Author: André Guldi

How the integration simplifies document management in Cloud PLM

Pioneering technologies and digital innovations are shaping today’s economy. Seamless collaboration within companies is an essential factor for success. Product Lifecycle Management (PLM) supports this and helps increase efficiency. This is where the integration of Microsoft Office for the web™ in Cloud PLM comes into play. The integration of PLM systems and Microsoft Office not only promises an optimized way of working but also a smooth workflow that takes collaboration and productivity to a whole new level.

In this interview, André Guldi, Product Manager Cloud at CONTACT Software, explains the differences between document management with MS Office and in Cloud PLM, as well as the benefits of integrating Office for the web™.

André, how does document management differ in MS Office and Cloud PLM?

AG: MS Office has become the standard for creating documents, spreadsheets, and presentations because of its ease of use and extensive editing capabilities. However, documents are usually stored at the file level, which can lead to an unstructured data landscape. There is often no proper version control, leading to confusion and uncertainty about which documents are up-to-date. Many copies of the same document can be in circulation at a company, which makes collaboration and traceability difficult.

In Cloud PLM, this is different: its document management functionality offers a comprehensive solution. It establishes a “Single Source of Truth” for any type of document – a central, reliable storage location for documents. Managing metadata and file attachments allows for the structured organization and quick identification of documents. Additionally, extensive versioning, release workflows, and access control enhance document control. Search functions not only scan file names but also metadata and, using full-text search, even the content of the files. This simplifies finding documents and saves valuable time. Another significant advantage of document management in Cloud PLM is audit-safe storage. It is clear to users at first glance which document is currently valid, thus avoiding confusion or incorrect use.

What is Microsoft Office for the web™?

AG: Microsoft Office for the web™ (formerly Office Web Apps) is a web-based application that facilitates working with Office files. It allows users to open Word, Excel, OneNote, and PowerPoint documents directly in a web browser. The device used only requires a supported browser, an active internet connection, and users need a suite license. This allows them to use the full functionality of the web-based Office applications. This license not only allows them to gain access to documents but also to edit and share them with others – conveniently through the web browser without installing the Office Suite on their computer.

What are the benefits of integrating Office for the web™ into Cloud PLM?

AG: Microsoft Office for the web™ is seamlessly integrated into the Cloud PLM web interface. This allows users to create, view, and edit Office documents directly without the need to save them separately. They are saved in the Cloud PLM file storage, also known as Blobstore. This feature allows multiple people to work on the same document simultaneously without relying on local installations of MS Office.

A key feature is that only a single file exists, which simplifies file management and ensures a clear structure. The solution combines the advantages of an online Office editor with centralized and legally compliant document management in the PLM system: avoiding additional programs, eliminating file transfers, and enabling collaborative editing with version tracking, release workflows, and access control. This ensures efficient and secure document management.

What makes the connection between Office for the web™ and CIM Database Cloud special?

AG: CONTACT Software is the first software provider to offer the Office for the web™ integration in a Cloud PLM system. To edit an Office document in CIM Database Cloud, customers need an Office for the web™ suite license.

Conclusion

Microsoft Office for the web™ provides companies with an efficient solution for document management. It enables users to directly create, view, and simultaneously edit Office documents. The integration saves files directly in the Cloud PLM file storage, promotes collaborative work without local MS Office installations, and ensures a clear structure through a single file. This solution combines the advantages of an online Office editor with centralized document management in the Cloud PLM system, including versioning, release workflows, and access control for efficient and secure document management.

Discover CIM Database Cloud now – the first Cloud PLM system that enables the seamless integration of Microsoft Office for the web™.

Why Cloud PLM is the more sustainable choice

The Paris Agreement has a clear objective: limiting global temperature rise to below two degrees Celsius. To achieve this goal, companies must reduce their carbon footprint significantly. One promising way to enhance the resource efficiency of the employed Product Lifecycle Management (PLM) system is by utilizing cloud services. The shift to the cloud can be likened to carpooling, where the company’s on-premises server is akin to one’s own vehicle. In this example, it consumes substantial resources in the form of power to remain constantly operational. Cloud service providers act as carpools, sharing resources with multiple parties, eliminating the need for individual companies to operate extensive infrastructures. This not only saves resources but also enhances efficiency.

Discover why PLM in the cloud is the more sustainable choice compared to on-premises PLM software in this blog post.

On-premises versus cloud operation of PLM systems

On-premises or in the cloud – the operating models of PLM systems exhibit significant differences:

In on-premises operation, an internal server of the company hosts the PLM software, requiring capital-intensive investments in proprietary hardware and software. Local infrastructure is subject to a fixed capacity, potentially leading to bottlenecks during peak demand. Companies bear the responsibility for managing, maintaining, securing, and upgrading the PLM system themselves. Implementing new features or updates also requires a considerable lead time.

In contrast, cloud operation relies on an external provider to supply the server infrastructure. The cost structure is typically based on regular licensing fees. Cloud PLM systems are scalable, allowing resources to be flexibly adjusted based on demand. Management, maintenance, security, and system updates are the responsibility of the cloud provider. Compared to the companies using the PLM system, cloud providers possess more comprehensive expertise and state-of-the-art security technologies. New features or updates are implemented faster, given the external management of infrastructure and automatic updates.

