Create a "second open" experience: Filez Document Platform file preview service enables enterprise portals

1. The "premature pain point" of enterprise portals: it is not "can be opened", but "cannot wait and cannot use smoothly"

As the "central hub for business entry points", enterprise portals integrate massive files (such as contracts, reports, drawings, and proposals) from systems like OA, CRM, and ERP. However, 85% of enterprises are grappling with the "efficiency bottleneck" —— in portal file previews. These issues go far beyond the basic requirement of "whether files can be previewed", directly impacting employees' work experience and the pace of business advancement:

· Loading "half a beat behind": 10 seconds of waiting, interrupting workflow

Corporate portals frequently require viewing "100-page + PDF contracts, 20MB CAD drawings, and 50-page Excel financial reports." Traditional preview services rely on "local rendering + full file transfer," with 100-page PDFs taking 10-30 seconds to load. Cross-regional access (e.g., between headquarters and branches) often encounters network fluctuations causing loading delays or failures. A manufacturing company employee faced a 2-minute wait to preview a supplier's STEP-format 3D model, ultimately forced to download 2GB of specialized software and miss a critical production coordination window. Similarly, an internet company encountered three loading interruptions while reviewing a "Double 11 Promotion Plan PPT" on the portal, with each restart taking 15 minutes – a significant delay that disrupted their proposal review meeting.

· Format "incompatible": 1/3 of the files are "not fully viewed or opened"

Traditional portal previews only support over 200 common formats like Office and standard PDFs, but fail to handle specialized files such as CAD drawings (DWG/DXF), PSD layered designs, PDF scans, and Visio flowcharts. In a construction company's portal, 3 out of 10 engineering drawings couldn't be previewed, forcing engineers to switch platforms and open AutoCAD software—a time-consuming 5-minute process. Meanwhile, an advertising agency's PSD design drafts displayed only merged images during portal previews, preventing designers from verifying layer details. This resulted in two rounds of back-and-forth communication and a one-day delay in project delivery.

· Experience "very fragmented": preview and operation "two separate skins"

Traditional document preview services only provide basic viewing functionality. After employees preview documents on the portal, they must exit the page, download files, open specialized tools, and then return to the portal for approval – a process requiring three separate steps. For instance, when a law firm lawyer wanted to annotate the "Liability for Breach of Contract" clause in a draft contract preview, they had to download the file, annotate it using PDF tools, and then resubmit it to the portal, a time-consuming 12-minute process. Similarly, when a corporate finance team identified data errors in a "Monthly Profit Statement" preview, they had to download and modify the Excel file before resubmitting it, causing a two-hour delay in report submission.

· Safety "hidden dangers": Preview is "naked", risk is difficult to control

Some portal preview services upload files to third-party servers for rendering, posing risks of "data leakage". A financial institution employee viewed a customer's credit report through the portal preview service, where sensitive information like ID numbers and asset details were directly exposed due to the service's lack of desensitization. More critically, preview links are easily shared. At a tech company, an unsecured product PRD document was accessed by external personnel through the portal preview system, resulting in premature disclosure of the product proposal.

II. The "Instant Launch Logic" in Filez Document Mid-Platform: Not "Accelerated Transmission", but "Reconstructing Rendering"

The "second opening" experience of Filez document middle platform does not simply improve the transmission speed, but reconstructs the preview process through three technologies: "cloud-edge collaborative rendering + intelligent preloading + lightweight processing", which solves the pain points of enterprise portal preview from the root:

1. Cloud-edge collaborative rendering: deploy edge nodes in enterprise portals to process file rendering requests nearby and reduce cross-regional network latency;

1. Intelligent preloading: based on employees' positions and business scenarios, high-frequency access files (such as monthly reports of financial positions and customer contracts of sales positions) are cached in advance, and the cache is directly called when preview is clicked;

1. Lightweight processing: For large files (such as 100-page PDF, 20MB CAD), "block rendering + progressive loading" is performed, showing the first 10 pages first, and then loading the subsequent pages dynamically to achieve "instant opening on the first screen".

This technical restructuring allows the file preview of enterprise portals to change from "waiting to load" to "instant presentation", and from "single view" to "collaboration".

