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![Virtual Deal Room
External Collaboration
Contract Management
Process Management
Challenges Addressed
Challenges Addressed
Benefits of Box
Benefits of Box
Asset
Finance Use Box to enable accurate financial planning, reporting and risk mitigation
Investor/Analyst Portal
External Collaboration
• Inefficient workflows due to incompatible sharing tools which make it
difficult to constantly share financial information with investors, analysts
and other stakeholders
• Risk of data leaks when teams use consumer file sharing tools/email to
share sensitive financial information due to lack of easy external sharing
functionalities in IT sanctioned tools
• Slow and inefficient contract management process due to different teams/
departments using different file sharing solutions
• Unnecessary friction in the process by having to keep track of multiple
contract versions during the negotiations
• Increased risk of miscommunication and information loss when
transferring documents through different systems and communicating
information over email
• Risk of data leaks when employees use consumer file sharing tools/
email to share proposals with clients due to lack of easy external sharing
functionalities in IT sanctioned tools
• Accelerate deal closing by reducing the time it takes from proposal
creation to approval by all the relevant internal and external parties
• Simplify the negotiation process by easily allowing internal teammates
from sales, finance and other supporting teams to access and collaborate
on contracts
• Reduce risk of data breach during the iteration and negotiation process by
securely sending contracts within and outside your organization
• Increase flexibility for customers and external parties as to how they
complete contracts by enabling them to edit and approve from any device.
• Contract Management Process Diagram
• Large and costly risk of data breaches if bidding or confidential corporate
information is leaked into the wrong hands
• Inefficient process when email is used to transfer and collect information
due to attachment size limit and keeping track of multiple versions of
documents
• Inefficient process when legacy systems are used, due to difficulty with
sharing files, lack of mobile access and an unintuitive user interface
• Unnecessary costs due to high price of dedicated VDR solutions
• Ensure security controls through robust permissions which can be
configured for users by role so that everyone only sees the information
meant for them
• Accelerate deal cycles by allowing parties to respond and take action
anytime and from any device
• Monitor for suspicious activity by easily auditing user activity and file
usage through granular reporting, ensuring only compliant actions are
being taken
• Protect bidder privacy by preventing unauthorized access to documents
• Enhance relationships with investors and analysts by ensuring they
always have easy access to the most updated information about your
company from any device
• Protect your sensitive information by restricting access to only
authorized users and viewing granular reports on file and user activity
Use Box as a portal where investors and analysts can securely access the most
current corporate financial filings and reports
Use Box to automate workflows to create, share, and approve contracts with
customers and vendors. Collaborate on the proposals internally using Box, then
create automated workflows to pass the contracts on to clients for approval
using integrations with e-signature tools such as DocuSign. After contract is
signed, tag it with relevant metadata attributes, and if Governance is purchased
apply automatic retention and deletion schedules.
Use Box to create a secure virtual deal room for M&A activities, bidding and
contract negotiation with multiple external parties
Challenges Addressed
Benefits of Box
Customer Stories
• Beaumont Health System
“Box allowed the teams working our merger [with local healthcare system] to
easily communicate in a virtual deal room. It was quick and painless.”
- Timothy Purves, Administrative Director, IT Infrastructure
• Dunn Construction
Uses Box as the central repository for all contracts, plans, meeting minutes,
schedules, and bids. The use of Box as a VDR resulted in faster and more
competitive bidding, as well as savings of over $10,000 per year in printing
and postage costs.](https://image.slidesharecdn.com/fab6b0ce-1d7a-421c-a6d2-c44ac9404e4b-150925173421-lva1-app6892/75/Box-Use-Case-Matrix-FINAL-external-15-2048.jpg)
Uploaded byErnest Adriaansz
Box Use Case Matrix - FINAL (external)
Box can be used by marketing teams as a centralized content repository for storing assets. It allows for efficient collaboration on event planning through shared access to files and folders. Mobile access enables viewing of event binders to reduce printing costs. Overall Box improves productivity, speeds processes, and reduces data leakage risks for marketers compared to legacy systems or consumer file sharing tools.
Box Use Case Matrix - FINAL (external)
- 1. Use Box forcontent storage and sharing (replacing a personal/ corporate drive), ac- cesible on any device Use Box to access corporate content from a mobile device Use Box to store, share and collaborate on documents and critical projects with team members Use Box share documents between different internal teams Use Box to store and manage the transfer of content with exter- nal parties Use Box to transfer information between parties to achieve a desired business objective as part of critical business processes Use the Box platform to build custom apps for internal business processes, integrate with existing business applications, or to sell as independent app • Mac & Windows Sync • 15GB Upload Size • Preview • Full Document Search • Groups • Native Apps on all Platforms • Mobile Preview • Device Pinning • Mobile Security Controls • Box for EMM • Box Notes • Comments • Tasks • Annotations • Granular Permissions • Version History • Granular Permissions • Shared Links • Access Statistics • Box Notes • Managed External Collaborators • Usage Logs • Granular Permissions • Restricted Down- loads • Metadata • Automations • Tasks • Governance • Box Embed • Content API • View API • Developer Edition • Partners and Integration Ecosystem • Centralized Content Repository • Asset Distribution • Contract Template Repository • Field Sales Activities • Rep Training & Onboarding • Sales Proposal Creation • Internal Sales Portal • Virtual Deal Room • Partner/Vendor Portal • Sales Contract Management • Custom portal supporting internal and channel access to marketing assets stored on Box • Centralized Content Repository • Asset Distribution • Virtual Binder for Events • Event Planning & Binders • Asset Creation • Marketing Campaign Execution • Sales Enablement • Sales/Marketing Alignment • Coordinate Product Launches • Budget Planning • Agency/Vendor Collaboration • Event Coordination & Managment • Collaboration with Design Agencies • Digital Asset Management • Embed marketing assets directly on corporate websites • Centralized Employee Record Repository • Distribute Onboarding Materials • Approve Offer Letters from Mobile Devices • Manage Hiring Process & Feedback Loop • HR Portal • Performance Reviews • Headcount Planning • Internal Job-Board • Recruiting Event Coordination & Management • Collaboration with Recruiting Agencies • Automated Onboarding Process • Offer Letter Review and Approval Process • Integrate HR paperwork and company files into corporate intranet • Corporate User Drive • PC Backup • Enterprise Mobility Management • BYOD and Remote Work Solution • Disaster Recovery • Communication Log • Secure Internal File Sharing Tool • IT Resource Repository • Secure Internal Collaboration Tool • External Software Distribution • External File Shar- ing & Collaboration Tool • Build internal or external software distribution tool on top of Box • Store and Share Contracts • Mobile Access to Legal Documents • Mobile Redlining and Annotations of Legal Documents • Internal Legal Projects • Contract & Propos- al Creation • Collaboration with Outside Council • Virtual