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Document/file workflow programs?

A

aronesz

Limp Gawd
Joined
Oct 17, 2011
Messages
389
We are trying to determine the best way to handle e-mail attachments and files on an internal network share. We will have say the CFO ask someone in Accounting to send a sensitive document to the manager of Sales. Normally, the best way would be to train users to just put a link in their e-mail message to the location of that document on the network -- i.e. G:\<Department>\blahblah\SensitiveExcelSheet.xlsx -- the problem is, Sales manager does not have access to the Accounting folder in G:\, and we don't want Sales manager to accidentally have access to more things than necessary and intended for this particular case. So, people would normally then e-mail these files as attachments. We want to try and resolve this and not have files floating around via e-mail attachments (and we want to limit maximum file attachment sizes).

When participating with my co-workers in this discussion on ways to do this, e-mail attachments and sizes, and sharing files internally.. I realized that this is a workflow situation. I am wondering if there is a workflow software that is designed for just this. I kind of imagine it as something similar to giving a link like G:\Accounting\folderABC\SensitiveDocument.xlsx to the Sales Manager from someone in Accounting, and it would be temporary access for that person for just this file. Almost like the way InnoCeilo TeamWork handles the checking in and out of DWG AutoCAD/SolidWorks drawings and models (which of course is for a different audience and would not fit well for our office users).

Am I being clear enough in what I am trying to write? Any confusion? Looking for software suggestions.
 
How would someone grant temporary access to a file just by providing a link? That doesn't make sense.
The only thing I know of is SharePoint but I'm not sure how much it would work for your exact scenario.
 
SpringCM is a cloud based solution that would do what you need.
 
We use a program called FileHold for all of our corporate document management. We have items automatically added from our business system, scanned in, electronically added, etc... But you can set access from cabinet level all the way down to file level. It is probably more than you need, but we will eventually be moving to a "paperless" office using it. Only have about 300 GB of files now, but growing quickly.
 
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