Solutions for Content Synchronization Across Systems
Administratively driven sync
Our admin control console allows your IT administrators to set up automatic synchronization rules between any of your systems. These rules can be configured to automatically publish, archive, or bi-directionally synchronize content between any systems. These rules can be configured to run on a schedule, constantly, or at an event trigger. The benefit to configuring your synchronization from an administrative perspective is that Information Governance plans can be automatically applied and transparent to the users, meaning you won’t need to worry about manual compliance with policies.
Our user-driven sync gives your employees the freedom to synchronize content as needed, but with administrative oversight. We offer a number of native extensions into systems like iManage FileSite and DeskSite as well as eDOCS extensions. This enables users to directly select which documents or folders should be synced and where. Your IT team will determine the flexibility, freedom, and stipulations that will be offered to users.
As synchronization rules are created, they immediately become visible to system administrators who can then monitor them, alter them, or delete them. In addition to this level of administrator control, we can also insert various validations on the documents\folders selected for synchronization, so that an organization can dictate what content is available for synchronization and potentially how much. These “preflight checks” on sync data can be customized to implement a wide range of organization-wide policies. We see this used in a number of ways, but the most common uses are:
- To check that the number of documents to be synchronized doesn’t exceed a certain limit. Since cloud storage isn’t free, this prevents massive amounts of data being transferred and therefore avoids large unexpected storage costs.
- To verify that selected documents aren’t on an organization’s “blacklist”. A blacklist is a list of metadata and values that should never be transferred outside the organization. Our legal customers use this to lock down content that shouldn’t be shared for legal reasons.
Automatic content archiving
Using an external application like SharePoint or Box can make it easier to allow external clients or third-parties to upload and share content with you. However, relying on employees to upload this content to your ECM repository of record is time-consuming and can be error prone. Echo Content Synchronization can automatically archive any content uploaded to your external systems to your repository of record.
Content publishing for access and compliance
By configuring Echo Content Synchronization to publish content from your ECM such as eDOCS, you ensure that the original copy stays within your repository of record. Echo will publish a copy of the content directly to a system like SharePoint. This means that you can easily publish meeting minutes to the public, or share the final version of contracts with clients without having to give them access directly to your ECM.
Content synchronization for business process improvement
CRM systems like Salesforce or Dynamics can make it easier to track clients, contracts, and manage customer cases; however, if your employees need related content, they have to navigate between multiple systems. Make your business processes more efficient by synchronizing client, contract, or case related materials to Salesforce or Dynamics. Content will stay within your ECM for peace of mind, but it will be at your employee’s fingertips when it’s needed.
Bi-directional synchronization for ultimate content freedom
Our Echo Content Synchronization can be easily configured to synchronize content between any number of systems. This means that employees have freedom of choice in the application that they interact with the content. Documents are constantly synced between disparate systems to ensure that the most up-to-date version lives in all necessary locations. So whether your employees are starting work on a document in their native repository like iManage or collaborating on a current document in an external system like SharePoint, they will always be in sync.