Deal Room • Contract Management • Contract and Proposal Review Process Sales Contract Management • Store and Share Product Specs and Information • Field Engineering Activities • Mobile Viewing of Product Specs/ Renderings • Product Design & Development • Code Sharing • Standup Meeting Notes • Coordinate Product Launches • Collaboration with Design Teams • Collaboration with Manufacturers/ External Review • Procurement • Supplier Management • Automated Product Development Workflow • Integrate with Product Lifecycle (PCL) applications • Store and Share Financial Documents • View and Approval Financial Statements from Mobile Devices • Audit Testing Activities • Contract Management with Internal Teams • SOXCompliance • VirtualDealRoom • Analyst/Investor Relations • Collaborationwith ExternalAuditors • ProcurementActivities • Contract Management • Invoice Processing • Order Management • Automatic Renewal Notifications • Build a custom investor, analyst, or customer portal using content stored on Box • Access Meeting Notes, Financial and Company information • Virtual Board Packets • Mobile Access to Confidential and Sensitive Information • Executive Meeting Content • Collaboration between Executive Team and Board Members • Virtual Deal Room • Mergers & Acquisitions Activities Description USE CASE CATGORY Basic Sync & Share External Collaboration Team Collaboration & Project Management Platform Mobile Productivity Process Management Cross-Department Collaboration HRSales Legal FinanceFeatures ITMarketing R&D/Engineering Executive/Board Box Use Cases
- 2. • C Sales UseBox to close more deals in less time Centralized Content Repository Basic Sync & Share Challenges Addressed Benefits of Box Customer Stories Use Box as a sales rep’s single source to store and manage all their content including customer facing presentations & marketing assets, internal price sheets and contract templates in a single location. Additionally they can surface this content in other business applications they use such as DocuSign and Salesforce • Sales cycles are slowed when sales reps have to use multiple systems to find and store their content • Decreased rep productivity when reps must transfer documents between internal storage to external sharing applications • Risk of data leaks when sales reps use consumer file sharing tools/email to share documents with clients due to lack of easy external sharing functionalities with IT sanctioned tools • Increase rep productivity by allowing them to easily send files to customers and prospects • Optimize deal strategies by monitoring customer engagement with documents shared with them and tailoring sales tactics accordingly • Reduce risk of corporate data breach by securely sending documents within and outside your organization • Reduce time and friction in completing tasks by centralizing all content on Box and integrating into other business workflows and critical applications such as Salesforce, DocuSign and Docurated • Alere “Our entire North American diagnostic sales team can share files with customers without leaving Salesforce.” - Sales and Marketing Development • Splunk Sales teams use Box as their “center of gravity” from which they can store, update and share presentations from Field Sales Activities Mobile Productivity Challenges Addressed Benefits of Box Customer Stories Asset Use Box to enable field sales to create, edit, share, and present content on mobile devices. More advanced use cases can also integrate content stored in Box into other 3rd party mobile business applications • Slow sales cycle due to rep’s inability to access files or respond to customer needs when they are away from their laptop or out of the office • Inefficient sales process if reps and clients do not have the most updated documents available to them • Risk of data leaks due to reps downloading content from legacy IT solutions and transferring onto consumer file sharing tools in order to view on mobile devices • Increase sales productivity by allowing sales to quickly find and share relevant content from any device at any time • Reduce risk of data breaches by using Box to securely share files with customers and prospects from mobile devices • Speed up sales cycles by ensuring all parties always have the most current content and is integrated into other core business applications • Simplify workflows by seamlessly accessing content from Box in other mobile applications such as Notability, Showcase, Slideshark and DocuSign • Eli Lilly 15,000 Field reps use Box on iPads to have instant access and present the latest marketing materials to clients easily and quickly onsite • Boston Scientific “We’ve been leveraging mobile technology like iPads to improve how our sales teams communicate with physicians and health-care providers.” - Chief Information Officer • Box for Mobile Datasheet Rep Training & Onboarding Team Collaboration & Project Management • Slow sales cycle and increased ramp time for new sales reps by forcing reps to search for assets in multiple locations/repositories • Sub-optimal content when there is no visibility into what content is being viewed and leveraged the most • Increase sales productivity by equipping reps with the best training and assets so they always have the most updated information • Enhance the quality of training content by providing content creators with data on the adoption and usage of the assets they are creating Use Box to collect and distribute the most updated training, corporate information and updates to sales teams on an ongoing basis Challenges Addressed Benefits of Box
- 3. • to Sales UseBox to close more deals in less time Sales Proposal Creation Cross-Departmental Collaboration Benefits of Box • Slow and inefficient proposal creation process due to different teams/ departments using incompatible file sharing solutions • Increased risk of miscommunication or information loss by transferring documents through different systems and communicating information over email • Risk of data and internal corporate communication leaks due to security shortcomings of legacy file sharing solutions and email attachments Use Box to create and collaborate on sales proposals with other internal departments (eg. Sales Operations, Legal, Finance etc) • Speed up proposal process from creation, editing, and versioning through approval by internal stakeholders • Reduce risk of data breach while proposals are being collaborated on between different teams • Increase efficiency of approval process by ensuring all teams are working off the most current version and editing documents directly from Box Challenges Addressed Virtual Deal Room External Collaboration Benefits of Box • Large and costly risk of data breaches if bidding or confidential corporate information is leaked into the wrong hands • Inefficient process when email is used to transfer and collect information due to attachment size limit and having to keep track of multiple versions of documents • Inefficient process when legacy systems are used, due to difficulty with sharing files, lack of mobile access and an unintuitive user interface • Unnecessary additional costs due to high price of dedicated VDR solutions Use Box to create a secure virtual deal room for M&A activities, bidding, and contract negotiations with multiple external parties • Ensure security controls through robust permissions which can be configured for users by role so that everyone only sees the information meant for them • Accelerate deal cycles by allowing parties to respond and take action anytime and from any device • Monitor for suspicious activity by easily auditing file and user activity using granular reporting to ensure only compliant actions are being taken • Protect bidder privacy by preventing unauthorized access to documents Challenges Addressed Internal Sales Portal Cross-Departmental Collaboration • Slow sales cycle because reps to have to search through multiple locations & repositories to find the assets they need • Decreased rep productivity due to friction and difficulty in sharing documents and assets with customers and prospects • Risk of data leaks when sales reps use consumer file sharing tools or email to share documents with prospects instead of IT-sanctioned tools • Lack of visibility into whether prospects are viewing the content that has been shared with them • Speed up sales cycles by easily sharing marketing materials, contracts and legal documents with customers and prospects from any device • Increase rep effectiveness by preventing customers from viewing outdated materials • Optimize deal strategies by monitoring customer engagement with documents shared with them and tailoring sales tactics accordingly • Simplify workflows by accessing Box content through Salesforce and other business critical applications Use Box as an internal sales portal where internal team like Sales Productivity/ Enablement, Marketing and Legal can share the latest resources with sales in a central location Challenges Addressed Benefits of Box
