Case Studies

NHS Institute for Innovation and Improvement

Business Profile




The institute needed an application for collaboration to improve collaborative efficiencies by reducing training times and cutting costs.




All team members work on the most recent version of the document. Avoids any duplication of work that can arise from email collaboration. Over 200 file types are supported on the Workshare application.


The purpose of the NHS Institute for Innovation and Improvement is to support the transformation of the NHS, through innovation, improvement, and the adoption of best practice. Their vision is to be an innovative and pioneering center for healthcare improvement, building energy and enthusiasm for evidence-based change in England.

User Profile

An institute committed to improving the NHS, dealing with dispersed teams nationwide.

The Challenge

The NHS Institute for Innovation and Improvement deployed Workshare to improve their collaborative efficiencies by reducing training time and cutting costs for ICT. The NHS Institute had tried previous collaboration solutions, including email, but found them difficult to manage.

The file-centric nature of the Workshare application ensures that all team members sharing a file are accessing a single version of that file. This means that all individuals are working on the most recent file at all times, eliminating those problems inherent with email collaboration methods such as duplicated work efforts as well as clashing feedback and versioning issues. Workshare also makes version rollback available at any time so it is easy to revert to previous changes.

Workshare is able to upload and store over 200 file types, retaining their original formats so that users can download and edit them later in their original applications, and Workshare renders many of these formats – including popular file types like those from the Adobe and Microsoft Office Suites – into an online version that can be viewed and commented on using any device with a browser, such as desktop computers, laptops, smartphones, and tablets. The application is also deeply integrated with Microsoft Word, PowerPoint, and Excel so that users can continue to employ the productivity applications with which they feel most comfortable, eliminating the need for unnecessary and costly training.

The Workshare Solution

With Workshare, files are shared securely in an online workspace that is structured to enable easy access and distribution. Staff can now preview, comment on, and share proposals with other NHS team members and external organizations using any browser-enabled device, including smartphones and tablets.

Workshare supports accurate online rendering of over 200 document formats, including formats commonly used for research documents and proposals, such as Microsoft PowerPoint, Word, and Excel, and PDF. In addition, comments can be tagged to a specific word or free-form area in a document or design, making it easier to clearly indicate where changes are required.

Furthermore, with Workshare, access rights can be tailored on a file level to prevent loss of control of confidential information, and extra-large-file support reduced unnecessary reliance on FTP and unauditable file sharing applications.

The Benefits

The Institute has benefited from efficient collaboration that can be used for effective file sharing and commenting on over 200 document types. Furthermore, time wasting duplication of commenting has been eliminated with everyone working on the latest version of the document.