G Suite (formerly known as Google Apps for Work) is designed to provide the essential IT systems that every business needs – email, calendar, file storage. This allows an environment encouraging third parties to develop tools that integrate with G Suite and provide extra features to meet more specific needs. Google Drive provides secure and reliable file storage that enables teams to collaborate effectively together in real-time. However, some organisations require more advanced capabilities to meet their file storage needs.
AODocs is a file management tool that extends the functionality of Google Drive – allowing organisations to capitalise further on the security, collaboration and reliability benefits. The graphic below illustrates some of the capabilities that AODocs adds to Google Drive.
To demonstrate some of the practical applications of AODocs for organisations using G Suite, here are three different business scenarios:
Scenario 1: Workflow Management
Creativity Scotland is a design agency that provides a range of branding, website development and graphic design services to SMEs. Each project follows
The Creative Scotland team needs to be able to streamline their project process so that their time can be focused on the design work.
AODocs can be used to create workflows that take the strain away from the end user. These workflows will automatically notify and provide access to files to the appropriate individual at each stage of the process. The workflow also manages version control so that all team members are working on the same file and it’s clear which version they are working on.
Scenario 2: Controlling Permissions
Legal Scotland is a law firm that carries out legal work across various business sectors. Due to the nature of the industry, the company needs to ensure that data is strongly protected as data misuse could have a critical impact on business operations. All their files are stored in Google Drive meaning that they can be shared easily and team members can collaborate in real-time together. However, the firm needs to control access more precisely over and above the core permission options provided by Drive.
Legal Scotland needs to be able to closely monitor and control access and sharing permissions on a granular level.
AODocs adds additional permission options for files and folders including preventing specific users from deleting, sharing and changing the structure of files and folders. Also, when using workflows, access to files and folders is only provided when required, minimising the risk of data misuse.
Scenario 3: Accessing Non-Google File Formats
Agility Scotland is a non-profit organisation that works closely with the Scottish government to encourage children to be more physically active. All of their files and folders are in Google formats, stored in Drive and accessed via the Chrome browser. However, the Scottish government often sends files in Microsoft Office formats such as Word and Excel that the organisation needs to collaborate together and return.
The Agility Scotland team needs to be able to collaborate on Microsoft files together whilst retaining the security, efficiency and reliability of Google Drive.
AODocs allows team members to open these files from within the browser and make modifications locally on their machines. These changes are automatically saved to Drive and the file is ‘locked’ for the rest of the team whilst one person makes changes ensuring that everyone is working on a single version of the file.
Google Drive meets the broad file storage requirements of the vast majority of businesses – secure, reliable and allows easy collaboration. However, some organisations have specific use cases that can be addressed through the use of third-party integrations. As demonstrated in these above scenarios, AODocs can fill these gaps and extend the capabilities of Drive to meet the needs of a range of different business problems.