- 4. Sales Use Boxto close more deals in less time Partner/Vendor Portal External Collaboration Benefits of Box • Increased time and resources allocated to equipping partners with updated resources • Inefficient or underperforming resellers who do not have immediate access to the tools and information they need to succeed • Risk of data leaks when teams use consumer file sharing tools/email to share documents • Slow deal cycle due to manual and inefficient information sharing between parties Use Box to power a portal that creates a seamless and collaborative partner experience. Submit orders, store collateral, formal agreements, and other resources that partners need when engaging with customers and prospects • Speed up workflows by quickly finding and sharing the right content with partners and vendors, and advancing deal cycles from any device • Tailor and optimize engagement strategies by monitoring partner engagement with content and documents • Enable and empower partners with the knowledge and ability to become successful drivers of revenue. Challenges Addressed Sales Contract Management Process Management • Slow and inefficient contract management process due to different teams/departments using different file sharing solutions • Unnecessary friction in the process by having to keep track of multiple contract versions during negotiations • Increased risk of miscommunication and information loss when transferring documents through different systems and communicating information over email • Risk of data leaks when sales reps use consumer file sharing tools/ email to share proposals with clients due to lack of easy external sharing functionalities in IT sanctioned tools • Additional costs of standalone contract management tools which lead to siloed data and content sprawl • Accelerate deals by reducing the time it takes from proposal creation to approval by all relevant internal and external parties • Simplify the negotiation process by easily allowing internal teammates from legal, finance and other supporting teams to access and collaborate on contracts • Reduce risk of data breach during the iteration and negotiation process by securely sharing contracts within and outside your organization • Increase flexibility for customers as to how they complete contracts by enabling them to edit and approve from any device • Six Flags Sales teams used Box and were able to reduce their sales cycle by one week per deal, leading to $1.3M inincremental revenue and a 3% increase in gross profit • Sales Contract Management Diagram Use Box to automate workflows to create, share, and approve sales contracts with customers. Collaborate on the proposals internally using Box, then create automated workflows to pass the contracts on to clients for approval using integrations with e-signature tools such as DocuSign. After contract is signed, tag it with relevant metadata attributes, and store it in Box Challenges Addressed Benefits of Box Customer Story Asset
- 5. Centralized Content Repository Basic Sync& Share Event Planning & Binders Team Collaboration & Project Management • Risk of data leaks by marketers using consumer file sharing tools/email for sharing documents with external parties due to lack of easy external sharing functionalities in IT sanctioned tools • Longer time-to-market for new assets due to marketers having to look through multiple systems and email chains to find documents • Content sprawl due to multiple versions of documents being created and stored in different locations while going through the asset iteration process • Risk of data leaks due to marketers using consumer file sharing tools/ email for sharing documents as a result of IT sanctioned tools lacking easy external sharing capabilities • Difficultly accessing and sharing files using mobile devices or outside the VPN network when content is stored on legacy IT systems • Inefficient event planning process due to teams using incompatible file sharing systems and thus resorting to sharing content via email • Reduce costs for printing event binders by viewing all event and binder content on mobile devices • Speed up processes with one-click sharing of files and folders without worrying about file attachment sizes • Increase the collective team’s productivity by maintaining all files, assets and the comments and feedback associated with them in one unified workspace • Reduce risk of data and confidential announcements being leaked before the event using robust security controls such as password protected links and restricted downloads Use Box as a marketer’s single location to store, manage, and share all their content including images, videos, PDFs and Microsoft Office documents - both work-in-progress content as well as finalized assets Use Box as a portal to store and share all event-related content during the planning and execution of marketing events Challenges Addressed Challenges Addressed Benefits of Box Benefits of Box Marketing Use Box to get the right message to the right audience Sales Enablement Cross-Departmental Collaboration • Slow sales cycle and increased ramp time for new sales reps by forcing reps to search for assets in multiple locations/repositories • Sub-optimal quality of marketing assets due to lack of visibility as to what content is actually being used by sales teams, customers and prospects • Decreased marketing efficiency by spending their time sending and re- sending content to individual sales reps • Create more compelling and useful marketing assets by monitoring which content is being used and shared the most • Increase sales effectiveness by preventing customers from viewing outdated materials and collateral • Increase sales productivity by quickly enabling them with the latest training and assets to share with customers and prospects • Meet and exceed customer needs by enabling sales teams to share information and advance sales cycles from any device, anywhere Use Box to collect and distribute the most updated training information, latest marketing assets and other updates to sales teams on an ongoing basis Challenges Addressed Benefits of Box • Reduce risk of data breaches by using box to securely share files with internal colleagues and external teammates • Develop assets faster by easily accessing all content in one place, and eliminating the need to keep track of multiple versions • Simplify asset iteration process by storing conversations about edits directly on assets and ensuring information is not lost in translation • Increase productivity by integrating Box into existing work processes, including integrations with Microsoft Office products • Grey Group 6,000 Grey employees and 15,000 external collaborators use Box to share brand assets and ad creative for review and approval, allowing them to re- place 300+ FTP servers globally, eliminate redundant IT efforts and reduce infrastructure costs Customer Story
