Citrix Workspace is unique in its ability to unify work and workflows across work types. Structured work from enterprise systems such as enterprise approvals and important notifications are surfaced in Citrix Workspace and can be acted upon quickly.

One of the key use cases I have seen is the ability to provide secure access to online files and simplify data sharing to speed contract-approval processes. This is done via Citrix RightSignature and Citrix Content Collaboration features embedded directly within the Citrix Workspace experience. Delivered as part of a unified digital workspace, they let you connect to documents and data from anywhere to ensure document security without limiting access. At the same time, you can meet your organization’s requirements for security, manageability, and compliance.

Let’s walk through my recommended steps to digitize collaborative workflows.

Consider Company ABC, a commercial builder that is ready to hire a subcontractor for its new project. It’s a big job with a lot of moving parts and files. Joe, a Company ABC employee, has prepared a subcontractor agreement that both parties need to sign. Here’s how he can make it happen with Citrix Workspace.

Step 1: Seal the deal with legally binding document signatures

Joe selects the document within Citrix Workspace, chooses to send for signature, and initiates the signature process.

  1. He adds the required signee’s name and email address. Joe can either apply an existing template or make a few simple clicks to add text fields to the contract. He can then countersign the contract with his pre-stored signature.
  2. Before sending it, Joe can customize key features such as adding expiration dates, passcode options, or signer sequencing.
  3. Once the contract is ready, Joe easily routes the document to Mike, a Company ABC employee, and the subcontractor. Internal employees are notified within their Citrix Workspace notification feed and email. External employees receive email notifications.

Step 2: Collect files securely

Now that the contract is signed, it’s time to share plans and documents pertaining to the project. Company ABC first needs to obtain some files from the subcontractor. There are two ways to go about this — a cumbersome way or the Joe way (aka the Citrix way!). So, continuing the workflow:

  1. From Citrix Workspace, Joe sends Mike a link to the subcontractor’s custom-branded, two-way file-sharing portal.
  2. With Citrix Content Collaboration, Mike can securely upload the files directly into a builder’s workspace.
  3. Next, Company ABC needs to get some massive and confidential documents over to the subcontractors, so obviously email isn’t a good option! (Enter the poor user experience that comes with email bounce backs, security concerns, lost emails … yada yada yada)
  4. Instead, Joe uses the Citrix Files for Outlook plugin to send all the files as a single web link. This two-way file sharing feature helps to ensure partners and clients can access everything they need for a project.

Step 3: Speed up feedback and review times

Other stakeholders have reviewed the documents and see a few challenges. Using the workflow features, Company ABC and subcontractors can work through the feedback simultaneously, adding notes and commenting on the changes even while they’re on the go.

Citrix Content Collaboration also shows when users are currently active in the document, enabling stakeholders to monitor progress in real time.

Once subcontractors complete their feedback, Joe is notified via email, allowing him to quickly initiate the next steps. After the feedback is incorporated, the final document is sent to project stakeholders for approval.

Step 4: Ensure everything is shared securely

Now that the subcontracting plans are finalized, it’s time for them to prepare a list and get bids from their suppliers. These documents have sensitive information including Company ABC’s cost structure and buying power. We all know Joe is smart and will not jeopardize sensitive data.

  • Joe uses the information-rights management features to watermark the document. This feature prevents unauthorized document sharing.
  • In addition, the company sets a date stamp, limiting the subcontractor’s access to just the duration of the project. Company ABC can also add download limitations to protect highly sensitive documents after the two companies have agreed upon their mutual contract.

Now it’s time to get to work. Fortunately, Citrix Workspace’s fast digital processes have put the team days ahead of schedule while providing a fully auditable trail of all decisions and documents.

An Improved Experience

Start sharing your ideas and documents, fast-tracking work and driving more value for your company and clients with Citrix Content Collaboration in Citrix Workspace.

While this was just one workflow, there are plenty of features that unlock endless possibilities and workflows. Collaboration with Citrix empowers users to simplify the complex and tedious workflows that hinder employee productivity.

Check out the entire process in action in the video below and learn more about Citrix Workspace, Citrix Content Collaboration, and Citrix RightSignature.