SHARED FOLDER TOOL & ITS USAGE
Introduction
John was a leading photographer in a web designing company. His responsibilities include visiting different places to take photographs and manipulating them according to the needs of the company. Once he finishes his work of taking the snapshots and manipulating them, He has to send them to the sevelopers on site for real time use.
The case
John's main work is to take the photographs and send them to the developers. Developers will use those photographs as per their need. To share these pictures, they were using the following mode:
- John, after manipulation the photographs, needs to zip the files at a time and needs to upload them on to the server for the developers to download.
- He always uploaded the files on to the server in some file sharing websites.
- After the completion of the upload, John requests the file sharing website to send the link to the developers for downloading.
- When the developers get the link, they download the file, unzip it & use the snapshots taken by John.
This is the process they follow for sharing of files.
Here, John, a part from his main work of taking the snaps, the additional work he is doing is zipping of the files, logging into the file transferring website, uploading the pictures, sending the developers an email. It is a tedious process & even time consuming. John needs to do this repeatedly.
So, even when a photo does not need any editing, John is waiting to reach a certain number of photos so that he can upload them all at once. But when any photograph, as soon as it is snapped, needs to be sent on an urgent basis to the developers, John's time is being wasted because he needs to do the same process again and again.
The biggest problem comes into picture when John has lot many snaps to take, and has no time to spend on the repeated process of file transferring. Not only john, even the developers on site are waiting for each snapshot. So, here, both John as well as the developers are losing out on their time because John needs to upload the pictures while the developers need to download the files sent by Mr.John.
Using file sharing websites may even become a threat to the privacy of data John uploads. So, the organization now realized that this process of file sharing is tedious and even time consuming. They were losing out on the productivity of the work as well.
Methodology
The developers and John thought of correcting their usage of the file transfer. They were looking for an awesome file sharing tool. They researched on Internet and found solution. The organization participated in polls, forums, etc on the Internet and found that a file sharing tool would help them in solving their problem of file sharing.
Analysis
The organization came to know that a file sharing tool can help them in getting out the time consuming chore. They now compared all the file sharing tools available out there in the market, reviewed each product & found out the optimal product. They used the shared file tool called “Collaber”. As the name itself implies, the purpose of the tool is to share a folder. Unlike other shared folders, all the members in the same workspace are not sharing a folder kept some where, all of them will have a folder in their own systems which are synchronized internally by Collaber. So there is no need of any manual work to be done by either John or the developers.
This file sharing tool in Collaber has helped that organization in easy sharing of files with minimal time.
For example, now, If John wants to share some files/folders with all the members in the workspace, then he need not do the manual work like zipping the files, uploading them,
etc & even the developers need not waste time in downloading and unzipping the files shared by John. John just needs to copy the files /folders to the shared folder in his system, then Collaber does the remaining work of replicating all these files/folders into the shared folders in the system of the members in the workspace.
They can even create multiple shared folders to keep separate documents related to different projects. Now the work has become very simple for them, John doesn't need to upload, the developers don't need to download. Now John can easily copy the photographs he thinks no need to be manipulated to his shared folder, and Collaber will do the rest for him.
On the other side, also the developers are not required to do anything except checking his shared folder tool for new files/folders.
Conclusions
The conclusion of this case is that using of a file sharing tool like Collaber can lead to certain benefits as follows
- Easy sharing of the files.
- Time saving as there is no any need of uploading, downloading, etc..
- Increases the productivity.
