Collaborative Office New Infrastructure: Filez Content Collaboration Platform enables approval, editing, and archiving in a single stream

I. "Process fragmentation" of traditional collaborative office: Why approval, editing and archiving become "three islands"?

In digital collaborative office, "content flow efficiency" directly affects the pace of enterprise operation, but 85% of enterprises are still trapped in the traditional office mode, resulting in approval, editing, archiving and other three core links fighting separately, forming "process breakpoints":

· Approval process: "File transfer" slows progress

Traditional approval processes rely on "email attachments + offline signatures", where a contract approval cycle involves "initiator sends email → department head downloads and reviews → comments are returned → forwarded to next approver". At a manufacturing company, a procurement contract took seven days to complete due to delays in cross-departmental email transfers, missing the supplier cooperation window. More critically, approval comments were scattered across email notes and chat logs, requiring researchers to sift through dozens of messages for traceability – a process that reduced efficiency to under 30%.

· Editorial: "Version wars" lead to rework

In traditional collaborative editing workflows, the "rotating modification + manual merging" approach proved inadequate. A product requirements document (PRD) at a tech company encountered eight conflicting versions when five team members worked simultaneously. Despite two days of manual cleanup to resolve formatting chaos and content clashes, the team still missed critical feature descriptions, causing development deviations. When cross-departmental collaboration occurred, lax permission controls allowed marketing staff to accidentally alter technical parameters from the R&D team, triggering full process rework.

· Archiving: "Manual classification" is a hidden danger

Traditional document archiving required employees to manually file approved files into designated folders using a "department/date" system. A single staff member would spend three hours processing 100 documents, with frequent errors like misclassifying "financial statements" as "administrative documents". A service company faced a 500,000 yuan regulatory fine after failing to provide original key contracts during a three-month audit due to delayed project document archiving. More critically, archived files became disconnected from approval records and editing history, forcing users to switch between the "Approval System", "Local Files", and "Chat History" for searches – a process consuming over an hour per retrieval.

II. The core of new infrastructure for collaborative office: The "one stream" logic of Filez content collaboration platform

The cornerstone of collaborative office innovation in new infrastructure lies in "breaking siloed processes and enabling end-to-end content lifecycle management". As Lenovo's professional content collaboration platform, Filez delivers an integrated "approval-edit-archiving" workflow that creates a closed-loop system: "initiate-to-link, edit-to-synchronize, approve-to-archivate". This innovative approach effectively resolves the fragmentation issues inherent in traditional office environments.

1. Process linkage: the approval node is embedded in the editing process, and the archived approval records and editing trajectory are automatically associated without switching across systems;

1. Authority adaptation: dynamically assign authority according to "role + link" (for example, open the right to modify when editing, only open the right to view and annotate during approval, and lock the right to modify after archiving);

1. Data synchronization: approval opinions, editing and modification, archiving location are synchronized in real time, all operations are traceable, and meet the compliance requirements of enterprises.

3. Filez Content Collaboration Platform: Three core capabilities to open up the "approval-edit-archive" flow

1. Approval embedded editing: from "file transfer" to "real-time collaborative approval", efficiency increased by 80%

The traditional approval and editing are separated, resulting in a "change-approve-change" cycle, while Filez implements "initiate approval in editing, synchronize changes in approval":

· Simultaneous Editing and Approval: When employees edit documents (e.g., contracts, proposals) in Filez, they can directly select "Approval Sections" to initiate approval without exporting files. The system automatically pushes approval tasks through predefined workflows (e.g., "Department Head → Legal Team → CEO"). Approvers can directly provide feedback within the document (e.g., "Additional breach liability clauses needed here"), with real-time synchronization to editors. This eliminates the need for back-and-forth email communication, streamlining the approval process.

