-old problem, which was magnified a thousand-fold during the lockdown. How to get users to adhere to a standard, agreed way of managing content across the lifecycle of client engagements, legal matters or other projects.
Even today, co-workers tend to default to email as their primary means of discussing, circulating and collaborating on documents and related status information.
A risk-free reset
Sometimes it’s easier to accept that this is the way that works best for users, than to try to change people’s entrenched behaviour. If Microsoft Outlook is the favoured way of communicating, why try to force users to switch to other applications to manage content? It will feel unnatural, and could interrupt workflow.
But, even if Outlook serves as the default window to content, there does need to be some control over where the latest versions of documents and related correspondence are filed. Otherwise, firms end up with multiple, siloed emails and documents – strewn across hard drives, Exchange, and document management applications.
At the same time, this chaotic approach to content management can result in preferred document repositories such as SharePoint or specialist document management systems suffering low adoption. This undermines the organisation’s investment in those systems, and means users can’t fully trust the content stored there – ie whether they are looking at the latest content or related information.
Equally, users will be missing out on MS 365’s inherent document collaboration capabilities – if these haven’t been rubber-stamped as an approved vehicle for everyday content exchange.
Make Outlook the enabler
The good news is that Outlook-driven content management best practice is well within companies’ grasp, and doesn’t require any major upheaval – or for organisations to abandon existing systems.
Because actions speak louder than words, we’re going to show you how to make a success of all of this in a new bite-sized webinar on Thursday July 16th.
In this short, practical session we’ll demonstrate how, using Repstor technology, you can make Outlook the default window on content, while simultaneously enforcing controls over where matter/project/client engagement-related email correspondence and documents are retained and accessed.
So that latest versions are always easy to locate and refile, from within the familiar everyday Outlook interface.
See for yourself
Watch and learn how to:
- Bring emails and documents together in SharePoint;
- Expose new capabilities in the familiar environment of Outlook and everyday workflow;
- Make light work of filing emails and attachments;
- Promote routine email and document management best practice – harnessing the way users already work instinctively; and
- Provide a consistent experience on demand, whether users are working on their desktops, mobile devices, or offline.
Sign up here to attend the webinar.
Ilse Niehof, Legal Counsel Business at ForFarmers commented, “We evaluated the Repstor custodian solution and found that it clearly fits with our technical legal strategy and from a business perspective, it is definitely the most appropriate solution for our needs.”
“Being awarded this place on the G-Cloud 7 agreement further confirms Repstor’s position as a leading SME supplier of Cloud services to the UK Public Sector. As part of the G-Cloud 7 agreement we have extended the range of products and services we are offering on the Digital Marketplace online store and are excited to be part of the G-Cloud 7 programme delivering great value cloud based products and services to Public Sector Bodies,” Alan McMillen, CEO, Repstor.
“With 3.0, the affinity product further extends its deep integration with Microsoft 365 and other ECM repositories – providing access through the familiar interface of Microsoft Outlook without impacting Outlook’s stability or performance. We continue to deliver enterprise ECM user adoption by providing users with access to tools from where they prefer to do their work,” said Fergus Wilson, Repstor’s CTO.