SharePoint is in use in 78% of the Fortune 500, and competitors Documentum and OpenText boast their own impressive adoption rates. These enterprise content management (ECM) platforms not only provide secure on-premises storage for files and business data but also document collaboration functionality. However collaboration with external partners, supplier or any other external party is nearly impossible, and organizations are now looking to extend mobile access to people working outside the corporate firewall.
These challenges not only impair users’ productivity, but also can lead to security concerns and lack of ECM adoption. There is a real need for a file sharing solution that integrates with multiple ECM systems securely and seamlessly, provides organizations a secure unify access to ECM content from any mobile device, and extends the sharing and collaboration with third-party partners.
For those organizations looking to mobilize their ECM systems and extend their collaboration with their third-party partners, here are best practices to improve the user experience:
· Provide a single interface for all data repositories and ECMs. Today, over 70% of enterprises have two or more types of ECM systems. Different locations, different interfaces, different workflows for file access—no wonder users are frustrated. A single coherent interface should span all ECMs and repositories, allowing users to focus on working with content, not extracting it.
· Support mobile access without the use of VPNs. It’s well known that using a VPN on a mobile device can be unwieldy and frustrating. To provide a convenient and productive user experience, ECM content should be accessible from a mobile device without the use of a VPN.
· Support of annotation and editing of files on mobile devices. Most ECMs provide limited, if any, viewing and editing of files on mobile devices. For businesses that rely on documents—for example, for legal firms whose workers routinely interact with hundreds or thousands of pages of documents—the ability to easily access and annotate files ,such as PDFs on a mobile device, is critical.
· Support the ability to share content securely with external users. Only 30% of enterprises have deployed features for sharing SharePoint content with external users such as partners. In too many organizations, IT ends up deploying and maintaining multiple ECM solutions, one for internal users and one for external users. This increases costs and complexity.
Accellion enables users to access files on mobile devices directly from multiple ECM platforms, such as SharePoint, Documentum, Office 365 and our newest connector OpenText Content Server 10 (Livelink), all without requiring a VPN. Accellion’s ECM connectors make files stored in an ECM platform available for authorized users and enable enterprises to take full advantage of the secure, centralized file storage, access control policies, and other valuable features of ECM systems, while also ensuring that mobile workers have ready access to the files they need, wherever.
Learn more about Accellion’s integration with ECM systems here.