Document Manager includes a powerful scanning interface that includes a number of features to ensure that scanning is a simple and efficient procedure.
Facilitates both centralised scanning and / or decentralised scanning to provide complete efficiency to clients by enabling to bulk scan centrally and / or ad-hoc scanning by any user.
The intuitive assignment of scanned images identifies and prompts known users linked to a database record for accurate and efficient assignment to the correct internal file owners.
Images can be individually assigned to users or can be assigned in batches, with a batch management utility to ensure that progress of the batch is fully monitored.
To assist with regulatory requirements and best business practices, the carbon copy feature enables multiple users to receive a read only copy of each scanned image for review and comment if required.
OCR (Optical Character Recognition)
Recognition of ViewPoint generated documents
Automated image indexing
Bank statement recognition
Document content recognition
Document content searching
For complete efficiency and accuracy of indexing the dynamic OCR feature can recognise ViewPoint generated documents and instantly index them following a predefined indexing structure.
The OCR feature also stores the contents of the document for keyword searching.
The bank statement recognition feature identifies the bank account number from bank statements, cross references the number with the bank account details stored in the system to identify the correct record to store the statement to.
MS Office Integration
Integration with MS Word, Excel, Outlook and Explorer
Advanced MS Outlook integration including email generation
Integration with Lotus Notes
Integration with Groupwise
ViewPoint Document Manager has direct tool bar add-in integration with Microsoft Word, Excel, Explorer and further advanced integration with Microsoft Outlook.
The Outlook advanced integration is used to create emails from Document Manager drawing on the contact details held within the core ViewPoint database for recipient information. It includes advanced options for storing emails with single and multiple attachments.
Similar integration options as available within Outlook are available for Lotus Notes and GroupWise
Any electronic file format can be stored in ViewPoint Document Manager.
Instant Document Retrieval
Selected cabinet searching
Master File specific parameterised searching
Advanced parameterised searching
Wild card searching
Content search using OCR data
Index field view and object preview with magnify feature on search results
Email selected objects from search results
Assign task to selected objects from search results
Open object from search results
Copy selected object search results to clipboard
Iteration control on object edit
Optional inclusion on audit trail
Comprehensive security control
Single record or multiple record searching can be achieved using the standard or advanced search capabilities.
Document Manager has a comprehensive variety of search criteria options which can be used independently or concurrently to narrow search results; some examples of the criteria are: per cabinet, selected cabinets, all cabinets, per index value, date indexed, user indexed, etc.
In addition to the search criteria the OCR feature recognises the contents of the selected document formats so that the content can be subsequently searched. This searching includes ‘wild card’ searching for partial words or words of which the spelling is uncertain.
For ease of use and efficiency, search results can be instantly previewed and the index data reviewed without actually opening the stored object.
Selected search results can be instantly attached to an email, or if multiple attachments are required, search results can be stored in an ‘email bin’ pending attachment to email.
The integration between Document Manager and the other ViewPoint modules gives Document Manager the unique ability to display the names and email addresses of every person linked to a selected record e.g. users, clients, accountants, bankers, officers, shareholders, etc. This enables the emails with the correct recipient details to be automatically created from the Document Manager module.
Selected search results can be copied to a user clipboard to be pasted elsewhere, e.g. in an email or on the network.
Easy and Automated Storing
Wizard for commonly stored objects
Automatic indexing of ViewPoint documents
Integration with Microsoft Word, Excel, Outlook and Explorer for soft copy storing
Batch import
Drag and drop storing
Cut / copy and paste storing
Multiple record storing with single index event
Optical Character Recognition (OCR) on storing
In-box for documents pending permanent storage
Creates permanent record
Consistent storing of common documents is achieved using the index wizard to apply standard indexing thereby having virtually instant and accurate storing.
ViewPoint generated documents, either hard copy or soft copy, can be automatically indexed and permanently stored using a pre-defined tag in the template.
Storing an object could not be easier, either using the drag and drop feature or integration with Microsoft Word, Excel, etc. for storing of soft copy files.
To avoid inaccurate storing there is a temporary storage area for pending documents.
The automated iteration control ensures that records are not overwritten when storing newer versions of a previously stored document.
The advanced integration with Microsoft Outlook and Lotus Notes means the storing of emails and attachments could not be easier.
Task / Workflow Management
Multiple task types
Variety of task formats
Unlimited client defined task types
Create own tasks / assign tasks
View own / other / team / all tasks
Workflow process builder
Full searching on tasks
Integration with to-do list
Unique feature to create, assign and manage tasks either directly linked to a master record or linked to a single or group of documents.
Workflow processes can be built as templates by grouping multiple tasks together, each task having its own criteria, e.g. owner and due date.
Workflow checklists are viewable in all modules and can be stored to each record for instant viewing on process progress and future review.
Task types and workflow process checklists are client defined to enable fully flexible task management.
To schedule work, tasks can be created by one user and assigned to another users, with the ability to view tasks either by type or in a calendar view based on due date.
For a more global view on workloads in addition to viewing a single user’s tasks it is possible to view the tasks per team or for all the users of the system.
The search feature can be used to search on stored completed tasks.
.WEB version
Global access - anytime, anywhere
Online real time document store and view
Online real time task management
Remote scanning interface
ViewPoint Document Manager .WEB provides the capability of a single secure globally centralised document and task management system online.
Document Manager .WEB enables authorised users to access the module from any Internet access point in the world.
The unique Remote Scanning Interface means that documents can be scanned anywhere in the world and directly stored in a single centralised Document Manager environment.
Remote access can be used for document viewing and / or real time storing / editing of documents.
Automated Document Generation
Generates MS Word documents
Categorised template library of standard document formats and content
Automatic population of client and record information
Automatic indexing on soft copy storing
Automatic indexing on hard copy scanning
Document Manager is both a repository for storing and retrieving objects as well as a document generator from which an unlimited number of Microsoft Word templates can be generated.
Close integration with the other ViewPoint modules enables documents generated from Document Manager to be auto populated with data held in the other modules, e.g. entity name, officers, registered office details, contact details etc.
Each template can be preconfigured to be automatically indexed on storing. This feature includes the ability to automatically recognise ViewPoint generated Documents when scanning and prompt the user with the preconfigured indexing details.
This feature helps to introduce standardisation and consistent document formats and contents as well as greatly improves indexing accuracy and efficiency.
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