Friday, July 20, 2012

EntropySoft SharePoint Integration

SharePoint has emerged as the de facto tool for workgroup collaboration in many organizations today. It has become a favorite because of its built-in document management capabilities, support for approval processes, and tight integration with Microsoft Office desktop tools. Entire departments have come to depend on SharePoint to carry out day-to-day business processes. But the more you come to rely on SharePoint, the more that you wish all of the critical business applications in your organization were integrated into your SharePoint processes. Wouldn’t it be fantastic if you could find all the documents you needed from within SharePoint — no matter where they are stored? Wouldn’t it be great if line-of-business (LoB) applications in other departments could hand off their work directly to you in your SharePoint system? Imagine if you could automatically publish content to the cloud for your mobile users in the field. What if you could keep the compliance team happy by preserving key documents automatically?

EntropySoft Content Hub SharePoint Edition™ can be a valuable tool to help you meet all of these challenges quickly and cost-effectively.

Making Single-Point-of-Access a Reality

Users who spend their time in SharePoint come to appreciate the ease with which they can quickly execute a search and find the content that they need without leaving the SharePoint user interface. With a standard SharePoint deployment, the search index only contains documents stored natively within a SharePoint document library. But what about documents stored in other departmental ECM systems such as Documentum, FileNet, or LiveLink?

Indexed Search in SharePoint

EntropySoft Content Hub™ SharePoint Edition delivers out-of-the- box integration with the SharePoint search index and more than 40 pre-built connectors to ECM, email, collaboration, and cloud-based systems. With this proven integration, SharePoint administrators can now provide their users with the ability to perform searches inside of SharePoint and return relevant results no matter where the documents are stored. With this search integration users can:

• Search for external documents using the familiar SharePoint search capability

• View abstracts and key document properties natively in the result set

• Click on search results and view the document contents in their native tool

Big productivity gains are obtained from this level of search integration since users can reference documents quickly without ever leaving SharePoint. But what if they need to act on external documents?

Going Beyond Simple Search—Search & Act in SharePoint

If your business processes require users to sign out of SharePoint and sign in other ECM tools to act on external documents, then EntropySoft’s SharePoint Web Parts provide a powerful tool to increase productivity by allowing full access to external documents from within SharePoint. Web Parts are deployed by the administrator and become an integral component of the SharePoint portal for end users. Web Parts look and feel just like native SharePoint pages and leverage EntropySoft Content Connectors™ for bi-directional access to external systems. Now, users can view full properties and checkout and edit external documents while staying in SharePoint. Tight integration between the Web Parts and MS Office allow users to launch directly into MS Word and other Office tools to edit the document in-place without having to save temporary copies.

With this capability, users can seamlessly act on their search results for convenience and gain in productivity by staying within SharePoint.

Content Process Automation For Increased Agility and Compliance

In addition to direct ‘Search & Act’ integration in the SharePoint portal, many organizations will choose another approach to connect their business processes by replicating content across silos. For organizations with complex business processes in LoB applications built on top of an ECM system, it is critical to preserve the integrity of the processes, so it may not make sense to give other departments direct access to these systems. In this case, the ability to replicate only a subset of content when business processes reach decision points or completion is the better solution.

Building in-house integrations between content silos and SharePoint is expensive and time consuming. This is a lot of proprietary system API’s to learn just to access the data. And maintaining a homegrown solution costs even more in time and effort to adapt and change as business processes morph.

EntropySoft Content Hub for SharePoint contains a powerful content process engine that connects SharePoint to over 40 ECM systems using pre-built connectors. The content process engine is able to move hundreds of thousands of documents per day between systems leveraging pre-built content process templates that contain the required business logic.

SharePoint administrators can quickly deploy and configure these pre-built content process templates to connect systems behind the scene and empower SharePoint users.

EntropySoft’s prebuilt and configurable process templates can:

• Migrate content from legacy LoB applications to SharePoint

• Bi-directionality synchronize selected content between SharePoint and ECM systems

• Publish content to cloud-based ECM systems like Office365 and Box for mobile access

• Archive important content from SharePoint to an external ECM system for compliance

Content Hub SharePoint Edition provides enormous benefit for organizations that use SharePoint for workgroup collaboration, by reducing the time, complexity and cost of providing a single point of access, and easily integrating SharePoint with LoB applications and the cloud.

1 comment:

  1. As for me I use Ideals virtual data room for my documents management. It is virtual cloud for documents storage and managing of documents.