TokOpen's Advanced User Functionality

TokOpen Advanced Users can perform all the document management functions using either the TokOpen Desktop or a standard Web Browser.

All TokOpen users can perform TokOpen's Standard functions, the difference between a View User and an Advanced User is Advanced Users can perform ALL standard functions whereas a View User is limited to only performing those standard functions related to searching for and viewing documents and folders.

The additional standard functions an Advanced User receives related to document creation (scanning and creating documents), managing documents (for example version control and administration) and workflow functions. Advanced Users are typically involved in a business process either creating documents and or are part of a workflow process.

You also have the option to select the following advanced user functionality for addressing the data capture, management, administration, and the flow of documents through your business. Advanced Users will automatically inherit all the optional features that have been selected for View Users in addition to the optional features you have selected for Advanced Users.

Overview of Advanced Functions

Capture & Document Management

Workflow

Workflow

Advanced Users take advantage of TokOpen's workflow capabilities, which enable you to remove the traditional paper chase resulting in inefficient processes that require waiting on lost or late documents. Processes are streamlined my electronically mimicking the paper process allowing staff to complete process actions directly from their workstation, anywhere in the Country, even the World.

Legislation and compliance standards can also be addressed and automated to ensure your business, staff and external users remains compliant at all times when working with your documentation. For example, TokOpen automatically arbitrates between freedom of information legislation enforced in many countries and data protection protecting the data privacy. Specific Industry compliance standards can also be enforced, such as the UK Transport VOSA standard, the US HIPPA standard or the Sarbanes Oxley legislation, to name a few.

Staff working within complex document control environments also benefit from TokOpen's Advanced User functions using TokOpen's Version Control. Both minor and major version management is supported, also the facility to associate scanned images with an electronic document and manage scanned document version control.

Within more complex business environments, especially those where TokOpen is being used across different functional areas, it is important to maintain separate administration control. This is achieved using TokOpen's Advanced Administration allowing Department Administrators to administer only their part of the system with no access to other areas of the System.

System security is further enforced using TokOpen's Encrypted Files, which prevents any document being viewed except through an approved TokOpen viewer, i.e. the TokOpen Desktop or Web Browser. This therefore ensures TokOpen's tight access and security control is maintained at all times.

A clear testimony to this success is the ever expanding list of major enterprises, government bodies and learning centres around the World who are selecting TokOpen as their document management system of choice. To view a list of some of the organizations that use TokOpen and an explanation of the benefits they have gained, select TokOpen Clients.

For more information on Advanced User functions in our document management software please call +44 (0) 1908 366 388 or click here to complete our online enquiry form.