- 6. Marketing Use Boxto get the right message to the right audience Digital Asset Management Process Management Challenges Addressed Benefits of Box Customer Stories Assets Use Box as a unified workspace to securely store, manage, share and collaborate on rich digital assets • Inability to view rich media assets on mobile devices or without native software installed if they are stored on legacy IT systems or basic EFSS solutions • Inefficient workflows due to difficulty searching and organizing large volumes of rich media assets quickly and efficiently • Slow process from asset creation to approval due to the multiple parties involved, assets being stored in different systems and having to keep track of long email threads regarding edits • Difficulty sharing files over email due to the large size of rich media files, particularly a challenge for external sharing • Risk of data leaks when assets go between teams inside and outside the organization through multiple channels, a major threat when working on confidential or unreleased materials • Speed up workflows by finding assets faster and keeping all content consolidated in one location, including outdated assets that can be automatically archived and retained on Box • Streamline asset review and approval process by keeping edits and feedback connected to assets and setting up automated approval chains • Optimize marketing investments by granularly monitoring asset performance and usage • Reduce costs by eliminating specialized software licenses for team members who only needed to review and approve assets • Belk Marketing and eCommerce teams use Box to manage creative workflow: selecting, proofing, touching up and watermarking images for website and in-store branding • PopSugar “By standardizing on Box and leveraging its metadata capabilities, we were able to simultaneously centralize all of our assets while also making them easily discoverable and seamlessly organized for employees and even outside contrac- tors when needed.” • Box for Digital Asset Management Overview • Box for Digital Asset Management Whitepaper • Box for Digital Asset Management Video Event Coordination & Management External Collaboration Benefits of Box Customer Stories Challenges Addressed Use Box as a portal to store and share all event-related content during the planning and execution of marketing events with internal teams and external partners. • Risk of data leaks by marketers using consumer file sharing tools/email for sharing documents with external parties due to lack of easy external sharing functionalities in IT sanctioned tools • Difficultly accessing and sharing files using mobile devices or outside the VPN network when content is stored on legacy IT systems • Inefficient event planning process due to teams using incompatible file sharing systems and thus resorting to sharing content via email • Unnecessary costs for sharing large files/confidential information which must be printed and mailed to external parties • Reduce costs and decrease time it takes to send documents and content between agencies, vendors and clients • Speed up processes with one-click sharing of files and folders to both internal and external teammates • Increase the collective team’s productivity by maintaining all files, assets and the comments and feedback associated to them in one unified workspace • Reduce risk of data and confidential announcements being leaked before the event using robust security controls such as password protected and expiring links • Live Nation Marketing teams used Box to securely share files (maps, stage info, contracts, forms, policies) and collaborate with 200+ event vendors • Mattress Firm Teams use Box to distribute 800+ conference materials and videos to vendors and attendees, resulting in savings of $50,000 on printing, shipping, administrative and hardware costs for each conference. Additionally, field managers save two hours per week by using Box on iPads to share content with national teams Agency/Vendor Collaboration External Collaboration Benefits of Box Customer Stories Challenges Addressed Use Box to easily and securely collaborate on documents and projects with outside agencies or vendors • Unnecessary costs for sharing large files/confidential information which must be printed and mailed to external parties • Difficultly accessing and sharing files using mobile devices or outside the VPN network when content is stored on legacy IT systems • Risk of data leaks when marketers use consumer file sharing tools/email to share documents with external parties due to lack of easy external sharing functionalities in IT sanctioned tools • Content sprawl and inefficient processes due to the inability to simultaneously collaborate on documents and easily share files • Increase project efficiency by finding and sharing the right content with external team members quickly and securely and from any device • Increase efficiency by ensuring everyone is always working on the latest versions of documents • Reduce risk of files falling into the wrong hands and add advanced security protections for highly confidential information • Expedite project completion by monitoring access statistics and file usage to ensure progress is being made • Six Flags “Compared to email, Box has reduced the time we spend searching for and sending material by 50%. And everybody – both our internal teams and external vendors – finds it exceptionally-simple to use.” • Electronic Arts Box enables 2,000 employees to collaborate seamlessly with marketing agencies agencies, partners and legal teams and has both improved innovation and collaboration across the company and decreased both time-to-market
- 7. HR Use Boxto onboard and empower the best talent Centralized Employee Record Repository Basic Sync & Share • Inefficient processes due HR employees spending their time looking through hard copy documents or searching multiple siloed databases for employee information • Decreased HR employee productivity as they spend their time responding to one-off requests for documents and information from employees • Unnecessary friction in workflows due to lack of ability to easily search through large numbers of documents stored in traditional/hard copy formats • Risk of data leaks by HR employees using consumer file sharing tools/email for sharing documents with employees • Secure confidential employee information by allowing access to all necessary parties but restricting edit rights for certain individuals • Increase employee productivity by having a unified workspace where employees can easily submit, store, and search for private information • Ensure compliance with company and external regulations regarding employee information using retention policies to automatically preserve documents securely on Box • Speed up workflows by easily finding documents by using metadata tags to search documents • Reduce risk of data leaks by using Box to send and share employee documents and add enhanced security controls for highly confidential information Use Box to securely store and organize confidential employee information such as benefits, payroll and performance reviews, and allow individual employees controlled access to their personal information Challenges Addressed Benefits of Box Manage Hiring Process & Feedback Loop Team Collaboration & Project Management • Risk of data leaks by HR employees using consumer file sharing tools/ email for sharing paperwork with external candidates due to lack of easy external sharing functionalities in IT sanctioned tools • Inefficient hiring process due to paperwork and feedback being stored in multiple locations • Reduce risks of data leaks by only sharing candidate information and feedback through secure Box links • Reduce time to close a candidate by easily sharing input, viewing the hiring team’s feedback on candidates, and collaborating on hiring decisions • Easily ensure all stakeholders are included in hiring decisions by storing all information in a centralized workspace that all members have access to from any device Use Box as a unified workspace where recruiting and hiring teams can share candidate information and feedback during the interview process Challenges Addressed Benefits of Box HR Portal Cross-Department Collaboration • Risk of data leaks by HR employees using consumer file sharing tools/email for sharing documents with employees • Decreased HR employee productivity as they spend their time responding to one-off requests for documents and information from employees • Decreased employee productivity as they spend their time searching for essential HR information • Reduce risk of data leaks by using Box to send and share HR documents and information and add enhanced security controls for highly confidential information • Increase employee productivity by providing a solution for HR team members and company employee to find and share information easily Use Box to centralize all HR resources such as, benefits information, learning and development resources and holiday calendars for employees in a single, secure location that can also be integrated into an existing company intranet Challenges Addressed Benefits of Box
