Advanced Users Optional Functions

Workflow

Control which Users or Groups of Users can perform a workflow action, for example, to approve an invoice over a certain value.

Support distributed workflow using web browsers.

Notify the next person to perform a workflow action using an email or running Saved Searches using TokOpen or a web browser.

Use email references to notify the next person a workflow action is required.

Use email URL references for recipients without access to TokOpen.

Report on workflow key performance indicators using Saved Searches.

Report on the status of a workflow at all time using TokOpen's Auditing to provide real-time updates where each document is within a workflow process.

Capture information from staff when they perform a workflow action.

Stamp documents automatically during a workflow process.

Removes traditional paper chase while ensuring the appropriate people receive documents instantly.

No need to install remote software, upgrade your existing IT infrastructure or networks. TokOpen manages the workflow process centrally while TokOpen Web provides remote workflow access using standard web browsers.

Documents are not lost and you retain total control over your business processes. Push documents through a workflow using your existing email system or pull them through using Saved Searches.

Avoids your network being saturated by emailing/documents. A reference to a document is typically only 3KB in size. Removes the need to photocopy, distribute and store copies thereby improving document security.

Continue a workflow process to users who do not have TokOpen installed on their workstations. Selecting the URL reference connects users directly to the TokOpen Web server and displays the document within the browser with the facility to perform all workflow actions on line.

Maintain constant visibility on each documents' status within a workflow. For example 'All invoices that are 20 days old and still awaiting to be approved'.

Ensures you maintain instant access to documents' workflow history and current status. For example, Accounts Payable can check whether an invoice has been approved while on the phone with a supplier or whom the workflow is currently waiting on.

Ensures information you require is consistently provided, in the format required, when required. For example, obtain an approvers budget code when an invoice is approved.

Secures quick system acceptance by mimicking paper processes, for example stamp invoices when approved or rejected. Allows you to restrict access to the Document's audit trail and also speeds up information dissemination by presenting a workflow status to a user. Requires Advanced Annotations.

Check-in / Check-out

Check out documents to work on off-site.

Force document check out.

Ideal if working on contracts or other document types that are typically worked on off-site. Especially useful if used with version control.

Protects current documents and/or versions by checking the document out before any changes are made to it. When complete the user checks in the document as the original or a new version.

Version Control

Automatically manage document versions for Application as well as Image documents.

Protect previous versions from being changed.

Allows to create major and minor versions.

Ability to drag an image document onto an application document and associate it as the SAME version.

Ensures you retain and can locate all previous versions.

By automatically setting a previous version to 'Read Only' the document is protected from being altered.

Ideal for environments that have to manage evolving documents, i.e. Legal, Sales, Engineering, to name a few.

Ensure you can track previous versions of any type of documents.

Ad Hoc Scanning

Use affordable desktop scanners to scan documents immediately they are received.

Use existing Multi Functional Devices (MFD) / copiers to scan documents.

Scan documents for indexing later.

Removes traditional 'in trays' and avoids paper mounting on desks. Ensures documents are captured immediately and never lost.

Allows users to scan documents anywhere across the organisation.

Enables one User to scan a batch of documents and save it for indexing by another User. Setting batch security prevents any unauthorised Users from accessing the scanned documents prior to being indexed.

TokOpen's Desktop Scanning is a very different process to the post room or volume scanning that is best suited to being managed by TokOpen Sorting Office.

Advanced Annotations

User / User Group annotation access rights Annotation searching.

Restrict access to confidential information contained within image documents using Redaction.

Work with documents online checking measurements and angles using Protractor and Ruler tools.

Communicate additional information on documents using Typed Text and Text Stamping.

Add image stamps onto image documents.

Controls who has access to each Standard and Advanced Annotation Tool. This is especially powerful when used with Redaction.

Delivers a powerful search function allowing users to locate documents based on information contained with an annotation. Search performance is further increased when used with the TokOpen Indexer module.

Enforces data protection and security when used with Annotation Access Rights. Sensitive data is literally hidden from unauthorised Users.

Both tools are useful in environments where documents such as drawings need to be checked prior to giving an approval.

These tools are ideal for adding additional information that is specific to an area of the document. Text Stamps are useful to communicate information in a consistent format, i.e., Accepted or Received.

For example, for a 'Approve Invoice' workflow action, the image of a signature can be added to an invoice as part of the approval process. The user would click on the Image Stamp's dropdown list, select his / her signature and it would be applied to the image.

Enhanced Administration

Set-up a Drawer Administrator who can only administer a specific drawer or define who has rights within that drawer, alternatively a Group Administrator who can only modify a specific group and define members of that group.

Control Drawer Administration Privileges and therefore what they can do within a Drawer.

Reinforces the security and acceptance of the System by ensuring a department or function retains control how their folders and documents are managed.

Enables you to assign Administrators for specific administration duties. For example, we can restrict a single administrator to administer User Groups within say the Support Drawer.

Administrative privileges (both creation and maintenance): Users, Groups, Storage Locations, Drawers, Document Types, Global Parameters, Workflow, Domains, Database, Auditing.