Streamlining Document Management at Scale: How Kalpataru Projects Enhanced Efficiency with Greenbox DMS

Client Overview

Kalpataru Projects International Limited is a globally recognized EPC (Engineering, Procurement, and Construction) player involved in complex infrastructure projects across power transmission, water supply, railways, oil & gas, and more. Managing massive volumes of documents for multiple projects across continents is central to their operations. The need for a robust document management system that offers seamless access, secure storage, and reliable workflows led them to Greenbox DMS by Discus IT Pvt. Ltd.

Key Challenges

Despite having a digitized infrastructure, Kalpataru faced several bottlenecks in document control that affected productivity and compliance:

1. Premature Upload Termination:
   Users accidentally clicked the "Done" button during large file uploads, leading to incomplete or lost uploads.
   
   
2. API Failures During Document Deletion:
   The internal development team encountered issues while deleting documents through API, leading to incomplete or failed deletion operations.

‍Lack of Folder Permission Inheritance:
Manual assignment of folder-level permissions became cumbersome, especially with dynamic team structures and cross-functional access needs.

Solutions Provided by Discus IT

To ensure uninterrupted operations and scalable performance, Discus IT implemented the following targeted solutions:

1. Controlled Upload Completion for Large Files

• Problem: Uploads were being inadvertently interrupted by users pressing the ‘Done’ button before file transfers completed.
  
  
• Solution: Greenbox introduced an intelligent control that disabled the 'Done' button until the upload process finished.
  
  
• Impact: This eliminated accidental upload failures, ensuring 100% file transfer integrity and enhancing user confidence.
  
  

2. Improved API Support and Error Handling for Document Deletion

• Problem: The internal development team faced API failure when attempting to delete documents via integration.
  
  
• Solution: Discus IT provided comprehensive API documentation, conducted developer walkthroughs, and resolved the issue by guiding the Kalpatru Technical Team
  
  
• Impact: API interactions are now reliable, robust, and self-sufficient, reducing support requests and increasing developer trust in the system.
  
  

3. Permission Inheritance Enhancement in Folder Structure

• Problem: Lack of permission inheritance forced administrators to manually assign access rights for every folder and sub-folder.
  
  
• Solution: Greenbox added a feature to auto-inherit permissions from parent folders, with override capabilities for granular control.
  
  

Impact: This update drastically improved administrative efficiency, ensuring secure yet dynamic access management for hundreds of active users.

Results and Impact

The Greenbox implementation empowered Kalpataru with:

•  Improved Data Consistency: No more incomplete uploads or loss of critical documents.
  
  
•  Reduced Developer Downtime: Clear documentation and support eliminated API-related roadblocks.
  
  
• Streamlined User Access Control: Effortless permission handling aligned with organizational hierarchy.
  
  

Enhanced System Reliability: Greenbox proved to be a scalable and secure document management system supporting Kalpataru’s growing infrastructure needs.

Conclusion

The collaboration between Kalpataru Projects International Limited and Discus IT Pvt. Ltd. through Greenbox DMS has proven to be a game-changer. By addressing real-time challenges with scalable digital solutions, Kalpataru has not only streamlined its document-heavy operations but has also set a benchmark for secure and efficient enterprise document management.

Whether you're in infrastructure, pharma, or manufacturing, Greenbox DMS can be tailored to match the complexity and scale of your document needs. Partner with Discus IT Pvt. Ltd. today and experience enterprise-grade efficiency.