- 8. Automated Onboarding Process Process Management • Cumbersome onboarding process for new hires who are forced to use a number of unintuitive systems to complete required paperwork • Content sprawl due to the large number of people and teams involved with the onboarding process who each use different systems to store documents • Slow and inefficient recruiting process by having to juggle multiple collaboration systems for internal versus external sharing and searching for resources in multiple locations • Get new employees up-to-speed faster • Increased speed of offer process by automating processes for approving hiring candidates and completing required HR paperwork with future employees • Increase efficiency of offer process by integrating Box content into business applications such as Microsoft Office 365, DocuSign and Adobe EchoSign • Impress new hires with a slick and easy to use onboarding experience to send and receive HR paperwork, corporate information and orientation materials • HR Onboarding Process Diagram Use Box to manage and automate the employee onboarding process, from extending the offer to coming onboard Challenges Addressed Benefits of Box Asset HR Use Box to onboard and empower the best talent Recruiting Event Coordination & Management External Collaboration • Risk of data leaks by HR employees using consumer file sharing tools/email for sharing documents with vendors and candidates due to lack of easy external sharing functionalities in IT sanctioned tools • Difficulty accessing and sharing files using mobile devices or outside the VPN network when content is stored on legacy IT systems • Inefficient event planning process due to teams using incompatible file sharing systems and thus resorting to sharing content via email • Reduce costs and decrease time it takes to send event and candidate info between agencies and internal teams • Reduce time to close candidates by easily collecting and viewing feedback in a single location • Increase event planning efficiency by maintaining all event paperwork and candidate information as well as the comments and feedback associated to them in one unified workspace • Reduce risk of confidential candidate information being leaked Use Box as a shared space to coordinate recruiting events with event and hiring agencies and collect post-event feedback on candidates Challenges Addressed Benefits of Box
- 9. IT Resource Repository Cross-DepartmentCollaboration Corporate User Drive Basic Sync & Share • Cumbersome and slow sharing process when employees are outside the VPN network or firewall if content is stored on legacy IT systems • Decreased end-user productivity due to lack of easy access to download applications and updates necessary for them to complete their required business workflows • Decreased IT team productivity from responding to one-off requests for software and applications from employees • High costs and limited functionality of legacy network drives and on- premise storage which require capacity buildout planning, provide limited per user storage and have insufficient sharing and mobile capabilities • Burden on IT teams who must dedicate resources to provisioning new hardware, updating operating systems, implementing patches, and maintaining network infrastructure • Use of shadow-IT products such as consumer file sharing tools by employees trying to access their files when outside the office or on their mobile device • Focus IT resources on high-impact projects by spending less time finding and sending applications and files to individual employees • Increase employee productivity by ensuring they always have access to the IT applications they need to get their work done • Enhance IT education and onboarding for new employees by tracking which resources are utilized most to better understand employee knowledge-gaps • Eliminate shadow IT, increase employee satisfaction and productivity by providing them a storage tool that is intuitive, easy to use, and meets their business needs • Simple and secure rollout using integrations with Active Directory/LDAP for SSO • Ensure data availability with Box’s full data backup and data center redundancy • Protect your corporate data by using the admin console to keep an audit trail of all file and user activity and control where and how company information is used • Reduce the burden on IT by eliminating the time spent sending application updates, provisioning users and doing manual infrastructure configuration on legacy file repositories Use Box to store core applications, installation files, and IT support documentation on Box and share them with the appropriate employees Use Box as a secure network drive for employees to access from anywhere without the hassle of firewalls or VPNs Challenges Addressed Challenges Addressed Benefits of Box Benefits of Box IT Use Box to protect your corporate information while providing employees with an intuitive, easy to use file storage and collaboration tool Disaster Recovery Team Collaboration & Project Management • Longer downtime due to inability access necessary plans and files and if not stored in a central location • Lost and irrecoverable data if end-users back up data on personal devices • Ensure data preservation and recovery by having all critical files backed up on Box and the ability to manage disaster recovery from a remote location • Constant, uninterrupted access to all disaster recovery files from any location on any computer or from mobile device • Minimize system downtime by quickly accessing all necessary files to recover information Use Box to centralize disaster recovery planning and execution process using Box’s resiliency to provide access to disaster recovery content in the event of a failover. Store recovery binaries, postmortem reviews, failover test planning, and all disaster recovery related checklists within Box Challenges Addressed Benefits of Box • McAfee - Replaced legacy file sharing system with Box which reduced admin time from six to one hour per week and large file upload time from hours to minutes - “Box has been the best and easiest implementation I’ve ever done in my 20+ years in the industry.” - IT Director • Nationwide Insurance “We tested Box and instantly people became more productive because they could access the files they needed” - Director of New Technology Innovation Customer Stories
- 10. IT Use Boxto protect your corporate information while providing employees with an intuitive, easy to use file storage and collaboration tool Secure Sharing Tool Team Collaboration & Project Management Cross-Department Collaboration External Sharing • Risk of data leaks by employees using consumer file sharing tools/email for sharing documents due to lack of easy sharing functionalities in IT sanctioned tools • Lack of visibility for IT admins into user activity and where content has been shared, and inability to lockdown highly confidential corporate information • Decreased employee productivity by spending time navigating firewalls and VPN, or being unable to access critical business information when outside the office • Increase employee productivity by enabling them to easily access documents when outside the office on mobile devices while maintaining the security of your information • Simplify and streamline the collaboration process for end users by allowing them to easily share files and collaborate with colleagues • Protect your corporate data by keeping an audit trail of all file and user activity and setting granular permissions to prevent the unauthorized viewing, editing, or downloading of documents • Eliminate shadow IT, increase employee satisfaction and productivity by providing them a storage tool that is intuitive, easy to use, and meets their business needs • Tranforming Collaboration Infographic Use Box as the sanctioned tool for employees to share and collaborate on files with other internal colleagues and external parties from any device. Challenges Addressed Benefits of Box Asset
