Quantum Group acts as a liaison for those seeking investment opportunities in the form of commercial assets. As such, Quantum provides the necessary documentation for clients to do their due diligence. Many of the assets Quantum Group works with are not publicly listed, so this documentation is confidential. It is only meant for qualified clients and partners. Additionally, many inquiries come from different stakeholders, such as investors and agents representing buyers and sellers from outside Canada. As a result, it was difficult for Quantum to track who had accessed what information. There was often duplication of documents that would have potentially been passed on to viewers not part of the firm's network.
The company needed a solution that allowed their clients to view specific assets with all the relevant information with one click. Because these assets include land and property assets, it is paramount to visualize them on the map. Essentially, Quantum needed a blend of a Map and Records Management, with restricted permissions to control document access. After their research, Quantum decided on Fieldshare, which provided highly malleable software and specialized in adapting it to each client's needs.
Untangling the data
Before the onboarding process, Fieldshare's data consultant went for a deep dive into Quantum's files. This allows Fieldshare to see the organization's data as a whole, making sure that we can clean it up. The next step was organizing all the data into a cohesive and manageable system with set permission levels. This ensures that no matter how many more entries are added to the system, it will stay efficient and reliable.
After these steps, the data was migrated into the Fieldshare online app. In there, all the properties and assets were also visible on the map, empowering clarity and deeper categorization. Depending on the permission level inside the app, each user only sees the relevant information and files.
For example, when clients request information about a specific property or area, they are permitted to view respective properties only. They can see it on the map, access photos and support documentation but cannot see other properties or confidential files.
The features Fieldshare offered allowed Quantum to streamline their workflow process by providing their clients with an independent but versatile approach to access information. The lack of back and forth emails freed up more time for the partners to focus on other to-dos and reduced the confusion of who had which documents. Activities could also be tracked on the admin interface, ensuring that members of Quantum were following policies. Privacy and confidentiality issues were no longer present, strengthening the trust clients needed to continue working with the company.
What would've been a complicated process for Quantum Group of Consultants became simple thanks to the software capabilities of Fieldshare and the support from their onboarding team.