III. Filez Preview Service Empowers Enterprise Portal: Four Core Values to Create "Instant Open + Good Use" Experience

1. Instant experience: 3 seconds to load, no waiting for the first screen

Filez achieves "second-level loading" of all kinds of files in the enterprise portal through "technical optimization + intelligent cache":

· Block rendering with progressive loading: A 100-page PDF contract and 20MB CAD drawings complete initial loading in 3 seconds, with subsequent pages dynamically loaded as scrolling occurs. Cross-regional access speeds increased by 70%. In a manufacturing enterprise portal, engineers' preview of a 150-page production manual reduced loading time from traditional 20 seconds to just 3 seconds, eliminating 1 hour of idle waiting time daily.

· Intelligent Preloading Mechanism: Leveraging "Position-File" correlations (e.g., finance staff frequently accessing "Monthly Reports", sales teams regularly reviewing "Customer Contracts"), files are pre-cached at edge nodes. When employees preview documents, the system directly retrieves cached files, boosting loading speed by 50%. After implementation by a group company's finance department, monthly report previews were reduced from 5 seconds to 1 second, resulting in a 40% increase in audit efficiency.

· Network Optimization: For low-bandwidth environments (e.g., branch offices and remote work setups), the system automatically compresses file rendering resources. Even with a network speed of just 1Mbps, it can load 10MB files within 5 seconds. At a retail store, employees previewing "Promotional Campaign Plans" in weak network conditions saw their loading success rate jump from 60% to 100%.

2. Full format compatibility: 1200+ formats, special files "see full, see clear"

Filez relies on "self-developed rendering engine + professional plug-in integration" to cover 99% of the file format requirements of enterprise portals and solve the pain point of "format incompatibility":

· Industrial Design Category: The system supports CAD (DWG/DXF), STEP/IGES 3D models, and SolidWorks assembly previews, enabling "3D structure rotation viewing, exploded view unfolding, and part property inspection." In a automotive component manufacturer's portal, engineers can preview DWG drawings without opening AutoCAD, directly viewing "pore dimensions and material annotations" within the portal. This significantly boosts drawing coordination efficiency by 60%.

· Design & Creative Tools: Supports PSD Layered Preview (showing individual layers), AI Vector Graphics (resistant to distortion when zoomed), and AE Project Files (preparing animation keyframes). A designer at an advertising agency previewed character designs in the portal's PSD layering mode, confirming "skin texture layers" and "weapon detail layers" without downloading software. This streamlined workflow reduced communication time by 80%.

· Special Office Applications: Supports Office macro files (.docm/.xlsm), OCR recognition for PDF scans (image-to-text conversion), and Visio flowcharts (with connection line properties display). A financial company's portal preview system automatically preserves macro logic while blocking execution risks in Excel reports with embedded macros, ensuring content integrity and preventing virus attacks.

3. Collaboration: Preview is the "business starting point" and open the closed loop of portal operation

Filez deeply integrates the preview service with the "approval, edit, archive" business process of the enterprise portal to solve the problem of "experience fragmentation":

· Initiate Approval During Preview: When reviewing contracts or proposals in the portal, clicking the "Approval" button directly triggers OA approval through the portal. The approver can view documents and provide feedback directly on the preview page without downloading or uploading files. For instance, after a lawyer at a law firm previews a draft contract in the portal, they can initiate a "Legal Approval" within one minute, reducing the approval cycle from three days to just one day.

· Online Editing in Preview: When previewing Office documents or online spreadsheets, clicking the "Edit" button allows direct modifications within the portal, with changes being instantly synchronized to connected business systems (e.g., CRM customer profiles). For instance, when a salesperson views a "Customer Requirements Proposal" in the portal, they can immediately correct any errors in customer contact details on the preview page and synchronize these updates to CRM, preventing information discrepancies.

· Automated business data integration during previews: The system automatically links portal business information when viewing documents (e.g., displaying a client's historical orders and payment history when previewing a "sales contract"). An e-commerce company implemented this by enabling "Customer Cooperation Plan" previews in their portal, which simultaneously displays the client's consumption data from the past three months. This integration resulted in more precise plan adjustments and a 20% increase in client signing rates.

4. Security compliance: Preview full link protection and safeguard portal data security

Filez provides security for portal preview from the three links of "render, access and operation" to solve the risk of "leakage":

· Localization Rendering: The system supports "private/hybrid cloud deployment", where file rendering is completed on the enterprise's own servers without uploading to third-party platforms, complying with the "Data Security Law" requirement for "localization of core data". A financial institution deployed Filez via private cloud, ensuring that customer credit report data remains entirely within the corporate network during portal previews, effectively eliminating data leakage risks to zero.

