Pivotal CRM Document Management Tools for Databases

At Tokara, our team of Pivotal CRM consultants is constantly looking at new ways to increase the ‘connection’ of our clients to their own prospects and customers, as well as the connection among their own internal teams. We know that in making the decision to use and invest in a robust business technology like Pivotal CRM, they have powerful and flexible connection tools at their disposal, and we make sure they also have access to every other piece of functionality they might need, all from within their Pivotal CRM system. This could include functionality such as business intelligence, marketing automation, or user experience enhancements.

In addition to ensuring this ‘connection’ at all levels, we also do everything we can to ensure all of these tools (but especially clients’ Pivotal CRM systems) are running at peak performance levels. This area of our business includes things like our Pivotal Performance Health Checks, and the topic of last week’s post – eliminating database ‘clutter’ that can impede the performance of clients’ Pivotal CRM systems.

As many of you may know, Pivotal CRM offers multiple document management options, which include:

  1. Saving or ‘attaching’ a document directly into the Pivotal CRM database (for example, when a document is attached to an existing Pivotal entity record, which embeds the file as part of the Pivotal database)
  2. Saving files into Microsoft SharePoint using the Pivotal document management feature, which enables use of SharePoint’s powerful document management capabilities from within Pivotal CRM (and of course taking advantage of Pivotal CRM’s out-of-the-box integration capability with SharePoint)
  3. Saving files into another 3rd party document management system (e.g., IBM Content Manager) via a web service
  4. Saving files into a shared folder on the client’s network

But what happens when, over time, the files saved directly into the database (scenario 1 above) are so numerous and vast that they still become cumbersome (and time consuming) for the system to maneuver through?

Our Pivotal CRM consulting team sees this phenomenon of decreasing system responsiveness in nearly every Pivotal customer environment we work in, with some of the more extreme cases at client sites where the newest version of Pivotal may not yet be running. Our team of veteran Pivotal CRM consultants can export these database files out of the Pivotal database, saving them as their native file type (e.g., PDF, DOC, XLS) and transferring them into SharePoint, third-party content/document management systems, or folders on internal shared networks, where they remain accessible to everyone who needs them simply by clicking a link within Pivotal. And best of all, this also brings back optimal performance levels and responsiveness from their Pivotal CRM systems.

Pivotal CRM and Document Management-SharePoint File Transfers

If you’re a Pivotal CRM user dealing with sluggish system responsiveness, or if you’d just like greater detail on the performance benefits Pivotal CRM users are seeing as they migrate attachments out of their Pivotal database and into SharePoint, other document management systems, or even locations within internal networks, we’d love to tell you more about how we can help. In the meantime, if you’d like to know more about how our Pivotal CRM consultants can deliver any of this functionality to your business, please contact any member of our consulting team at info@tokarasolutions.com. We also encourage you to contact Tokara’s VP of Business Development, Mark Fillingim, directly at +1 972-719-0213.