· Collaborative editing is supported during approval processes: When reviewers propose modifications, editors can make real-time changes within the same document, with updates automatically labeled as "Modifier + Date". Reviewers don't need to download and refresh the document – simply click "Refresh" to see the latest changes. After implementation by a law firm, contract approvals were streamlined from "7 days with 3 rounds of revisions" to "2 days with 1 round of synchronization".

· Approval opinions are automatically archived: after approval, all approval opinions, approval time and approval results of the approvers are automatically associated with the document, and saved together with the document when archived. There is no need to check the approval records later. After being used by a group enterprise, the efficiency of tracing approval opinions is improved by 90%.

An e-commerce enterprise uses Filez to process "Promotion Plan" approval: When editing the plan, the editor initiates the approval. The marketing director comments that "the promotion time should avoid competitors' major promotions". After the editor modifies it in real time, the approver completes confirmation within 10 minutes. The whole process is shortened from the traditional 3 days to 2 hours, and the approval efficiency is improved by 95%.

2. Editor collaboration synchronization: from "version wars" to "real-time multiplayer editing", rework rate reduced by 70%

Filez solves the problem of version chaos in multi-person collaboration through "real-time collaborative editing + version intelligent management":

· Real-time Multi-User Editing: Supports over 100 users editing the same document simultaneously, with real-time synchronization of changes (e.g., when User A modifies product pricing while User B updates promotional rules, both can see modifications in real time). The system automatically resolves content conflicts (e.g., when two users modify the same line at the same time, it prioritizes the latest modification while retaining previous changes). A product team at an internet company using Filez for Product Requirements Document (PRD) editing achieved a dramatic reduction in version conflicts – from 80% to just 5% through collaborative editing.

· Complete Edit History Tracking: Automatically logs all editing operations (including text additions, deletions, and modifications) with timestamps, user identifiers, and modified content. Features one-click rollback to any historical version (e.g., "Restore to the version edited by Engineer Zhang 3 hours ago"), preventing accidental data loss. A marketing agency avoided financial losses of 300,000 yuan by using Filez10 Second to recover historical versions after an employee accidentally deleted core campaign materials.

· Fine-grained control of editing permissions: Assign editing permissions based on "roles" (e.g., "lead editors can modify the entire document, participants can only modify specific chapters, and viewers can only read"). When a manufacturing company's R&D team edits technical manuals, only core engineers are allowed to modify parameters while regular engineers can only add annotations, preventing accidental modification of critical data.

An educational institution used Filez collaborative editing for "annual enrollment plan": 8 cross-department employees (marketing, teaching, finance) edited online at the same time, each modifying the corresponding module, and completed the first draft in 2 hours. There was no need to merge the version later, saving 1 day compared with the traditional "rotating modification", and the rework rate decreased from 40% to 10%.

3. Approval and archiving: from "manual classification" to "automatic correlation and archiving", compliance rate is 100%

Traditional archiving requires manual operation and is disconnected from approval and editing, while Filez realizes "automatic archiving when approved, and archiving is associated with the whole process data":

· Automated Approval Archiving: Once documents pass review, the system automatically categorizes them into predefined archive directories (e.g., "Contract Documents → 2024 → Q3 → Procurement Contract") using preset rules (e.g., "Business Type + Year + Approval Date"), eliminating manual uploads. Customizable archiving rules (e.g., "All financial documents archived to 'Financial Compliance' directory with linked 'Budget Approval Records') have been implemented by a retail company, boosting archiving efficiency from" 100 documents / 3 hours "to" 100 documents / 5 minutes".

· Automated Archiving of Full-Process Data: Archived documents automatically link to "Edit History (all modification records)", "Approval Records (all review comments)", and "Usage Records (viewers and downloaders)". When searching later, simply click on the document to view the complete workflow. During an audit at a financial institution, Filez1 took just 1 minute to locate the approval records and modification history of the "2024 Q2 Loan Contract", reducing the audit preparation time from 15 days to 2 days.

