Summary

The PRO Club in Bellevue, Washington, is an award-winning health and wellness club and salon. Founded by renowned cardiovascular surgeon, Dr. Mark Dedemenico, the resort-style destination is on the forefront of breakthroughs in health and longevity. The 272,000-square-foot facility is home to a range of sport-specific courts, state-of-the-art pools and exercise rooms, restaurants, and a medical spa.

As one of the premier health clubs in the United States, PRO Club needed a different approach to document management that would allow them to keep pace with innovations in business technology, especially with Microsoft SharePoint. PRO Club utilized KnowledgeLake to migrate from SharePoint on-premises to Office 365 in the cloud.

Challenge

PRO Club had recently migrated from SharePoint on-premises to Office 365 and SharePoint Online to take advantage of several cloud-based benefits, such as cost savings, scalability, and service. As a result, it needed document management tools for scanning and data capture that would complement the move and enable process efficiencies and innovations across the company.

“The system had to be easy to use, but most of all, work with our SharePoint Online document repository,” said Aaron Withington, ITS Senior Technician at PRO Club.

This made it imperative to find a complementary tool that would allow users to search and interact with SharePoint easily. Fortunately, according to Withington, PRO Club didn’t need to look far. “We first became aware of KnowledgeLake back in 2007 when we were looking for a replacement for our aging document management system Docuware,” he explains. “We investigated several document management systems and we liked what KnowledgeLake had to offer in terms of customizable document types and indexing workflows.”

Despite many other options available, Withington explains that making the choice for a companywide solution was an easy one. “We are happy KnowledgeLake customers, and prices for comparable systems were at least as much or more than the KnowledgeLake solution, so we decided to expand our use of KnowledgeLake rather than adopt another solution.”

Strategy

PRO Club utilized KnowledgeLake to migrate from SharePoint on-prem to Office 365 in the cloud. The effort encompassed about 250,000 documents and took about 60 days from start to finish. But in addition to the migration, PRO Club is using the KnowledgeLake platform as a centralized and logically organized resource for the entire organization. Departments including Accounts Payable, Membership Events, Security, and Payroll all have files indexed, classified, and stored electronically in SharePoint Online via KnowledgeLake. This dramatically streamlined operations and helps extend the use of SharePoint, turning it into a valuable platform for future efficiencies and process innovation.

“The KnowledgeLake solution works seamlessly with SharePoint Online,” says Withington. “It has a SharePoint search app that is fully customizable and easy to use. And we are looking forward to the next version that will allow searching and retrieval from the same user interface that is currently used to scan and index.”

Results

The KnowledgeLake platform is helping PRO Club by making it much easier and faster for employees to ingest and index documents with metadata. Enterprise use across multiple departments increases the capture and sharing of information using SharePoint and improves efficiencies across the company. The familiar, easy-to-learn interface works seamlessly with SharePoint, bringing new value and ROI.

Easy training for scanning, indexing and retrieval of documents. Once it’s set up, the system is very easy to use to ingest documents, e-mail, and other records into SharePoint. The interface is straightforward and intuitive. This minimizes training for a task that is often performed by temporary workers.

Seamless integration with Office 365. After migrating to Office 365 and SharePoint, PRO Club found that the KnowledgeLake search application for Office 365 helps users customize the search functionality of document libraries quickly and easily. Users can index and search on any data field they choose and save searches for easy access.

Secure in the cloud. Using both the security included with KnowledgeLake and the Azure AD/SharePoint security settings, PRO Club was able to create workflows and document libraries that can only be accessed by approved users.

KnowledgeLake works seamlessly with SharePoint Online. It has a SharePoint search app that allows us to customize the search functionality of document libraries quickly and easily, using any data field we choose."

- Aaron Withington

ITS Senior Technician
PRO Club