Simplified Document Management for the Private sector
Finding it hard to organize your digital documents in a sustainable matter?
Do you still send documentation, contracts and files attached in an email to colleagues, partners and consumers?
Then we got a solution for you!
BIP 365 is a modern document and business process management system that upgrades your existing Microsoft Office 365 workspace. It automates previously time-consuming tasks and can grow and change together with your company.
Contract Management
Creating a contract it BIP 365 takes seconds!
Most metadata will be automatically populated based on the documents class, lifecycle & property set chosen during document creation, and then it’s saved in a library with appropriate information protection.
Sensitive information within the contract is protected, both at rest and in transit, at the level you desire as BIP 365 utilized Azure Sensitivity Labels. It’s easy to configurate and can be changed at any time.
You can share documents/files with anyone, internally or externally, as long as you have the permission to in BIP 365. The receiver can take part and electronically sign contracts directly via their browsers, without inviting them to your existing workspace and without their own Office 365 license.
Project Management
BIP 365 allows you to create/upload a variety of file-types in order to assemble all assets needed for a current or future project. Files belonging to the project can be added to the same Lifecyle Set so that all files can be reviewed and approved at the same time.
The ‘co-authoring‘ feature allows multiple users to work within the same file/document at the same time, no matter where they are located as long as they are logged into BIP 365.
Through the Lifecycle Stage viewer, everyone involved in the project are able to see in which stage the files are currently at and what workflow actions that are available.
When the project is approved, a training of those files/documents can be sent out to groups of users to read and sign. You can follow the progress of these trainings directly in BIP 365 and when they’ve sign off on them you will get notified via email.
Customer Relationship Management (CRM)
A sales department often has huge amounts of data that needs to be processed and evaluated in order to measure the success rate. These datasheets can for example be represented in Microsoft Power BI reports that can be displayed directly in BIP 365, which gives everyone that’s approved to view it, an insight on how sales are going.
By providing an opportunity of insight it can also spark interest and action, not only by the Sales team, but from other departments that share in the sales process. As they say, knowledge is power!
Any potential improvements in how business processes are executed can be changed immediately in BIP 365 and results can be viewed under Reports. It’s the close collaboration between the two that can help increase sales and customer relations.
Business Process Management (BPM)
We know that it may be a lot of business processes currently at place at your company, and it’s very easy actually to translate them into BIP 365. But the beauty of BIP is that you get to see/work with under new conditions which highlights both the good and maybe the bad.
Optimizing your business processes outside of BIP can take a lot of time, which equals into money loss. But doing it in BIP will take no more than minutes to a couple of hours and the result is instant. Once the new processes is configured, all users will immediately follow the new pattern.
Users will also have a greater insight of the processes through BIP 365’s visual representation, so that you can continue improving your business processes, based on feedback and reports.
Document Distribution
Instead of sending documents/files individually, BIP 365 has something called Trainings. With the help of Trainings you can send one to many documents/files at once to larger groups of users.
Maybe there is new group of recruits that needs training on the companies SOP’s and Policies? Or is there a new/updated WOI’s going out to all the factory workers?
No problem! In BIP 365 you can create a Training Group and then add users/employees to it. The training group is then used to start a Training on a specific Lifecycle Set containing one to many documents/files. Users of the group will receive an email notification about the Training, and when done reading through the documents, they will have to digitally sign it off.
During the Training, the Training Group Manager, can view it’s progress (who many have read and understood/signed) and add/change groups members. When the time period of the Training is about to end, email reminders will be sent out to the group members.
Any user can be added as a Training Group member, but the Training Group manager can only consist of a user from certain appointed groups (configurable by the company). BIP makes sure though, that only the group members that are permissioned to see appointed documents will do so.
One platform for all types of users
At the same time as a document management system should simplify document & business process management, guarantee the secure collaborations between internal and external parties and be able to expand together with your company, it should also be user-friendly. A well-thought-out system saves the company both time and money when it comes to trainings and IT-support.
That’s why BIP 365 contains functionality such as:
Quick links to virtual libraries consisting of document collections that users would need access quickly.
You can create these links yourself directly in BIP 365!Web pages with additional information which can be shown on common pages and together with the quick links for example (see above).
A cross device experience which enables the user to continue their work on all platforms (desktop, tablet and mobile).
… and much, much more!
See for yourself how users can easily navigate and work in BIP 365!