sharedocs enterpriser - comprehensive document management solution
TRANSCRIPT
What is ShareDocs Enterpriser?
• High-tech centralized document repository and secure document management system• Helps to create, share, maintain, procure and manage official documents
Highlights* Hassle-free implementation
* Ease of Use
* 100% Data Security
* Smooth Workflow
* Customized Solution
* Ideal for companies stationed at multiple locations
* Expert Support for records Management
ShareDocs Enterpriser - A Step Towards Paperless Office
Secure Documents
Capture, index and process all
documents in one secure place
Reduce Paper
Cut down on paperwork
Reliable online workflows
Enhance Team Productivity
Reduce your team’s time spent
on locating documents
Increase your team’s productivity with a
workflow management system
Streamline Processes
Organize every document related
process
Bring everyone on single platform
Eliminate deviation
Manage Disasters
Save documents from disasters like
fire, water
Salient Features of ShareDocs Enterpriser
ShareDocs Enterpriser - A Step Towards Paperless Office
Secure Data Management
• 0% data leakage
• Secure management of documents
• Provision for hierarchy-specific access
• Access to data as per role
• Less chances of misuse andunauthorized access
OCR: Optical Character Recognition
• Has a built-in OCR Engine
• Enables the application to read thecontent of every document
• User can search any document withany word from that particulardocument
Process Consistency
• Modules with administrator definedpatterns
• Smooth, harmonious and disciplinedmanagement of documents
• Uniform criteria
• Consistency guaranteed
Central Repository
• Uniform platform for multiple users
• Enhanced productivity
• Helps to save storage space
Document Approval and Requisition Handling
• Inbuilt document approval andrequisition handling modules
• Helps you to make your business 100%“PAPERLESS”
• Allows you to process unlimited forms
Advantages of ShareDocs Enterpriser
ShareDocs Enterpriser - A Step Towards Paperless Office
> Folder Hierarchy Creation
> Import Bulk Data Entry
> Unlimited Meta Data Creation
> Page Level Document Tagging
> Document Encryption
> LDAP Integration
> Version Control
> Notes and Keywords
> Audit Trails
> Zip Files Upload
> Search with Multiple Conditions
> OCR
Few More Features
ShareDocs Enterpriser - A Step Towards Paperless Office
Acquire Documents
Manage /Control / Share
Documents
Retrieve Through Metadata / OCR /
Folders
Download Documents / Work on files
Archive Documents
How it Works ?
ShareDocs Enterpriser - A Step Towards Paperless Office
• Speak to us
• Let our expertsguide you
• Set ShareDocsserver as peryour requirement
• Organize andcategorize allyour physicaldocuments.
• Make sure toavoid duplicates
• Scan all yourdocuments
• Provide logicalnames todocuments
• Upload soft copies to ShareDocs Enterpriser with indexing, keywords and remarks
1 2 3 4
Acquire physical Documents in four easy steps..