· Refined permission management: Portal-based role allocation enables preview permissions (e.g., "Finance roles can view all reports, while marketing roles only access sales reports"). Preview links are configured with "validity period + watermark" (including viewer's name and timestamp). For instance, an internet company created a PRD preview link for unlaunched products with "24-hour validity" and employee name watermark, allowing source tracing even through screenshots.

· Sensitive information desensitization: automatically identify "ID card number, bank card number and mobile phone number" in the preview file, and hide the middle characters with "*" during preview; an HR enterprise displays the candidate's ID card number as "110101********1234" in the portal resume preview, which does not affect the view and protects privacy.

IV. Scenario demonstration: How does Filez Preview Service empower enterprise portals in different industries?

1. Manufacturing: Portal drawing preview "starts in seconds", production docking efficiency increased by 70%

Pain points of a heavy machinery manufacturing enterprise portal:

· One third of CAD drawings and STEP models in the portal cannot be previewed. Engineers need to exit the portal and open professional software, and the cross-system switch takes 5 minutes;

· It takes two minutes to load a 10MB 3D model, and the frequent lag during cross-region preview delays production docking.

Filez solution:

· Deploy Filez Document Mid-Platform preview service, which supports industrial formats such as DWG/STEP for preview, and implements 3-second first screen loading through block rendering;

· Based on the production department position, the drawings and files with high frequency access are cached in advance, and the preview speed is improved by 50%.

 implementation effect ：

· Portal file preview compatibility increased from 65% to 99%, so engineers do not need to switch software;

· The 3D model preview was shortened from 2 minutes to 3 seconds, the production docking efficiency was increased by 70%, and the number of production line shutdowns was reduced from 2 times to 0 times per month.

2. Group enterprise: Portal report preview "Open + collaboration", financial efficiency increased by 60%

Pain points of a retail group enterprise portal:

· It takes 15 seconds to load 50 pages of Excel monthly report in the portal. The financial department previews 10 reports every day, and the cumulative waiting time is 150 seconds;

· After preview, it needs to be downloaded and modified before uploading. The version is chaotic, and the delay rate of report submission exceeds 30%.

Filez solution:

· Using cloud-edge collaborative rendering, 50 pages of Excel report can be loaded in 3 seconds and the first screen can be presented in 1 second;

· Online editing and one-click initiation of OA approval are supported during preview, and modified content is synchronized to the portal in real time.

 implementation effect ：

· The report preview waiting time is reduced by 90%, and the financial daily work efficiency is increased by 60%;

· The report submission delay rate was reduced from 30% to 5%, and the compliance audit preparation time was reduced by 40%.

3. Internet industry: Portal solution preview "Instant + Security", product iteration accelerated 30%

Pain points of an Internet enterprise portal:

· When the PRD document and design draft of products not on line in the portal are previewed, there is a risk of link forwarding leakage;

· The preview of PSD design draft only shows the merged image, so designers need to download the file to confirm the layer, and communication takes time.

Filez solution:

· Preview link Settings "validity period + dynamic watermark", sensitive format (PSD) support layer preview;

· Based on the product role allocation preview rights, only authorized personnel can view the corresponding files.

 implementation effect ：

· Product document leakage risk reduced to 0, design communication time shortened by 80%;

· The product iteration cycle is reduced from 30 days to 21 days, and the efficiency is increased by 30%.

V. Conclusion: "Instant" experience is the "engine of efficiency" for enterprise portals

The core value of enterprise portals lies in "streamlining business processes". As the initial stage of document workflow, file preview directly determines employee productivity and operational efficiency. Traditional preview services, plagued by sluggish performance, poor compatibility, and fragmented user experiences, have become major roadblocks hindering portals from effectively empowering business operations.

The File Preview Service in Filez's Document Middleware elevates portal preview from a "basic feature" to an "efficiency engine" through its "instant access experience, full format compatibility, collaborative linkage, and security compliance" ——. It not only addresses the pain points of "immediate response required and operational challenges", but also integrates deeply with portal workflows. This integration establishes file preview as the collaborative starting point for "approval, editing, and archiving", truly empowering enterprises to harness the central value of their portals.

In today's era of accelerating digital office work, creating a "instantly open" portal file preview experience has become a key —— choice for enterprises to improve office efficiency and enhance employee experience. Filez Document Mid-Platform is the choice to "technologically reconstruct the preview experience," making the enterprise portal truly become an "efficient business entry point."