3 Factors enable sustainable PLM in the cloud

Efficient resource utilization through cloud technology:

Server capacity, storage space, and network bandwidth can be efficiently managed in Cloud PLM software. The scalable cloud infrastructure allows PLM systems to adapt to specific requirements, such as adding or removing users. Scaling ensures optimal resource utilization while preventing energy waste.

Cloud providers also invest in efficient data centers and employ technologies like virtualization to maximize energy efficiency. This enables multiple virtual systems, operating systems, and applications to run on a single server. Consolidating servers and sharing hardware reduces energy consumption compared to decentralized software deployment. Advanced cooling technologies and intelligent energy management systems contribute to efficient resource utilization in data centers.

Using cloud services also reduces the need for local hardware such as servers, storage devices, and network equipment, resulting in less electronic waste and reduced demand for raw materials for new devices.

Dynamic load distribution in the cloud also contributes to overall efficiency. Traffic management flexibly adjusts to the performance needs of PLM applications to avoid network overloads.

Selection of sustainable cloud providers:

PLM in the cloud is particularly sustainable when chosen cloud providers use renewable energy sources. By leveraging solar power, wind energy, or hydropower, these companies reduce their ecological footprint.

Centralized updates and maintenance:

Cloud PLM providers centrally perform automated software updates and maintenance. This reduces the need for manual interventions at customer sites, which saves time, resources, and travel expenses.

Conclusion

In comparison to the local deployment of PLM software, the cloud enables more efficient resource utilization through flexible scaling, increased energy efficiency, and a reduced carbon footprint. Operating PLM systems in the cloud is more sustainable than on-premises when companies choose a cloud provider that uses renewable energy. Learn more about PLM and sustainability on our website.

CIM Database Cloud can be flexibly scaled up or down and is hosted on Amazon Web Services (AWS), which aims to operate entirely on renewable energy by 2025.

Factors and features improving usability

In an increasingly digitalized world, cloud-based solutions for Product Lifecycle Management (PLM) play a crucial role in efficiently managing product data and processes. A number of providers develop Cloud PLM software. Apart from functionalities and pricing, the user experience (UX) holds particular importance as it significantly influences user acceptance.

In this blog post, you will learn why selecting user-friendly Cloud PLM software is essential and what considerations you should keep in mind.

Why UX is important

When it comes to software, a well-designed user experience is not just a nice-to-have but a crucial factor that significantly influences how users perceive a tool, adapt and use it. Here are 5 reasons why you should prioritize user-friendliness when choosing Cloud PLM software:

1. User satisfaction: A well-conceived user experience increases user satisfaction. When users intuitively understand a software and find interacting with it pleasant and rewarding, they are more inclined to use it again.
2. Efficiency and productivity: A compelling user interface and meaningful interaction options enable users to complete tasks faster and more effectively.
3. Error reduction: A thoughtful UX helps minimize errors. Clear instructions, easy navigation, and consistent design elements lead to users making fewer mistakes and finding solutions faster when errors do occur.
4. Accessibility: A good UX takes into account the diversity of the user base and includes people with different abilities and limitations. Accessible designs allow everybody to work with the software without barriers.
5. Cost-Efficiency: Software with an intuitive UX can save costs in the long run, as users make fewer mistakes and the need for support and training decreases.

Cloud PLM and the challenges of user-friendliness

Cloud PLM systems enable centralized management of product information in real time, promoting collaboration and efficiency. Nevertheless, they initially pose some challenges for new users: they have to familiarize themselves with a new user interface, learn how to use complex functions, and handle data from a variety of sources. A sophisticated UX helps overcome these challenges:

Intuitive user interface: The user interface should be simple and intuitive to enable quick familiarization. A clean design and well-placed features help users navigate easily.

Customized dashboards & charts: Custom dashboards and time schedules allow users to see information and functions relevant for their tasks at a glance. Gantt charts, for example, provide a clear overview of project progress, aid in identifying task dependencies, and simplify resource planning.

Collaboration tools: A high-quality Cloud PLM platform should offer seamless collaboration features. Comment functions, real-time collaboration, and shared editing options are crucial for facilitating communication and information exchange.

Search and filter functions: Efficient search and filter functions, including an enterprise search, help users quickly access needed information. This is especially crucial with large datasets.

Integration with other systems: Seamless integration with other enterprise systems like ERP or CAD dissolves data silos and ensures all relevant data are linked.

User guidance and training: Well-structured tutorials and training materials assist users in utilizing the software to its full potential. A carefully crafted onboarding strategy is crucial to achieve a flat learning curve.

Feedback mechanisms: Users should be able to provide feedback for continuous software improvement. A dedicated community serves as an ideal platform for an open dialogue between developers and users.

Conclusion

For Cloud PLM software, an excellent user experience is not an option but a necessity. It enhances productivity, cost-efficiency, and user satisfaction. The entire team, including members with disabilities, can effortlessly and efficiently work with the tool. User-friendly Cloud PLM systems offer intuitive interfaces, customizable dashboards, collaboration tools, search and filter functions, training and feedback options, as well as integrations with third-party systems.

CIM Database Cloud provides state-of-the-art PLM features combined with an intuitive user interface and a flat learning curve.