ShareDocs Enterpriser - A Step Towards Paperless Office
Central Repository
Central Repository
Bulk Import with Data
Entry
Bulk Import with Data
Entry
Document Upload by
User
Document Upload by
User
Template Based
Document Generation
Template Based
Document Generation
Auto Upload or Scan to
Folder
Auto Upload or Scan to
Folder
Four Methods to add Documents to Repository
ShareDocs Enterpriser - A Step Towards Paperless Office
Central Repository
Central Repository
Files With MetadataFiles With Metadata
Files Without Metadata
Files Without Metadata
Requisitions/ Workflow
Requisitions/ Workflow
3 Methods to Store Documents in ShareDocs Enterpriser
Central Repository
Central Repository
Folder Hierarchy
Folder Hierarchy
MetaDataMetaData
Document Sets / Virtual
Folders
Document Sets / Virtual
Folders
3 Methods to Organize Documents in ShareDocs Enterpriser
Methods to Store and Organize Documents
ShareDocs Enterpriser - A Step Towards Paperless Office
• Provides a dashboard whichdisplays the most importantinformation needed toachieve one or moreobjectives
• Consolidates and arrangesinformation on a single screen
• Lets you monitor informationat a glance
• Drill-down oncoordinated/linked charts andreports
• Filter data by charts, reports,timelines for query resolution
• Has sliders to manipulate andselect values
Drill Down Information
ShareDocs Enterpriser - Dashboard
ShareDocs Enterpriser - A Step Towards Paperless Office
• Equipped with “UniversalFile Viewer”
• Open any type of documentin your browser within theapplication
• No need to buy additionalsoftware licenses for theusers who just need to readthe file
• Bring all types of documentson a single platform
• Make documentmanagement easy
Everyone on Single Platform
ShareDocs Enterpriser – Universal File Viewer
ShareDocs Enterpriser - A Step Towards Paperless Office
• Convert all your workflows and on-paper approvals to paperless processes
• Create a MetaData• Add fields • Define roles (steps)• Add People• Assign Rights
• Document and additional data will keep on moving online from one person to another as per predefined process
• Use the same functionality for document approvals, requisitions
Manage Processes
ShareDocs Enterpriser - Design Workflows
ShareDocs Enterpriser - A Step Towards Paperless Office
• Design your own document templates with inbuilt word editor.
• Insert required images or logos.
• Collect key information for new document in form of data entry.
• Add simple calculations to documents.
• Examples – Purchase Orders, quotations, Appointment Letters, Meeting Agenda ETC.
Document Generation
ShareDocs Enterpriser - Design Document Templates
ShareDocs Enterpriser - A Step Towards Paperless Office
• Simple Search – User can search on file name, notes or keywords in the folders he is authorized for.
• OCR Search – User can search in the text extracted through inbuilt OCR Engine
• Query Builder – Users can search in MetaData entries by using query builder. Users can add multiple conditions for filtering and download the report in excel format.
Document Search
ShareDocs Enterpriser - Search
ShareDocs Enterpriser - A Step Towards Paperless Office
Where do documents get saved?1•All the documents, which are uploaded to DMS, are stored in a central
repository on a server. Nothing is stored on your local system.
What is Metadata?2•Metadata in DMS is a set of additional document properties which gets
stored with document. It helps you to search and retrieve your documentquickly.
Can DMS search inside a document?3•Yes. If your version is E-Office, when you are uploading the document, the
system performs OCR in the background. Thus, while performing search, it searches in the content of document.
What is version control in DMS?5•Version control is a system wherein the latest version of any file uploaded is
selected as default. DMS also stores the original/earlier versions for futurereference.
What type of documents can I upload in DMS?6•You can upload almost all type of standard document types like MS Word,
Excel, PowerPoint, pdf files, JPEG files, video files. ShareDocs Enterpriser’sInbuilt Universal file viewer enables you to view almost any type of file in abrowser, without any additional installation.
How can I make my office paperless with ShareDocsEnterpriser?7
• Scan your existing document, upload them to ShareDocs Enterpriser incategorized and indexed format. Start using ShareDocs functionalities foryour internal approvals, workflow management and file sharing. Eventuallyyou won’t need paper in your office.
Does it support multiple locations?4•Yes. If your locations are on intranet or accessible through VPN, all your files
are accessible from any of your location.
What security does ShareDocs Enterpriser offer?8• File access rights are controlled as per defined role in DMS. Every document
which is being uploaded to DMS gets encrypted and cannot be viewedoutside of DMS unless the user has a right to download the same in nativeformat.
Frequently asked questions
ShareDocs Enterpriser - A Step Towards Paperless Office
Hridayam Soft Solutions Pvt. Ltd.303, Thakkar Heights, Village Road,Nahur (West), Mumbai 400 078Maharashtra – India
Landline - +91-22-64567650 ( 16 Lines )Email – [email protected] – www.sharedocsdms.com / www.hridayamsoft.com
Thank You