Document Management System

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Formerly Dynamic Web Technologies Document Management System (DMS) EMPOWERING BUSINESS TRANSFORMATION

Why use e-Docs DMS : 

Why use e-Docs DMS Can each member of your group quickly find any relevant document created by any other group member? If not, how long does a typical document quest take? Can you call up a list of documents and, simply by looking at the list, know the nature of each? Can you quickly sense the content? Can you control who can see each document? And who can edit? Do you have a detailed record describing every action taken by every user on your system with respect to every document in your repository? Can you quickly locate any document in your department associated in any way with say, Higher Education? Formerly Dynamic Web Technologies EMPOWERING BUSINESS TRANSFORMATION

Capabilities of e-Docs DMS : 

Capabilities of e-Docs DMS FIND: Find documents and files in seconds rather than hours. SHARE: Allow more than one worker access to the same document at the same time. VERSION CONTROL: Version control gives you the ability to mange document changes and revisions--including going back to a previous version of a document. CENTRALIZATION: Store department or workgroup documents in a central storage area. SECURITY: Set document security for who can view and update files. AUDIT: Verify who viewed and made updates to documents. ARCHIVING: Set retention periods for documents, and schedule archival or removal processes. Formerly Dynamic Web Technologies EMPOWERING BUSINESS TRANSFORMATION

Structure e-Docs DMS : 

Structure e-Docs DMS Formerly Dynamic Web Technologies EMPOWERING BUSINESS TRANSFORMATION Main Screen Helps you navigate through the complete system

Content e-Docs DMS : 

Content e-Docs DMS Folders - you are able to create a folder hierarchy similar to that you use to store files on your hard drive. Add Subfolder Add Document Edit Folder Edit Notification List Move Folder Remove Folder Edit Access Documents- You can work on a document with below options Update Lock Edit Document Expires Edit Notification List Move Document Remove Document Edit Access Formerly Dynamic Web Technologies EMPOWERING BUSINESS TRANSFORMATION

Add Subfolder : 

Add Subfolder Formerly Dynamic Web Technologies EMPOWERING BUSINESS TRANSFORMATION Adding a subfolder allows you to create any type of hierarchy you want. Think of it like you local file systems, where you can create any number of folder and have any levels beneath them. Name: Enter the name you want for your folder. Comment: Enter a description that will inform you the types of documents this folder will contain. Sequence: Configure the position of where the folder will display in the tree.

Add Document : 

Add Document Formerly Dynamic Web Technologies EMPOWERING BUSINESS TRANSFORMATION Sequence: Configure the position of where the document will display in the tree. Version #: Input the version number to initialize the document you are creating. Local File: Select one or many files to upload to the system. Name: Enter in the name the file will have once uploaded into the system. Comment: Enter a description of the document being uploaded Keywords: Keywords are utilized with the search function, they are assigned to the document and assist in doing quick searches for specific documents. Expires: Set a time when the files status will change to Expired, useful for time sensitive documents. Assign Reviewers: Assign system users or groups to review a document and comment on it. They may either reject or accept the review document. Assign Approvers: Assign system users or groups to approve a document and comment on it.

Edit Folder : 

Edit Folder Formerly Dynamic Web Technologies EMPOWERING BUSINESS TRANSFORMATION Edit Folder Editing a folder simply allows you to update the name and description of the folder. Name: Update the name of the current folder Comment: Update the description of the current folder

Edit Notification List : 

Edit Notification List Formerly Dynamic Web Technologies EMPOWERING BUSINESS TRANSFORMATION The notification list lets you configure the users that will receive e-mails when actions are taken within a folder. Depending on your permission level determines if you can setup a notification. Users: Select whether you want to be on the notification list. Users with Administrative privileges are able to add any users to a notification list. Groups: If you are the manager of any groups, you are able to add those groups to the notification list. Users with Administrative privileges are able to add any group to a notification list.

Move Folder : 

Move Folder Allows you to move a folder from its current location to the child of the selected parent folder. You can only move a folder into another folder if you have Read-Write permission or greater on the folder you are moving into, without these permissions the folder link will not be clickable. Choose Folder: Select the parent folder you wish to add the folder as a child. EMPOWERING BUSINESS TRANSFORMATION Formerly Dynamic Web Technologies

Remove Folder : 

Remove Folder Formerly Dynamic Web Technologies EMPOWERING BUSINESS TRANSFORMATION Removing a folder will remove a it and all of its contents, this includes all documents and subfolders that exist underneath the folder. This is an irreversible action, meaning once you remove it you can never get the data back.

Edit Access : 

Edit Access Access allows you to control the users and their permissions within the selected folder. Access Inheritance Inherit Access Copy inherited access list Start with empty access list Default Access Mode No Access Read Permissions Read-Write Permissions All Access Edit Access List User Group Access Mode EMPOWERING BUSINESS TRANSFORMATION Formerly Dynamic Web Technologies

My Documents : 

My Documents This section is the main hub for you to access all documents that are directly tied to you. Meaning you are able to view all documents that you have uploaded, status of your documents to be reviewed and documents that you are a approver/reviewer. My Documents Actions Include: Documents in Process – here you need to review docs, approve docs, docs which need attention, docs locked by you All Documents – View all the documents in this section Review Summary – Docs reviewed summary Approval Summary – Docs approval summary EMPOWERING BUSINESS TRANSFORMATION Formerly Dynamic Web Technologies

Documents : 

Documents Update – Update the document with a new one Lock – Once locked, only authorized users can unlock the document. Edit Document – Edit the Name, Comment, Keywords for the document Expires – Change the files expiry status Edit Notification List – Change the User & Groups access Move Document – Move to a specific folder Remove Document – Remove the Document Edit Access – Change file permissions EMPOWERING BUSINESS TRANSFORMATION Formerly Dynamic Web Technologies

Calendar : 

Calendar Weekly view Monthly view Yearly view Add Events – Create Events accordingly EMPOWERING BUSINESS TRANSFORMATION Formerly Dynamic Web Technologies

My Account : 

My Account Edit User Details – Change your Password, Name, E-mail, Comment Users – List all the Users Groups – List all the Groups (department wise) Edit Notification List – Change the Notification for folders, documents, etc. EMPOWERING BUSINESS TRANSFORMATION Formerly Dynamic Web Technologies My Account is your main hub to view the details of your account and notification lists you have setup.

Admin Panel : 

Admin Panel Contents overview – View all content with all rights & authority Backup tools – Used to back up the Complete data Log files management – User Log-in files are stored here Users management - Modify user’s name, password, etc Groups management – Modify Group’s name, comment, etc Global keywords – Manage keywords used to search EMPOWERING BUSINESS TRANSFORMATION Formerly Dynamic Web Technologies

Best Practices : 

Best Practices Formerly Dynamic Web Technologies EMPOWERING BUSINESS TRANSFORMATION

Conclusions : 

Conclusions Formerly Dynamic Web Technologies EMPOWERING BUSINESS TRANSFORMATION

Thank You : 

Thank You Q & A EMPOWERING BUSINESS TRANSFORMATION Formerly Dynamic Web Technologies