a white paper on mobile ecm
Post on 12-Jan-2015
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Improve workforce collaboration, response and productivity by giving
access to ECM system over their smartphones and tablets…
Author : K.V. Rajesh, ECM Consultant
Note : This article contains charts, graphics and text from several websites which is available in public domain.
2
Introduction
A large portion of corporate information lies in
paper, images, emails, photographs etc., which
are highly unstructured. Organizations carry the
risk of their managers missing key information,
lying in unstructured content, while taking
business decisions. To bring this unstructured
content into their main stream business processes
and maximize its value, Enterprise Content
Management (ECM) technologies have evolved.
With the increased usage of smartphones and
tablets in business, mobility has become an
enterprise requirement. More and more business
applications are now getting extended to
smartphones and tablets for increasing the
responsiveness and productivity of employees.
ECM vendors have also realized the benefit of
giving secure access of corporate content to
knowledge workers right from their smartphones
and tablets. This space is evolving as customers
have started using mobile applications and many
ECM vendors have already launched their native
mobile ECM applications over iOS, Android,
BlackBerry and other mobile operating systems.
Business going mobile
Today's workers are increasingly mobile and a
majority of organizations are working towards
supporting their growing number of employees
who are using their smartphones and tablets to
do their work at office, home and while travelling.
Gartner predicted that 66% of mobile workers will
own a smartphone in 2016. Tablet purchases by
businesses will reach 13 million in 2012 and triple
to 53 million in 2016 - Gartner.
Smartphones and tablets combined make up 70%
of all devices sold in 2012. The total is expected to
reach 821 million by the end of the year –
Gartner.
Smartphones and tablets won't entirely replace
PCs for most businesses, "but the ubiquity of
smartphones and the increasing popularity of
tablets are changing the way businesses look at
their device strategies," said Carolina Milanesi,
one of Gartner's smart device analysts.
Going mobile, helps business significantly improve
their employee’s productivity and efficiency.
According to Ipsos Reid BlackBerry ROI Study, a
Blackberry business user gains 6 weeks of
productivity in a year.
Email has been the successful application for
enterprise mobility, but new generation of mobile
applications are emerging to allow mobile
workers to do so much more. Mobile applications
are broadening their scope to address the needs
of line-of-business workers in several areas.
Many companies are expanding their
implementation of a wide variety of mobility and
collaboration applications. In a survey
commissioned by Cisco Systems, line-of-business
decision-makers (e.g., from operations, sales,
finance, and corporate management) identified
the organization’s current and planned mobility
and collaboration applications deployment for
smartphones and tablets.
Viewing documents and accessing employee
portals, email, or calendars are widely deployed
applications. Video and photo applications are
gaining momentum.
Note : This article contains charts, graphics and text from several websites which is available in public domain.
3
Mobile ECM
One of the key benefits of Enterprise Content
Management systems is its ability to give secure
access of content to users across the enterprise
to enable them to make their decision based on
the best available information and facilitate the
business process. Extending the secure access
of enterprise content from smartphones and
tablets will enable knowledge workers to act
faster than ever before.
All leading ECM vendors have realized this
opportunity and extending the access to their
ECM system from smartphones and tablets by
a) mobile optimized browser page, b) vendor’s
native mobile application and c) third party
mobile applications.
Source: AIIM Study on - Primary ECM/DM accessibility
Native Mobile ECM applications are intuitive,
simple and secure. They help knowledge
workers to :
• Search, consume and contribute content
from their smartphones or tablets
• Efficiently discover and collaborate on latest
content
• Seamlessly connect with colleagues and
share content updates
• Mobilize business tasks to smartphones
and tablets to further optimize day to day
business processes
• Substantially improve their productivity and
efficiency
Some of the best use cases of Mobile ECM are :
• Empowering an insurance claim inspector
on field to take photograph of accident
vehicle from an iPad and instantly upload the
photo into the ECM system to initiate the
claim process
• Allow a senior manager in a workflow step to
review the documents, approve / reject the
request, while he is travelling on a business
trip right from his smartphone
As the usage of mobile ECM is expanding, the
ECM vendors are launching their native mobile
applications with support for leading mobile
operating systems from Apple, Google, Blackberry
and Microsoft. Below table provides a quick
comparison of mobile operating system support
for the current mobile applications launched by
some of the leading ECM Vendors.
(Source: Websites)
(Mobile Operating System Support)
With this space evolving, the ECM vendors are
extending more and more functionalities into
their mobile applications. The features and
functionalities currently provided by leading ECM
vendors in their mobile applications are listed
below.
EMC Documentum Mobile
• Advanced search and
filtering
• Navigate – Repository,
Collections, Watched Items,
Recently Viewed, and
Favorites
• Import content
• View documents protected with Documentum
Information Rights Management (IRM)
• Configurable display properties
• Share via email
• Download content for offline use
• Initiate and participate in threaded discussions
• Review and approve workflows
• Access CenterStage Spaces including collaboration
wikis, blogs, and discussions
• Push notifications
• Ability for a site administrator to globally enable or
disable features
Note : This article contains charts, graphics and text from several websites which is available in public domain.
4
IBM Content Navigator
• Secured login through
corporate VPN
• Advanced search and
navigation
• Access to saved searches
in the ECM
• Browse folders
• Navigate document lists; view document &
metadata, and edit the metadata
• Add document by taking a photo and apply
metadata
• Collaborate on team spaces
• Participate in workflow
• With its Content Management Interoperability
Services (CMIS), IBM Content Navigator can be
used as a single interface atop virtually all
repositories of content in an organization
OpenText Everywhere
• Browse, search, view,
manage, and email
documents and other
forms of content OpenText
repository
• Includes content viewers capable of rendering
over 200 file formats, such as Microsoft
PowerPoint, on the screens of mobile devices
• Initiate business workflows, attach and view
documents related to a business process
• Approve or reject workflows
• Content-centric collaboration and micro
blogging across communities and workgroups
Alfresco Mobile
• Securely access corporate
content
• View documents,
presentations and media
files
• Download for offline access
• Take photos on your iPhone and upload them
directly to Alfresco
• Edit documents on your iPad and upload them
using WebDAV
• Start Alfresco business processes right from
your tablet using Alfresco folder rules
• Add comments and tags to content
• Search by file name or full text
• Enforce corporate security rules
Shareplus, 3rd
Party
SharePoint Mobile Client
• Support for all SharePoint
Content Types
• Read email files (.MSG and
.EML) stored on libraries
• Add, edit and delete SharePoint Items and Files
• Annotate PDF Files without leaving the app
• Check-In/Check-Out & Approve/Reject
• Download documents for offline access
• Capture Pictures, Video and Audio right into
SharePoint
• Browse, delete and restore past document
versions
• Send documents by mail, linked or fully attached
• HTTPS (SSL) Support and compatible with VPNs
• SharePlus ENTERPRISE features include:
• In-House Deployment
• Branding
• Centralized Configuration
• Enhanced Security
• Enterprise Search
Benefits of Mobile ECM
Mobile ECM brings faster accessibility to content &
business processes and deliver several business
benefits :
• Faster employee responsiveness and decision-
making
• Improved knowledge worker productivity
• Reduced turn around time in business
processes
• Greater collaboration
• Faster internal and customer issue resolution
• Enhanced customer satisfaction
• Reduced mobility cost
• Competitive advantage
• Improved profitability
Conclusion
Mobile ECM is opening up new opportunities for
ECM deployments, by extending the usability of
ECM right from user’s smartphones and tablets.
Realizing its compelling business benefits, more
and more ECM customers are adopting it to
increase their workforce responsiveness and
productivity.
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