From fragmentation to integration: How Filez Content Collaboration Platform enables collaborative office

I. The "fragmentation dilemma" of traditional collaborative office: not only the process is broken, but also the value is lost

In today's digital office, 87% of enterprises are still trapped in the collaborative dilemma of "multiple system fragmentation, multiple link disconnection and multiple role misalignment". This fragmentation is not only a process breakpoint, but also an implicit loss of enterprise operation efficiency and core value:

· Data islands: "system walls" block the flow of information

Enterprises commonly employ a "OA approval + local folders + instant messaging + professional business systems" collaboration model, resulting in data scattered across multiple platforms. For instance, a manufacturing company's production plans reside in the ERP system, material lists in Excel, and procurement approvals in OA. When adjusting production schedules, manual data replication across these three systems takes up to two hours per synchronization attempt, often leading to inconsistencies (e.g., ERP plans updated but Excel lists remaining unchanged). This causes procurement errors and production delays of up to one day. More critically, cross-system data lacks proper correlation. When the marketing department needs to retrieve "customer order data" for marketing campaigns, IT support must intervene, with response times exceeding three days.

· Process fragmentation: "linking" slows down the pace of collaboration

The collaborative workflow was broken down into multiple isolated steps— "file transfer→editing→approval confirmation→archiving" —requiring cross-platform switching. For instance, when an internet company prepared a "quarterly review report," they first edited the PPT locally, then shared it via chat software for team members to revise. After collecting multiple versions, manual merging was required before exporting them as PDFs for OA approval. Following approval, the files were manually archived into shared folders. The entire process involved four tools, took five days, with just version merging alone consuming two person-days of effort. Furthermore, chaotic version control led to critical data omissions.

· Scenario adaptation is difficult: "one size fits all" cannot meet the diverse needs

Traditional collaboration tools struggle to meet the demands of scenarios like "remote work, cross-departmental coordination, and external partner collaboration": A consulting firm team spread across three cities faced challenges when editing project proposals remotely. Due to the tool's lack of real-time collaboration support, they resorted to "file rotation" – each proposal revision took a full day. When collaborating with clients on contract revisions, they had to export files via email, wait for client feedback, manually re-enter data into the system, and go through three rounds of back-and-forth communication that took a week, resulting in a 30% drop in client satisfaction. More critically, the inability to finely control external partners' access posed risks of core data leakage.

· Role mismatch: "mismanagement of authority" leads to ambiguity of responsibility

Traditional collaborative tools implement coarse-grained permission controls, adopting an "all-or-nothing" approach: In a group company's financial reporting system, the marketing department can access only "revenue data" while viewing complete cost breakdowns. When finance staff attempt to modify reports, delayed approval occurs due to unupdated permission settings. Post-event investigations face challenges in tracing access history, leaving compliance audits in a regulatory compliance vacuum.

II. The "Integrated Value" of Collaborative Office: Not the integration of tools, but the reconstruction of value

Collaborative office "integration" is far from a simple "patchwork of tools." Instead, it represents a comprehensive value restructuring —— centered on content, breaking down barriers between systems, processes, scenarios, and roles. This enables "real-time data flow, automated process closure, scenario adaptation on demand, and clear role responsibilities," transforming collaboration from "passive patchwork" to "active empowerment."

Filez, as the professional content collaboration platform of Lenovo, takes "content full life cycle management" as the core to build an integrated collaborative ecology and become a key carrier to solve the fragmentation dilemma.

III. Filez Content Collaboration Platform: Empowering collaborative office work through four dimensions "From fragmentation to integration"

1. Breaking down data islands: Cross-system integration to make information "flow without walls"

Filez is seamlessly integrated with mainstream systems such as OA, ERP, CRM, DingTalk and Enterprise WeChat through open interfaces, so as to connect the content and data scattered on different platforms and realize "one entry, multi-terminal synchronization":

· System data linkage: After the integration of Filez and CRM system, the customer order data is automatically synchronized to Filez. The customer service can directly retrieve "customer order details + historical service records" in Filez to generate service plans without switching systems, and the response time is shortened from 30 minutes to 5 minutes;

· Local-to-Cloud Integration: The system enables "auto-synchronization of local folders to the cloud", allowing employees to edit files locally and instantly sync changes to Filez's cloud platform. This feature also supports seamless editing via mobile devices during business trips, effectively preventing issues like "missing local files" or "outdated cloud data". A sales team at an internet company achieved a 60% efficiency boost in remote client project coordination through this solution.

· Data format compatibility: automatically adapt the file format exported by different systems (such as CSV of ERP, PDF of OA, Excel of CRM), so that the data can be edited and collaborated without manual format conversion. The time spent on data format conversion in a manufacturing enterprise was reduced from 1 hour to 0, and the data synchronization accuracy was improved from 85% to 100%.

2. Reconstruct the process closed loop: from "multi-step operation" to "one-stop collaboration"

Filez takes "content" as the core and embeds the whole process of "create-edit-approve-share-archive-trace" into the same platform, without switching between tools, and reconstructs the collaborative closed loop:

· Instant Collaboration: When employees create documents (such as proposals or contracts) in Filez, they can directly invite team members to join the collaboration without waiting for "create first, then send later". For instance, when an advertising agency team develops a "Brand Promotion Plan", copywriters, designers, and strategists can all join editing simultaneously. This approach reduces the time required to complete the initial draft from 3 days to just 8 hours.

· Share-to-Control: Customizable permissions (e.g., "Read-only", "Commentable", "Time-limited Editing") are enabled during file sharing, with real-time permission adjustments available post-sharing. When a consulting firm shared project reports with clients, they first granted read access before granting comment privileges after receiving client confirmation. This approach prevents accidental modifications to sensitive data, resulting in a 95% increase in external collaboration security rates.

