Online Document Portal Case Study
Base Solutions' online portal allows easy distribution of their files.
An online portal for distributing client documents
We worked with Base Solutions to create an online portal that would allow for easy distribution of their files. The company, which specialises in Health, Safety & Environmental and Quality Consultancy advice, offers various files and processes to businesses that help them improve their operations.
Before they approached us, they were distributing these files manually to their clients — a time-consuming and challenging way to do things. To enable easy sharing, they needed a portal that would automate the process and let them send those files directly to clients.
Inside the document portal
Automated distribution, a lockable folder structure, convertible documents and a front end staff can navigate quickly.
A Portal That Automates and Simplifies
When we designed the portal, we created an easy-to-use, simple platform that made file sharing easy. It creates one single place to work from and removes the manual administrative tasks for the Base Solutions staff, letting staff distribute common files. It also adds branded front pages with the client's logo, saving valuable time and ensuring consistent branding.
Complex Folder Structure
We created a complex folder structure to allow for the management of files, with both global and company-specific folders. It also allows the admin to manage which files are editable, signified by a clear open or closed padlock. This helps improve time efficiency and prevent mismanagement of files. Admins can also add descriptions to the folders the files are in, and lock them if they're private or shouldn't be edited.
Convertible Documents
Not everyone can view files in the same format. To get around this problem, we ensured it was easy for users to view documents as both Word docs and PDFs, two widely available formats. Some documents also work better as either a Word document or a PDF, giving admin and users the choice to switch between the two.
Easy to View File Information
Accessing file information is essential when running a company like Base Solutions. We ensured that the details were easy to access and relevant, giving staff everything they needed to know about a document. This includes who uploaded the file, its size, a brief description, and the upload date.
An Efficient Portal That's Easy to Use
Although the portal structure has to be complex to ensure it fulfils Base Solutions' needs, it must be easy to use. Staff wanted a platform that was intuitive, easy to navigate, and allowed them to get their work done quickly. To do this, we added a breadcrumb on the front end of the portal, which simplifies navigation. We also made sure that files could be downloaded on the front end and made auto branding simple. It's simple to set the order that the files will appear on the front end and send them directly out to customers.
Discover How Scorchsoft Can Help
We would love to hear about your project. Please contact us, and share your goals; we'll respond with our thoughts and a rough cost estimate. Scorchsoft is a UK-based team of web and mobile app developers and designers. We operate in-house from Birmingham, and our offices are located in the heart of the Jewellery Quarter.
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Aimee SpinksMD, ImageApprovals.com
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