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Metadata is powerful!

20 Apr, 2023 | Return|

Metadata provides powerful benefits when your CRM is connected
to your document management system


Better Document Organisation: By connecting a document management system with a CRM, you can automatically associate documents with specific customers, projects, or transactions. This can help improve the organisation and retrieval of documents, as well as provide a more holistic view of customer interactions.

More Accurate Metadata: With a CRM connected to a document management system, you can leverage customer data to automatically populate metadata fields. For example, if a document is associated with a specific customer or project in the CRM, that information can be automatically added as metadata. This can help ensure consistency and accuracy in the use of metadata, as well as save time and effort in manually adding metadata.

Improved Searchability: With metadata automatically added based on CRM data, you can more easily search for and find relevant documents. For example, if you search for all documents associated with a specific customer in the CRM, you'll automatically retrieve all documents with that customer's information in the metadata. This can save time and effort in searching for documents, as well as ensure that all relevant documents are found.

Enhanced Customer Insights: By analysing the metadata associated with documents in the document management system, you can gain valuable insights into customer behaviour and preferences. For example, you can analyse which documents are most frequently accessed by which customers, or which types of documents are most commonly associated with specific products or services. This can help inform decisions about product development, marketing, and customer service.

Greater Automation: By leveraging the power of metadata and the CRM, you can automate many workflows, such as document creation, review, and approval. For example, you can automatically generate documents based on customer data in the CRM, or automatically route documents for review and approval based on metadata fields. This can help save time and effort, as well as reduce the risk of errors or delays.

Flexibility: Metadata allows for much greater flexibility in organising and categorising documents. With folders, you're limited to a hierarchical structure that can quickly become unwieldy as the number of documents grows. With metadata, you can assign multiple categories or tags to a single document, making it much easier to find and organise.

Searchability: Metadata makes it much easier to search for and find specific documents. Rather than having to navigate through a complex folder structure, you can simply search for the relevant metadata tags. This can save a lot of time and effort, particularly when dealing with large numbers of documents.

Consistency: With folders, it's easy for users to create their own unique organisational schemes, which can make it difficult for others to find documents. With metadata, you can enforce a standardised set of tags or categories, ensuring that all documents are consistently organised and easy to find.

Scalability: As the number of documents in a system grows, managing them with folders can become increasingly difficult and time-consuming. With metadata, however, the system can scale much more easily, as the tags and categories can be applied automatically or through batch processes.

Overall, connecting a CRM to a document management system and leveraging the power of metadata can provide stronger benefits, including better document organisation, more accurate metadata, improved searchability, enhanced customer insights, and greater automation. By combining these two systems together, organisations can achieve greater efficiency, productivity, and customer satisfaction.