Efficient document management in ExpoCloud: The new ‘Documents’ area for your orders

Document management in the trade fair and event industry is often one of the biggest challenges - from hall plans and timetables to safety guidelines, countless files need to be managed correctly and accessible at all times. To make work easier for administrators and project teams, ExpoCloud now offers a centralised solution: the ‘Documents’ area for orders. This new feature simplifies document management and ensures transparent, structured and efficient filing, taking your workflows to the next level.

Contents

1. Centralised document storage - work more efficiently, avoid errors

2. Intuitive categorisation for an optimal overview

3. Optimised authorisation system for maximum security

4. Automatic notifications for seamless communication

5. Why is the user-friendly upload process so important for efficiency?

6. How does ExpoCloud support your document management?

7. Conclusion: Efficiency and security in document management

Centralised document storage - work more efficiently, avoid errors

Before the introduction of the ‘Documents’ area, order-related documents often had to be distributed via emails or in different systems. This not only led to unnecessary administrative work, but also to an increased susceptibility to errors and inefficient work processes. The new ‘Documents’ area solves this problem by providing a central repository for all relevant documents directly in the respective order. This means that all project participants have access to the latest documents at all times - quickly, in a structured manner and without unnecessary coordination.

Intuitive categorisation for an optimal overview

The ‘Documents’ area in ExpoCloud makes it possible to divide documents into clearly defined categories. The available categories include

• Project management: schedules, briefings, task lists

• Assembly: assembly instructions, safety guidelines

• Accounting: invoices, budget overviews

Each category shows how many documents it contains and allows users to go directly to the detailed view of the respective files. This structure gives administrators a precise overview at all times and allows them to find the documents they need more quickly - without having to search through countless emails or files.

Optimised authorisation system for maximum security

Another key feature of the ‘Documents’ area is the differentiated control of user rights. Sensitive documents must be managed securely and in a controlled manner, which is why ExpoCloud has a finely tuned authorisation system:

• Read permissions: Users can only view documents if they are authorised to do so.

• Write permissions: Authorised users can upload new documents or edit existing files.

• Delete rights: Only authorised users have the ability to delete documents.

This differentiated system ensures that documents can only be edited or deleted by the persons authorised to do so and at the same time reduces the risk of data loss.

Automatic notifications for seamless communication

The user-friendly document storage system is supplemented by automatic notifications. Each time a new document is uploaded, all relevant project participants receive an email notification. This notification contains the name of the document, the time of upload, the responsible user and a direct link to the document in ExpoCloud. This means that everyone involved in the project is always up to date and does not have to search for documents manually - an advantage that both reduces administrative effort and improves communication within the team.

Why is the user-friendly upload process so important for efficiency?

The document upload in ExpoCloud was developed with the aim of minimising administrative effort and maximising user-friendliness. Files can be easily uploaded to the appropriate category using drag-and-drop or the upload button. In addition, automatic categorisation by file type (e.g. PDF, JPG, XLSX) ensures that all documents are filed correctly. At the same time, the system displays when and by whom the document was last edited - a function that is very important when managing version controls.

How does ExpoCloud support your document management?

ExpoCloud offers administrators a powerful solution for the entire document management and supports you in increasing efficiency in your company. The most important advantages at a glance:

1. Centralised document storage: All relevant documents are stored directly in the order and can be accessed at any time without having to manage multiple file storage locations.

2. Easy to use: The upload process is simple and intuitive - files can be uploaded using drag-and-drop and automatically categorised.

3. Secure authorisation control: With a differentiated authorisation system, you have full control over who can access which documents.

4. Automatic notifications: Every new document upload is immediately sent by e-mail to all relevant project participants.

5. Optimised stakeholder management: You can add or remove stakeholders flexibly and as required and control their access rights individually.

Conclusion: Efficiency and security in document management

With the new ‘Documents’ area in ExpoCloud, administrators have the opportunity to optimise document management and improve team collaboration. With centralised storage, a simple user interface and flexible permissions, you can manage your projects more efficiently while ensuring the security of your data. Test the new function now and benefit from simpler, more secure and more transparent document management for your orders.