- 11. Legal Mobile Access toLegal Documents Mobile Productivity • Risk of data breaches due to employees downloading content from legacy IT solutions and transferring onto consumer file sharing tools in order to view on mobile devices • Decreased employee productivity due to difficulty accessing, editing and sharing briefs, motions, and contracts when away from a computer • Reduce risk of data breaches by using Box to securely share documents with internal and external parties from any mobile devices • Speed up negotiations and timely follow-up by ensuring all parties always have the most current content and can respond to changes, no matter where they are • Simplify workflows and expedite the signature process by seamlessly accessing content from Box in other 3rd party mobile applications such as Notability and DocuSign. Use Box to access and edit highly sensitive and confidential legal documents and share up-to-date content with relevant parties from anywhere on any device Challenges Addressed Benefits of Box Use Box to minimize legal risks and comply with internal and external regulations Internal Legal Projects Team Collaboration & Project Management • Risk of data and internal corporate information leaks due to security shortcomings and inefficient sharing capabilities of legacy file sharing solutions • Increased risk of miscommunication and information loss when transferring documents through different systems and communicating information over email • Unnecessary friction in the process by having to keep track of multiple file versions during course of a project • Difficultly accessing and sharing files stored on legacy IT systems using mobile devices or outside the VPN network • Reduce risk of data leaks by securing sharing documents and any associated comments through Box while still having the ability to access and edit files from mobile devices • Increase efficiency and productivity by having a single workspace to redline and revise documents, track feedback and assign tasks to teammates • Track and speed up progress by easily monitoring document usage and auditing user activity, while ensure only compliant actions are being taken Use Box to create a secure workspace for legal teams to create and negotiate contracts, handle paperwork and address any legal matters that may arise Challenges Addressed Benefits of Box Contract & Proposal Creation Cross-Departmental Collaboration • Slow and inefficient proposal creation process due to different teams/ departments using incompatible file sharing solutions • Increased risk of miscommunication or information loss by transferring documents through different systems and communicating information over email • Risk of data and internal corporate information leaks due to security shortcomings and inefficient sharing capabilities of legacy file sharing solutions • Speed up proposal process from creation to editing and approval by internal stakeholders • Reduce risk of data breach while proposals are being collaborated on between different teams • Increase efficiency of approval process by ensuring all teams are working off the most current version and editing documents directly from Box with the Microsoft Office integration Use Box to create and collaborate on sales proposals and with other internal departments (eg. Sales, Finance) before sending it out to external council or other parties Challenges Addressed Benefits of Box
- 12. Collaboration with Outside Council ExternalCollaboration • Inefficient workflows due to legacy file sharing tools, VPNs and firewalls preventing parties from sharing documents outside their organization in a simple and timely manner • Unnecessary costs for sharing large files/confidential information which must be printed and mailed to external parties • Risk of data leaks by employees using consumer file sharing tools/email for sharing documents with external parties due to lack of easy external sharing functionalities in IT sanctioned tools • Difficulty accessing and sharing files using mobile devices or outside the VPN network when content is stored on legacy IT systems • Increase project efficiency by finding and sharing the right content with external council quickly and securely and from any device • Reduce risk of files falling into the wrong hands and add advanced security protections for highly confidential information • Expedite project completion by monitoring file access statistics and user activity to ensure progress is being made • Increase efficiency by ensuring everyone is always working on the latest versions of documents Use Box to easily and securely collaborate work with outside council and external parties involved in corporate legal matters Challenges Addressed Benefits of Box Legal Use Box to minimize legal risks and comply with internal and external regulations Contract Management Process Management • Slow and inefficient contract management process due to different teams/ departments using different file sharing solutions • Unnecessary friction in the process by having to keep track of multiple contract versions during the negotiations • Increased risk of miscommunication and information loss when transferring documents through different systems and communicating information over email • Risk of data leaks when employees use consumer file sharing tools/ email to share proposals with external parties due to lack of easy external sharing functionalities in IT sanctioned tools • Accelerate contract closing by reducing the time it takes from proposal creation to approval by all the relevant internal and external parties • Streamline the negotiation process by easily allowing internal teammates from legal, finance and other supporting teams to access and collaborate on contracts • Simplify workflows by integrating contracts from Box with other business critcal applications such as DocuSign and CCScan • Reduce risk of data breach during the iteration and negotiation process by securely sending contracts within and outside your organization • Efficiently manage contracts by easily finding contracts based on specific elements using metadata tags, and setting automatic alerts before contract expirations • Orrick, Herrington & Sutcliffe Legal teams use Box to automate their file review process by adding appropriate metadata and routing the contract to necessary individual for approval. Box has allowed them to save 90% in infrastructural costs Use Box to easily create, share, and approve contracts with clients, vendors and other parties. Collaborate on the proposals internally using Box, then create automated workflows to pass the contracts on to clients for approval using integrations with e-signature tools such as DocuSign. After contract is signed, tag it with relevant metadata attributes, and if Governance is purchased apply retention and deletion policies.. Challenges Addressed Benefits of Box Customer Story Virtual Deal Room External Collaboration • Large and costly risk of data breaches if bidding or confidential corporate information is leaked into the wrong hands • Inefficient process when email is used to transfer and collect information due to attachment size limit and keeping track of multiple versions of documents • Inefficient process when legacy systems are used due to difficulty with sharing files, lack of mobile access and an unintuitive user interface • Unnecessary costs due to high price of dedicated VDR solutions • Ensure security controls through robust permissions which can be configured for users by role so they only see the information meant for them • Accelerate the deal cycle by allowing parties to respond and take action anytime and from any device • Monitor for suspicious activity by easily auditing user activity and file usage through granular reporting to ensure only compliant actions are being taken • Protect bidder privacy by preventing unauthorized access to documents Use Box to create a secure virtual deal room for M&A activies, bidding and contract negotiations with multiple external parties Challenges Addressed Benefits of Box • Gunderson Dettmer Attorneys and paralegals use Box to share time sensitive briefs, memos and contracts with external parties securely and instantly instead of having to burn thousands of legal documents to CDs and send them via mail. Customer Story
