Certiblok has recently introduced a new and powerful feature to its platform: “Invite External User.” This innovation allows you to involve partners outside your organization, enriching your team with specific skills, such as those of external consultants, without compromising data security. With a single click, you can invite a “guest” to manage your documents directly in your Certiblok account, without the need to share copies outside your organization.
The “Invite External User” feature stands out for its simplicity and security. Traditionally, involving external partners required sending document copies via email or other sharing platforms, exposing data to security risks and losing control over distributed files. With Certiblok, this changes. Now, you can directly invite consultants and partners to collaborate, keeping documents within the corporate perimeter, protected by Certiblok’s robust security infrastructure based on Blockchain and AES 256 encryption.
Imagine working on a strategic consulting project. Instead of repeatedly sending updates and documents to the consultant via email, risking losing track of versions and comments, you can simply invite them as an external user in your Certiblok account. Once the invitation is accepted, the consultant will have direct access to the necessary documents, can make changes, leave comments, and collaborate in real-time without the need to download or resend files. This not only increases efficiency but also ensures that everyone always works on the latest version of the document, reducing the risk of errors and misunderstandings.
A practical example of using this feature could be an engineering company working with various subcontractors on a large construction project. By inviting the various subcontractors as external users, the company can centralize all project information and documents within Certiblok. Each subcontractor can only access the documents relevant to their part of the project, ensuring secure and organized information management. Additionally, thanks to Certiblok’s version management feature, it is always possible to trace the changes made by each user, maintaining a complete and detailed project traceability.
The external invitation feature integrates seamlessly with Certiblok’s other advanced features, such as Audit Rooms and Edit Rooms. Audit Rooms allow you to create secure virtual environments where you can share and inspect documents without moving them from their original folders. This is particularly useful during compliance checks or regulatory inspections, where it is necessary to provide temporary access to sensitive documents without compromising their security.
Edit Rooms, on the other hand, are collaborative workspaces where documents can be edited together with invited external users. Once the editing phase is completed, the documents are exported to the main platform and can no longer be altered, thus ensuring the integrity of the final versions. This feature is ideal for brainstorming sessions, document review, or collaborative report and analysis drafting.
Another example could involve a tax consulting firm that needs to work closely with clients on confidential documents. Using the external invitation feature, the firm can give clients direct access to the necessary documents for review, collect real-time feedback, and ensure that all information is handled with the highest level of security. Clients can view, comment, and upload documents directly on the platform, eliminating the need to send emails with sensitive attachments and thereby reducing the risk of data breaches.
Certiblok’s new “Invite External User” feature represents a significant step forward in collaborative document management, prioritizing security and traceability. This tool is set to revolutionize how companies interact with consultants, partners, and clients, offering a secure, efficient, and easy-to-use solution for document collaboration. With Certiblok, you can be confident that your data is always protected and accessible only to those you authorize, making external collaboration not only possible but also secure and controlled.
