With Bitrix24 document management platform, you get somewhere you can store your files and that comes with a whole host of extra features as standard. Plus, your documents link up with every area of your company, from project management and communications to HR and finance.
Now you’ve got searchable directories that people can consult on the cloud, rather than stacks and shelves of paper documents to sift through every time you need something.
Put simply, your platform for document management is where you organize all the files your company needs. Nowadays, most platforms are cloud-based so your remote teams can access information at the click of a button from anywhere in the world.
Within your Drive, you’ll have a tiered structure of folders that is easy to navigate — this is where the “management” aspect comes in. Every company is different, so your structure should reflect what makes sense for you. Don’t worry if you don’t nail it the first time though. You can always modify it as necessary.
Before you start to organize your documents, you’ll need to create them.
Bitrix24 allows you and your team to work together on files in real time — ideal for remote teams, but equally useful if you’re at the same desk. You’ll only ever have one version, rather than a folder full of first drafts and “FINAL 2.0” files clogging up the system. Need to go back to an old version? Don’t worry — they’re all backed up in the Revision History feature.
By using Bitrix24, you can then easily find the document by navigating through your folders, typing the name into the search function, or by receiving a link to it.
Collaborative documents have changed the face of work for every kind of organization, but sometimes you don’t want the whole world to make changes. A key part of your document organization is to know when to allow a final draft to be final and restrict access to block extra changes.
Restrict access rights as part of your document approval workflow to keep a handle on your quality management. Alternatively, you might want to keep access to only a few minds in the lead up to a product launch. By managing your access rights, you can help to avoid leaks and maintain your brand’s voice when publishing texts.
Bitrix24’s document management platform lets you customize Drives to make them as easy as possible for your organization to navigate. Of course, these will be stored in the cloud so you’ll have no problems accessing them. You can even work on your documents offline, and as soon as you’re connected again, your Drive will update itself.
Multiple drives mean you can separate work by department or even give each team member their own personal drive. Just like with the documents themselves, you can control access rights to each Drive and chat as a team with your own workgroup within the company intranet.
When you’re on the phone to a potential client, the last thing you want is to be fumbling around looking for the right document to send over. Store folders with well-organized paperwork on your CRM and cut out the stress of a messy system.
Over time, it will become clear which files you use most in certain situations, so set up workflows that contain all the necessary documents within them. Better yet, save your team time and effort by automating processes like an initial welcome email, complete with files attached. This is where a good document management platform meets a great customer experience.
It’s not just your customers who will benefit from Bitrix24.
Whenever you’ve recruited a new team member, your HR department can dip into a neat folder to manage contracts and share documentation and get people up to speed. Collaborative documents mean you’ll always have the latest material at hand and if you prefer sending links to your files, it will remain the same regardless of how many versions you have saved.
Where the onboarding process really comes into its own is for growing teams. When things start getting hectic, at least you know your newbies are receiving standardized training documents across the board. This quality control is fantastic for ambitious teams opening up in new markets.
Project management can be tricky whether you’re a small company just starting out or you’ve already grown into a vast organization. However, Bitrix24 allows you to neatly set up tasks and get a wide overview of how things are progressing.
Attach key documents to each task so your team has the resources they need immediately. Instead of sending them through your drive, just add a link and they’re only a click away.
Once they’re done, you can review the work and watch Bitrix24 automatically assign the next task in the pipeline.
In truth, Bitrix24 goes well beyond just organizing documents. With a huge range of features at your fingertips from day one, it really is an all-in-one tool that improves every aspect of your company.
Access all of these tools from the palm of your hand with the iOS or Android apps and start working on documents and progressing through workflows from wherever you are. Great for travelling teams or even when you’re out for a coffee, you can organize your documents in the Drive and use calendar reminders to organize your mind.
Bitrix24 is so easy to use, so get started for free today! If you find your company is lacking in the organization department, you’ll soon see how a few tweaks here and there make a world of difference.
With a document management platform and the endless list of other tools you’ll grow to love, Bitrix24 provides solutions to a whole host of challenges. Make the leap to a more structured company culture and join the more than 10 000 000 companies who have already started streamlining their business.
* Please note that the information may have changed since the publication. For current prices and features please visit Bitrix24 pricing page.
For more information about Bitrix24, head over to our training courses. We also have a great YouTube channel that covers every aspect of Bitrix24, from sales and planning to document management and company internal communication tools. To download the self-hosted edition of Bitrix24 that can be installed on your own server and give you access to open source code, please visit the Bitrix24 Self-Hosted page.