- 13. R&D / Engineering ProductDesign & Development Team Collaboration & Project Management Supplier Management External Collaboration • Slow product design cycles due to different teams/departments using different file sharing and collaboration solutions • Unnecessary friction in workflows due to inability to view videos or CAD files on legacy IT systems or send large renderings via email • Inefficient workflows due to rapid iterations which quickly make files stored locally outdated and teams working off different information • Increased risk of miscommunication or information loss by transferring documents through different systems and communicating information over email • Longer time to market due to inefficient information sharing between product teams and suppliers • Risk of product and corporate information leaks when teams use consumer file sharing tools/email to share files due to lack of easy external sharing functionalities in IT sanctioned tools • Costly production errors due to manufacturers using outdated product specs or updates sent via email get overlooked • Speed up product planning, research and development by centralizing content and integrating into other planning software such as Asana • Easily work with dispersed teams by ensuring everyone always has the most current information and can seamlessly share feedback and updates • Protect intellectual property with clear documentation of authors and creation timelines while products are being developed • Stay on time and under budget by centralizing schedules, resourcing and timelines in a central location that is easily accesible by all teammates • Simplify workflows by easily viewing 100+ file types within Box without any additional software required • Buildera Uses Box to enable its globally disperse design team to speed up their development workflow and has cut cycle time by 3-5x • Bechtel 16,000+ employees and 16,000+ external contractors use Box for mobile access to CAD, BIM, Excel, PDF, PPT and video files in the office and on job sites • Promote timely and on-budget product releases by keeping all parties informed of updates and having a single source of truth for all product information • Increase product production efficiency by easily sharing sensitive product information with suppliers and manufacturers • Protect product information by using enhanced security controls to ensure information does not get into the wrong hands • Track and speed up progress by assigning tasks, monitoring document usage and auditing user activity Use Box to collaborate at every phase of product development process- including design, engineering, prototyping though final production Use Box to collaborate securely and share production specs, sourcing requirements, and other content vital to the production process with suppliers and manufacturers Challenges Addressed Challenges Addressed Benefits of Box Customer Stories Benefits of Box Use Box to streamline the development of products that engage and delight customers Coordinate Product Launches Cross-Department Collaboration • Decreased efficiency and launch delays due to miscommunications and lack of transparency between product, marketing, operations and other internal stakeholders • Risk of data leak or breach before launch due to teams using consumer file sharing tools/email to share documents and information • Facilitate collaboration from any device between teammates to ensure a seamless and smooth launch • Reduce risk of pre-launch leaks or data breaches by securely sharing files from any device and adding enhanced security controls like password protected and expiring links for highly confidential information Use Box to collaborate with key internal departments on product launch strategies and details Challenges Addressed Benefits of Box
- 14. Audit Testing Activities TeamCollaboration & Project Management SOX Compliance External Collaboration • Content sprawl due to multiple file versions of documents created through the audit process that are stored on different systems and devices • Increased risk of miscommunication or information loss by transferring documents through different systems and communicating information over email • Decreased productivity due to difficultly accessing and sharing files stored on legacy IT systems using mobile devices or outside the VPN network • Risk of data leaks by employees using unauthorized file sharing tools/ email for sharing financial information instead of IT sanctioned tools • Inefficient workflows due to collaboration tools which make finding and sharing sensitive financial information with external parties difficult • Decreased productivity due to lack of visibility into progress of workflows, what actions users have taken and which tasks are yet to be completed • Risk of data leaks when teams use consumer file sharing tools/email to share documents and information due to lack of easy external sharing functionalities in IT sanctioned tools • Streamline the audit process by ensuring everyone is working on the most current version no matter what device they are using • Ensure compliance with internal and external regulations by applying retention and archival schedules to preserve documents • Reduce risk of data leaks by adding advanced security protections including restricted downloads, passwords and shared link expirations for highly confidential information • Slow and inefficient proposal creation process due to different teams/ departments using incompatible file sharing solutions • Increased risk of miscommunication or information loss by transferring documents through different systems and communicating information over email • Risk of data and internal corporate information leaks due to security shortcomings and inefficient sharing capabilities of legacy file sharing solutions • Speed up proposal process from creation to editing and approval by internal stakeholders • Reduce risk of data breach while proposals are being collaborated on between different teams • Increase efficiency of contract approval process by ensuring all teams are working off the most current version and editing documents directly from Box with the Microsoft Office and Google Apps integration • Reduce risk of compliance failures by ensuring all critical documents are automatically retained • Shorten workflows by easily finding and sharing specific documents with internal and external parties from any device • Easily provide complete audit trails and full visibility into user activity, file usage and sharing to external audit parties • Reduce risk of miscommunication and information loss when transferring documents between internal teams and audit parties Use Box to build audit plans, collect documents and manage progression of audits in a secure workspace Use Box to assist your company comply with SOX section 404 and 302 which require the manual and automated process of documenting and testing information controls, as well as executive sign-off on financial statements Use Box to negotiate and collaborate on contracts with internal departments (eg. Sales, Legal) before sending them out to external parties Challenges Addressed Challenges Addressed Benefits of Box Benefits of Box Finance Use Box to enable accurate financial planning, reporting and risk mitigation Contract Management with Internal Teams Cross-Department Collaboration Challenges Addressed Benefits of Box