· Archiving as Traceability: When documents are archived, they automatically link "editing history, approval records, and sharing logs", eliminating the need to search across multiple systems. During an audit at a financial institution, Filez1 retrieved complete collaborative records of a "loan contract" (showing who edited, approved, and viewed it) within 1 minute, reducing the audit preparation time from 15 days to just 2 days.

3. Adapt to multiple scenarios: from "single office" to "full scenario coverage"

Filez provides customized collaboration solutions for "remote office, cross-departmental collaboration, external partner linkage, mobile office" and other diverse scenarios to solve the pain point of "difficult to adapt to scenarios" of traditional tools:

· Remote collaboration: real-time linkage without distance

The "Multi-user real-time editing + embedded video conferencing" feature enables remote teams to collaborate on documents during meetings, with real-time synchronization of modifications. A tech company's R&D team spread across four cities achieved a 70% improvement in solution approval efficiency by reducing weekly project meetings from two hours to 40 minutes through Filez's "Document + Video" collaboration platform.

· Cross-departmental collaboration: clear rights and responsibilities without evasion

Collaborative permissions are allocated according to "project roles" (e.g., "Project Manager oversees coordination, Marketing Department handles copywriting, Design Department manages visuals"). Each role can only operate within its designated module with full audit trails. During a retail company's "Double 11" cross-department collaboration, Filez helped clarify departmental responsibilities, reducing the campaign implementation cycle from 10 days to 5 days while cutting interdepartmental communication costs by 60%.

· Mobile office: anytime, anywhere

Filez mobile supports the full function of "document editing, approval processing and file transfer". Employees can process "contract approval" and "plan modification" through their mobile phones when they are away. When a sales team visits customers, they can modify the cooperation plan on the spot through their mobile phones and initiate approval, which reduces the contract signing period from 7 days to 2 days.

4. Ensure security compliance: from "passive protection" to "active control"

Integrated collaboration needs to take into account "open and convenient" and "security compliance", Filez protects collaborative office with "full link security control":

· Fine-grained permission control: Support four levels of permission control, such as "organization structure level, folder level, file level and operation level". For example, "financial folder" can only be edited by the financial team, while other departments can only view specified reports;

· Dynamic security protection: real-time monitoring of "abnormal login (remote login, repeated password error), high-risk operation (batch download, sensitive files sent out)", automatic triggering of warning (such as freezing the account, blocking the sending out), an enterprise blocked 12 illegal sending out of core data through this function;

· Full compliance traceability: According to the requirements of the Data Security Law and the Personal Information Protection Law, all collaborative operations (editing, approval, sharing and archiving) are recorded and a compliance audit report is generated. A listed company successfully passed the special inspection on data security of the CSRC through Filez, and the compliance cost is reduced by 40%.

IV. Industry Case: Filez's "Empowering Effectiveness" in Integrated Collaboration

1. Manufacturing: Breaking down the silos of production, procurement and finance

In the traditional collaboration of a heavy machinery manufacturing enterprise, "production plan" is in ERP, "procurement contract" is in Filez, and "payment approval" is in OA. Data needs to be manually synchronized, and the disconnection between production and procurement leads to material shortage.

After being empowered by Filez:

· Filez is integrated with ERP and OA, so that the production plan change is automatically synchronized to the procurement module, and the purchasing team can obtain the demand in real time;

· After the purchase contract is edited in Filez, OA approval is initiated directly. After approval, it is automatically synchronized to the financial system to trigger payment;

· Results: Production and procurement coordination efficiency increased by 80%, the number of production stoppage caused by material shortage decreased from 3 times to 0 times per month, and the procurement cost decreased by 25%.

2. Internet industry: Restructuring the whole process of product, R&D and operation

In the product iteration of an Internet enterprise, the "PRD document" is in local, the "R&D progress" is in Jira, and the "operational plan" is in instant messaging. Cross-team collaboration requires repeated file transmission, and the iteration cycle is up to 30 days.

After being empowered by Filez:

· PRD collaborates on editing in real time in Filez and automatically synchronizes to Jira related R&D tasks;

· The operation plan is related to the PRD, so the operation can obtain real-time updates when the R&D is adjusted, without manual notification;

· Results: Product iteration cycles were reduced from 30 days to 20 days, cross-team communication costs were reduced by 70%, and requirement change rates were reduced by 45%.

3. Remote teams: Achieve "distributed but not fragmented" efficient collaboration

A consulting company team is scattered in 6 cities. Traditional remote collaboration relies on "email + chat software", and it takes one week to revise the plan back and forth for three rounds, resulting in low customer satisfaction.

After being empowered by Filez:

· The scheme is edited in real time in Filez, and customers can join the comments and modify the opinions in real time;

· Embedded documents during the meeting, modified while discussing, no need to organize minutes after the meeting;

· Results: The solution confirmation cycle was reduced from 1 week to 2 days, customer satisfaction increased from 65% to 92%, and remote team collaboration efficiency increased by 85%.

V. Conclusion: Integration and collaboration is the core of Filez's empowerment, but also a new engine of enterprise competitiveness

The "fragmentation" in traditional collaborative work essentially stems from a passive tool-centric approach; whereas Filez's content collaboration platform achieves "integration" through proactive empowerment —— centered on content and business-oriented orientation.

In today's era of accelerated digital transformation, "collaborative efficiency" has become a critical capability for enterprises to respond to market changes. Choosing the Filez content collaboration platform means transitioning from fragmented systems to integrated solutions, enabling collaborative office work to genuinely empower businesses in cost reduction, efficiency enhancement, and compliance. This is precisely the key to building core competitive advantages for enterprises amidst fierce market competition.