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4 ways OneDrive can help you eliminate the version control headache

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Successfully working on a team requires seamless collaboration—no matter where you are. You need to communicate effectively with all your team members and keep everyone on the same page. This can get chaotic during busy workdays, even for the most organized employees. The rise of remote workers has presented even more challenges for the modern-day workforce.

Businesses rely heavily on digital communication to collaborate beyond office walls, which poses new challenges for your team—especially without the right technical infrastructure in place. For smoother workflows across your company, it’s important to keep collaboration tight and file versioning to a minimum. Is your team experiencing any of the following versioning woes?

The version control problem

How many times have you seen files going from “v1_draft” to “v1_update” to “v2” to “final_FINAL.” Passing documents around to collect with everyone’s latest notes is sure to cause versioning anxiety. Even the best file naming convention can’t save us from the headache of constantly having to make sure we’re working on the most up-to-date document.

“Attachment size exceeds allowable limit”

Businesses use email as their primary mode of communication and it has become our go-to means of sharing information with each other. When the file you need to share is too big to attach, employees are stuck trying to find an alternative medium of sending it, or worse, splitting one file into multiple ones, creating even more clutter.

Is it safe to send?

If employees choose to find an alternative method of transferring files to each other, they could open your company and team up to potential security threats. Often the most convenient or free methods of sharing large files with team members aren’t the safest ones, risking your company’s intellectual property or exposing your employees’ devices to viruses.

Error: Low disk space

To keep a record of changes made to each document (and to ensure no versions get lost), businesses often save each new version to company servers or drives. Disk space can get clogged up quickly, especially if all members of the team are downloading and saving multiple versions of each file. This can cost companies expensive data storage.

So, where do we go from here?

Fortunately, the cloud has provided us with a safe and convenient solution to help address these frustrations, along with several others that we tend to face. Teams can work off single updateable files and store their work on the cloud to help reduce the pains of sharing, saving and storing files.

Allow your employees to focus on the work instead of the tedious aspects of digital file sharing and collaboration. Explore implementing a solution that reduces the time they spend on extraneous parts of digital collaboration and prevent wasted storage space.

Check out “The End of Versioning as We Know It” to learn more about the benefits of cloud computing and how to securely move your company to the cloud using OneDrive for Business Cloud Storage.

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7 comments
  1. Hey,

    we would like to use OneDrive but without any Sync with our computer it is not convienent enough. When does the sync of group documents or sharepoint sites really come (at the ignite they told us it will come in the next weeks)?

    Thx

    • 1) Sync has been around for a while, but the GROOVE.EXE client that did it wasn’t the best. Not horrible, but not great. Your company just hasn’t rolled it out, which means the new OD Client won’t get rolled out either unless you encourage them to do so.
      2) The new client mentioned at Ignite is freely availble for playing around with now. It has a few serious problems where it just stops syncing several times a day and you have to kill it and restart it. It is a great way to get documents out of sync if collaborating.
      3) I understand it will be released to general availability in the next couple of weeks. I hope so.

      • I got an answer from a Dutch Microsoft employee; the new OneDrive client will be released on December.
        We`ll have to wait a couple of weeks.

  2. I think OneDrive is great so is syncing and the great version control offered. But what do I tell an executive who received a link to a onedrive document when he is about board an airplane and wants to work on a file while 8hrs in the air? In the past the email would have been attached to the email, so there would be no problem.

    • Hi Bradley,

      With ubiquitous Wi-Fi becoming reality we feel these situations are becoming edge cases but an author still needs to know their audience. If your stakeholder is going to be without internet connectivity you might suggest they download a copy or a traditional email attachment could be the right solution.

      Alternatively, if you regularly share files with this person you could also set up a shared folder in OneDrive that is synchronized to their desktop using the latest OneDrive sync client (shared folder syncing in preview, see link below). That way if they are on the network to get their email before the flight they are also synchronizing the contents of this shared folder for offline viewing and editing. When they reconnect after their flight edits are uploaded to OneDrive. https://blogs.office.com/2016/09/26/sharepoint-online-sync-preview-headlines-ignite-announcements-for-onedrive/

  3. Am I missing something, but where exactly does it explain how OneDrive “eliminate the version control”? This is just another marketing post. No substance.

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