- 15. Virtual Deal Room ExternalCollaboration Contract Management Process Management Challenges Addressed Challenges Addressed Benefits of Box Benefits of Box Asset Finance Use Box to enable accurate financial planning, reporting and risk mitigation Investor/Analyst Portal External Collaboration • Inefficient workflows due to incompatible sharing tools which make it difficult to constantly share financial information with investors, analysts and other stakeholders • Risk of data leaks when teams use consumer file sharing tools/email to share sensitive financial information due to lack of easy external sharing functionalities in IT sanctioned tools • Slow and inefficient contract management process due to different teams/ departments using different file sharing solutions • Unnecessary friction in the process by having to keep track of multiple contract versions during the negotiations • Increased risk of miscommunication and information loss when transferring documents through different systems and communicating information over email • Risk of data leaks when employees use consumer file sharing tools/ email to share proposals with clients due to lack of easy external sharing functionalities in IT sanctioned tools • Accelerate deal closing by reducing the time it takes from proposal creation to approval by all the relevant internal and external parties • Simplify the negotiation process by easily allowing internal teammates from sales, finance and other supporting teams to access and collaborate on contracts • Reduce risk of data breach during the iteration and negotiation process by securely sending contracts within and outside your organization • Increase flexibility for customers and external parties as to how they complete contracts by enabling them to edit and approve from any device. • Contract Management Process Diagram • Large and costly risk of data breaches if bidding or confidential corporate information is leaked into the wrong hands • Inefficient process when email is used to transfer and collect information due to attachment size limit and keeping track of multiple versions of documents • Inefficient process when legacy systems are used, due to difficulty with sharing files, lack of mobile access and an unintuitive user interface • Unnecessary costs due to high price of dedicated VDR solutions • Ensure security controls through robust permissions which can be configured for users by role so that everyone only sees the information meant for them • Accelerate deal cycles by allowing parties to respond and take action anytime and from any device • Monitor for suspicious activity by easily auditing user activity and file usage through granular reporting, ensuring only compliant actions are being taken • Protect bidder privacy by preventing unauthorized access to documents • Enhance relationships with investors and analysts by ensuring they always have easy access to the most updated information about your company from any device • Protect your sensitive information by restricting access to only authorized users and viewing granular reports on file and user activity Use Box as a portal where investors and analysts can securely access the most current corporate financial filings and reports Use Box to automate workflows to create, share, and approve contracts with customers and vendors. Collaborate on the proposals internally using Box, then create automated workflows to pass the contracts on to clients for approval using integrations with e-signature tools such as DocuSign. After contract is signed, tag it with relevant metadata attributes, and if Governance is purchased apply automatic retention and deletion schedules. Use Box to create a secure virtual deal room for M&A activities, bidding and contract negotiation with multiple external parties Challenges Addressed Benefits of Box Customer Stories • Beaumont Health System “Box allowed the teams working our merger [with local healthcare system] to easily communicate in a virtual deal room. It was quick and painless.” - Timothy Purves, Administrative Director, IT Infrastructure • Dunn Construction Uses Box as the central repository for all contracts, plans, meeting minutes, schedules, and bids. The use of Box as a VDR resulted in faster and more competitive bidding, as well as savings of over $10,000 per year in printing and postage costs.
- 16. Executive/Board Vitual Dealroom External Collaboration ExecutiveMeeting Content Team Collaboration & Project Management • Large and costly risk of data breaches if bidding or confidential corporate information is leaked into the wrong hands • Inefficient process when email is used to transfer and collect information due to attachment size limit and keeping track of multiple versions of documents • Inefficient process when legacy systems are used due to difficulty with sharing files, lack of mobile access and an unintuitive user interface • Unnecessary additional costs due to high price of dedicated VDR solutions • Large and costly risk of data breaches if consumer file sharing tools/email are used share confidential corporate information with executives due to lack of easy external sharing functionalities in IT sanctioned tool • Unnecessary costs for sharing confidential information which must be printed and mailed to board members • Decreased productivity of executives due to limited ability to collaborate, edit and access documents from mobile devices • Increased risk of miscommunication or information loss by transferring documents through different systems and communicating information over email • Ensure security controls through robust permissions which can be configured for users by role so that everyone only sees the information meant for them • Accelerate deal cycles by allowing parties to respond and take action anytime and from any device • Monitor for suspicious activity by easily auditing user activity and file usage through granular reporting ensuring only compliant actions are being taken • Protect bidder privacy by preventing unauthorized access to documents • Protect corporate information by preventing unauthorized access to content using advanced security controls such as password protected and expiring links • Increase productivity by allowing execs to access and take actions with content no matter what device they are working from • Monitor for suspicious activity by easily auditing user activity and file usage through granular reporting • Speed up workflows by assigning tasks and comments to other executives directly on documents, removing the need to track discussions over email • Nationwide Insurance Executive team uses Box for distributing board meeting content and saved $150,000 per year by replacing BoardBook Use Box to create a secure virtual deal room for M&A activities, bidding and contract negotiation with multiple external parties. Use Box to store and share confidential corporate documents and information for executive and board meetings Challenges AddressedChallenges Addressed Benefits of Box Benefits of Box Customer Story Use Box to empower your executive team with constant access to the information they need to lead your business Virtual Board Packets Mobile Productivity • Large and costly risk of data breaches if consumer file sharing tools/email are used share confidential corporate information with executives due to lack of easy external sharing functionalities in IT sanctioned tool • Unnecessary costs for sharing confidential information which must be printed and mailed to board members • Decreased productivity of executives due to limited ability to collaborate, edit and access documents from mobile devices • Protect corporate information by preventing unauthorized access to contentusing advanced security controls such as password protected and expiring links • Increase productivity by allowing execs and board members to access and take actions with content no matter what device they are working from • Monitor for suspicious activity by easily auditing user activity and file usage through granular reporting • Nationwide Insurance Executive team uses Box for distributing board meeting content and saved $150,000 per year by replacing BoardBook Use Box to provide board members with sensitive corporate documents and boardbooks accessible from anywhere Challenges Addressed Benefits of Box Customer Story