· Secure Archiving Controls: The system automatically locks modification permissions for archived documents, with only administrators able to unlock them. It supports configuring "archiving validity periods" (e.g., "project documents automatically trigger destruction review after 3 years of archiving"), complying with the Data Security Law's requirements for data lifecycle management. A tech company implemented this feature, ensuring zero risk of document leakage through its archiving system.

A healthcare company implemented Filez for managing "electronic medical records": After doctors edit the records, they initiate approval (department director → medical administration department). Upon approval, the records are automatically archived into the "Patient Medical Records Database", with associated "editing history", "approval comments", and "consultation records" linked during archiving. When retrieving records later, complete medical histories and process data can be accessed within 10 seconds. This system has increased compliance rates in medical record management from 70% to 100%.

IV. Industry Case: How does Filez "One Stream" collaboration empower different enterprises?

1. Manufacturing: Collaborative optimization of procurement processes

The traditional procurement process of a heavy machinery manufacturing enterprise is as follows: The purchasing department edits the contract, sends the email to the supplier, and then receives the revised version from the supplier. After approval, the purchasing department sends it for approval again, and then manually archives it after approval. The whole process takes 10 days.

After Filez optimization:

· The purchasing department and the supplier co-edit the contract in Filez, and modify it in real time;

· After the completion of editing, directly initiate internal approval, and modify the legal affairs online;

· After approval, it will be automatically archived to the "procurement contract database", including communication records with related suppliers and internal approval opinions;

· Results: The procurement process was shortened from 10 days to 3 days, the contract dispute rate decreased by 60%, and the archiving and retrieval efficiency increased by 90%.

2. Internet industry: Product iteration process collaboration

The traditional product iteration of an Internet enterprise: the product manager edits the PRD, sends it to the R&D/design department by email, receives feedback and modification suggestions from the R&D department, modifies it again and sends it for approval, and then manually archives it after approval. The whole process takes 5 days.

After optimization with Filez:

· Product, R&D and design can edit PRD in real time in Filez, and opinions can be modified synchronously;

· After finalization, the approval was initiated. The CEO approved online and annotated "Prioritize the development of core functions";

· The approval is automatically archived to the "product iteration library", and the modified records of PRD and approval opinions are associated;

· Results: Product iteration preparation time was reduced from 5 days to 1.5 days, requirement change rate was reduced by 45%, and cross-team collaboration efficiency was increased by 70%.

3. Services: client contract management collaboration

Traditional contract management of a consulting company: business editor the contract → send the customer confirmation → the customer sends back the revised version → internal legal approval → manual archiving after approval, the whole process takes 7 days.

After optimization with Filez:

· Business and customers collaborate to modify the contract in Filez, and the modified track can be traced;

· After the client confirms, the legal approval is initiated, and the legal department comments online that "confidentiality clauses need to be added";

· The approval is automatically archived to the "customer contract library", and the relevant customer communication records and legal opinions are associated;

· Results: The contract signing cycle was shortened from 7 days to 2 days, customer satisfaction increased by 25%, and audit contract traceability efficiency increased by 85%.

IV. Conclusion: Filez Content Collaboration Platform defines the "efficiency standard" of collaborative office new infrastructure

The fundamental flaw in traditional collaborative work systems lies in the disconnect between content flow and process management. Filez's Content Collaboration Platform addresses this by implementing a streamlined "approval-edit-archiving" workflow, integrating the entire content lifecycle into a unified platform. This enables real-time collaboration from initiation to completion, instant synchronization during revisions, and automatic archiving upon completion. The solution not only resolves chronic pain points like low efficiency, error-prone workflows, and poor traceability but also aligns with the core requirements of new infrastructure for collaborative work – namely, "integrated architecture, intelligent operations, and regulatory compliance".

Filez Content Collaboration Platform delivers a streamlined workflow to break down office barriers, enabling faster approvals, more collaborative editing, and secure archiving. This innovative infrastructure for collaborative work builds a foundation that ensures "rapid response, low risk, and high compliance," serving as the core safeguard for enterprises to gain a competitive edge in the digital age.