OptaSense: Enhancing collaboration and document management

Introduction

OptaSense creates distributed fiber sensing solutions that provide valuable data to customers worldwide. The company’s system is designed to detect, classify, and locate potential threats to buried pipelines and other critical infrastructure, ensuring the protection and security of vital assets. 

The challenge

• Inefficient document sharing and collaboration using email
• Difficulty in tracking document revisions and approvals
• Need for a secure platform accessible by global teams and clients

The solution

OptaSense, supported by its parent company, selected Ideagen Huddle for its:

• Government-approved security for handling sensitive information
• Comprehensive collaboration tools, including whiteboard and discussion features
• User-friendly interface and secure remote access capabilities

Implementation and impact

Before, OptaSense faced challenges with managing project documentation and collaboration through fragmented email communications. The transition to Ideagen Huddle provided a secure, centralized solution that streamlined document management, improved data accessibility, and enhanced collaborative efforts.

This transformation enabled OptaSense to focus on protecting critical assets while ensuring efficient project execution:

• Established a centralized, secure platform for document management and collaboration, reducing the need for email communication
• Enabled field engineers and remote workers to access necessary information securely from anywhere, using iPads or smartphones
• Implemented a traffic light system for approvals, ensuring all team members work with the most current documents
• Facilitated real-time collaboration and feedback through the tool’s whiteboard and discussion features
• Expanded the use of the solution to hundreds of users across the business ecosystem, enhancing project coordination and efficiency