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IT MSP Integrating Digital Marketing and Applications
Company Situation
This company operates within the IT managed service provider (MSP) sector combined with digital marketing and application implementation services. Their team includes a small executive group that requires heavy document management, while the broader staff have minimal document storage needs. They manage a mix of creative and administrative files, with a focus on serving external companies through document sharing rather than collaborative editing.
Existing Workflow
The company currently relies on an enterprise-level Box subscription for document management, which includes unlimited storage and around 20 user seats. Their creative team struggles with Box’s handling of large media files, such as RAW images, and syncing issues. Most documents shared with companies are finalized PDFs or marketing wireframes, not collaborative or live-edit files. Internally, the majority of employees use Office 365 (SharePoint) for lighter document needs.
Issues with the Existing Workflow
The enterprise Box plan is costly, a significant monthly cost for their seat count, with many advanced features unused by the company.
Box’s large file syncing and upload capabilities are inadequate for the creative team’s media assets.
The company does not need or utilize Box’s extensive enterprise-level functionalities, resulting in paying for unused capacity.
There is a desire to consolidate lighter document users onto Office 365 to reduce costs.
The company is seeking improved document searchability and management, sparked by interest in AI-driven capabilities.
How Shade Would Change Their Workflow
Shade offers a creative file management platform with AI-enhanced document search capabilities, enabling natural language queries to locate documents based on content rather than just file names or folder structure. Although Shade’s current document management focus is on searchability rather than live editing or collaborative document creation, it can serve the executive team’s heavier document needs and provide a better experience for large media files. Shade’s offering would potentially replace the costly enterprise Box subscription with a more tailored, feature-rich solution that fits the company’s actual usage patterns and budget targets.
Benefits
- Enhanced AI-powered searchability for quick retrieval of documents based on natural language queries.
- Better handling of large creative media files compared to the current Box setup.
- Potential cost savings by eliminating unused enterprise features and consolidating seats.
- Streamlined document management for executives with minimal impact on lighter users who remain on Office 365.
- A single source of truth for creative and document assets with tagging and metadata support.