Clientigent

Why to store documents inside custom software and not on a third-party drive

Do not use 3rd party drive

You can save a lot of time and troubles using custom documant storage instead of third-party drives.

  • Client: Clientigent
  • Date: September 2021
  • Style: Hand-drawn

Main ideas

Store documents inside a custom software in a predefined structure, not on a third-party drive.

  1. Folders, subfolders and document names are often organized differently by everybody – documents cannot be found, are duplicated, chaos.
  2. Sharing of documents is chaotic: a document or a folder is shared, everybody has it somewhere else, what if one deletes it, will it disappear for the others too? It is not under control.
  3. Documents in a predefined structure can be labelled, assigned to a client or a partner and easily found.
  4. Permissions to documents can be set.

Script

The story uses physical documents, a card index and a library.

  1. Chaos (label drive)
    • two guys next to each other, under each of them a different organization of documents (folders sorted A–Z vs. piles of papers sorted by size and shape)
    • one guy needs to find a small document and does not know its name
    • the other guy needs to find a document starting with M and does not know its shape and size
  2. Sharing (label drive)
    • three guys and one document between them (in the middle), the document splits into three and moves to the guys
    • the third guy moves the document closer to himself (with his eyes)
    • one guy puts the document into a shredder, the second one’s document turns into noodles, but the third one’s document stays intact
    • the first one looks at the third one confused
  3. Order (label administration)
    • an overview of sticky notes and labels
    • labels are added to documents and folders
    • pictures of people are clipped to documents and folders
    • documents and folders float into library shelves marked with various symbols (arrows, navigation)
  4. Permissions (label administration)
    • one guy hands over a folder to another one together with a bunch of keys
    • on the bunch there are keys with an eye, a pencil and a bin

At the end there is a summary: an unlocked vs. a locked padlock, a padlock vs. a key, a shredded vs. an intact document, …

Storyboard

Storyboard