Hello, I am at the Marina Bay Sands Expo Convention Center
where Connectech Asia, the Singapore IT exhibition, is being held. I am on the
fifth floor of the exhibition hall where our booth is located. Today's topic is
mcloudoc's collaboration environment. The recent trend of document management
is convenience and security. Employees no longer want a complex document
management system, but they prefer a very easy user interface like Dropbox. In
addition, the subject of document security is becoming more important for
companies to maintain their advanced technologies. Mcloudoc implements the
convenience and security of document management on the most familiar platform,
Windows Explorer. Well, I will continue in a moment.
Collaboration between internal employees
First, let's look at collaboration between
internal employees. To help you understand better, I will explain it without information
on security features.
Mcloudoc
has personal, team, and shared document drives. This is a source of knowledge for
collaboration. You can find the documents you need for collaboration through
the content search function. For content search, you can set various search
options, and the search results can be retrieved by category. The content
search function can be used almost in the same way as Desktop in iOS and
Android smartphones.
Scene #2 Team Document Drive
The team document drive is where the most collaboration takes
place. It provides collaborative space while reflecting the organization chart
in real time.
Normally, a team document drive is created at a
company-wide level and the scope of the folder that can be viewed depends on
the authority of the person who logged in. Employees of the same team can work
together in a shared space and see the results of their work in real time.A team document drive has many team
folders. The folder for each team can be managed by the folder manager. Folder managers
perform administrative tasks such as setting permission, limiting folder quota settings,
and checking access logs.
Scene #3 Share Folder
Folders in a personal document drive as
well as a team document drive can be shared with individuals or teams. You can
use the share folder function intuitively and access it directly from Windows
Explorer. To share a folder, click the folder you want to share
first to set up sharing. Settings for Share Folder are available for people or
teams, and they also set sharing permissions. The one who received the sharing
invitation can instantly view shared folders from their shared document drive.
Depending on the sharing permission, read/write/delete permission is granted.
Scene #4 Document Link
Mcloudoc provides document sharing features
such as web link copying and link mail. By the way, these two features used to
be inconvenient as it moves the user to a download page when clicking. We now
offer a new feature called Document Link, which allows you to access documents
directly rather than download pages.
First, anyone who wants to share a document
will copy a link for the document and paste it into messenger, email, bulletin
board, etc., and send it to the other party. The recipient who receives the
document link clicks the link to view the document immediately. This feature
increases work productivity because it minimizes the number of clicks.
Collaboration with partner companies
Collaboration with partner companies is
also very important in document management features. External document exchange
servers are used because employees of partner companies are not allowed to
access the mcloudoc server. Again, I will explain it without the security
functions for better understanding.
Scene # 5 External Document Exchange
Service
An internal employee who wants to share a
document first creates an external web link for the document, copies it, and
pastes it into messenger, email, and so on to send it to others. An employee from
the partner company who receives a document link clicks the link to go to the
document download page. Now click on the document to view it.
In the meantime, an employee from the partner
company uploads the document to the external document exchange server using
guest ID. This document is automatically delivered to the mcloudoc server,
which allows internal employees to view documents directly from their Windows
Explorer drive.
The external document exchange server I
explained provides security functions. When the document is exported to the
outside, it is in plain text. You need to use an external DRM server to provide
outgoing documents in encrypted form. I will provide another video for the
external DRM service.
Let me explain the feature called guest ID.
This feature is available if you allowed the mcloudoc server to be directly
accessible from your partner companies. Please note that in this case, you can
also use the document link function I explained before.
Scene # 6 Guest ID
With guest ID, internal employees can
deliver documents to the employees in a partner company through a download-only
folder. Employees from the partner company can download and use documents via
the web, Windows Explorer, or smartphones.
In the meantime, employees from the partner
company can forward documents to internal employees via the upload-only folder
in guest ID. Internal employees can also view documents received via the web,
Windows Explorer, or smartphones.
Collaboration with affiliates
There is a special feature Mcloudoc
provides. It also provides the function to exchange documents in a very secure
way when there are several affiliates within a group and all of them use
mcloudoc.
Scene # 7 Link Download Settings
This is a function for the document link,
copying of the external web link, and external link mail. Users who want to
view links can strengthen security by enforcing Mcloudoc logins. In addition,
it provides a non-repudiation function which prevents the other organizations
from accessing the document by limiting emails that receive One Time Passwords
to only the domains of affiliates.
Conclusion
Today we looked at mcloudoc's intuitive
document collaboration function. If you subscribe to the channel, you'll be
notified each time a video is posted. If the content of this video is helpful, please
click the like button. Thank you.
So let me ask you a today’s question. Today's question is 'What additional collaboration
features do you want mcloudoc to provide?' I look forward to many comments with your
creative ideas. Thank you for watching today. I will see
you in the next video. Thank you.
※ Resources
-
Download a ClouDoc document centralization solution brochure
-
Download a mcloudoc document centralization cloud service brochure
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How ClouDoc responds to ransomware
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