Reducing average search time for files by 17 minutes and 56 seconds

By | Mobile Productivity Tools

As a Customer Success Manager, one of my main focuses is to determine ways to help teams overcome their struggles. A common struggle that I hear from most companies is that their teams can’t find the information that they need to do their jobs.

This got me to wonder, is this really a global issue?

A Google search turned up this really cool infographic from Docurated that shows it really is an issue!

Ever wonder how much time you spend searching for one document to send a customer? Ever think about how much money it is costing you and your company because you can’t seem to find that document you know was saved within a certain folder? If not…you should!

The inforgraphic presents data that shows  it takes the average “knowledge worker” 18 minutes to find one document. That is 18 minutes that are not spent reaching out to potential customers.

How much does that correlate into lost revenue? $113.4 billion wasted annually in the United States!

This got me to wonder, how can this issue be resolved?

Providing information that is in a simple, organized, and convenient manner will help you become more efficient and, in time, make you more money.

How do we do this?

We have multiple ways to provide information that you need, but today we are going to show how we can cut that 18-minute search time down to less than a minute, no matter what device you are using! Since FatStax apps work offline (no access to internet), you’ll still be able to find all of the information regardless of your WiFi connectivity.

Open your Catalog – type in the name of the document or key search words – there is your document!

This video shows me searching in real time…yes real time!

Click here for the full training video.

Once you become aware of how much time you spend looking for documents, it will make you want to become more organized! I know my team is always looking for ways to better organize our information and cut down on the time that we spend searching.

Imagine what you and your company can achieve with all that free time and extra money once you stop spending your time searching for documents!


Updating Digital File Management Platforms for Sales People [Videos]

By | Business Mobility

From the Customer Success Team at FatStax

This is one of the more common, but important, sales training topics. One of the questions we get about managing digital assets or digital file management systems is how best to update or add multiple files at with a single action.

This is especially key when migrating from an legacy system, say an internal server, to a system designed for mobile like Fatstax or maybe a CRM-based system like Microsoft Dynamics.

For example, you might want to:

Upload a large number of files and create custom display screens or “Pages” for them in your mobile sales tool as a presentation layer for your field sales team.


Modify your existing files with new tags for easier discovery or add expiration dates to files with time-sensitive information like a special promotional price. 

Here at FatStax, our Customer Success Team gets requests from Marketers to make it easy to update files all at once in CloudStax, our cloud-based digital file management system.(learn more here).

To help with this, we just released 2 new features this month to enable mass changes and migrations of digital files even easier when using our digital file management system.

Bulk creation of customized screens and “Pages” for files uploaded to CloudStax.

Within the FatStax system, we call files (PDFs, Videos, PPTs, Images, etc.) “Resources” because, in essence, we consider them more than files. They truly are digital Resources used by mobile users for their daily tasks.

This new feature allows Admins and web designers to quickly create customized screens in their mobile app and to display and interact with the files by using a simple spreadsheet in bulk.

I know, these sales training topics are stuffed with information! We’ll break it down. Here’s a short video that walks you through the process.


Basic idea is – These 5 simple steps enable creation of custom Pages at large-scale quantity.

  1. After your Resources have been uploaded – hover over “Export” and select “Create Resource Pages”
  2. After your spreadsheet has been generated – only keep the Resources that need a Page created and add your Categories
  3. Go to Pages, hover over “Import”, and select “New Import”
  4. Follow the import steps
  5. Publish the catalog so your team gets the updated information

Mass update existing files in the CMS with tags and file names

The concept here is pretty simple, but adds a lot of value when you have to manage 100’s of files.

Let’s imagine a scenario where you need to make changes to a large group of PDFs.

For example, you might be a Marketer that needs to tag PDFs to help users find them.

In our digital file system, this is pretty straight-forward. Just open the file, click edit, and then add your tags.

This image shows the basic concept in our digital file management system.

meta tag PDF in CMS


When adding tags to an individual PDF, this process is simple, but what if you need to amend 1000’s of files?

Here we’ve added the capability to append files in bulk via a simple spreadsheet import process.

Fields you can modify are:

  1. Folder file is located in your app
  2. Display Name in the app
  3. Secure status – send or no send
  4. Priority – download it now!
  5. Keywords – critical for search

Click below to watch the training video on bulk editing files in a digital CMS.


Combine these two new features and your team will always have the newest information and you will save a ton of time performing mass updates to the digital file management system. Don’t just read about our sales training topics, contact us today and get started with our sales enablement tools!



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