Standard Functions (3)

Folder & Document Searching

Use Search Filters to buld and resolve specific searches.

Use predefined lists (domains) and index templates to ensure documents and folders are filed consistently and accurately.

Use Saved Searches to save frequently used searches.

Use %prompt to build flexible searches that prompt users to enter search information.

Share Saved Searches.

Email an URL reference to the document (Requires TokOpen Web).

Schedule Saved Searches to run periodically.

Set relative searches such as ‘All documents older than 15 days’.

Search for documents across all drawers in the database.

Locate every document you require using the following Search Filters: Contains, Does not contain, Equal to, Not equal to, Less than, Less than or equal to, Greater than, Greater than or equal to, Start with, Ends with, Between, Empty, Not Empty.

Ensures documents are never misfiled, filed according to corporate / department rules and therefore always available when required.

Save time by automatically running previously built searches when launching TokOpen or using a Short Cut key. For example, present my morning post, or present all invoices that need to be approved.

For example, Accounts or Customer Support can have a Saved Search into which they enter the Customer Name or Account Number.

Saves time and administration avoiding the need to set up Saved Searches for each user, simply create a single Shared Search on the Server.

Maintain document security and visibility who looks at the document, from where and when even after you have emailed it.

Ideal for alerting you to new documents arriving in your 'in tray' or process related searches such as 'Invoices Awaiting Authorisation'.

Frequently used in process environments such as Finance to report on invoices in a workflow that have not been returned within a given time period.

For example, a Finance department could have a drawer for 2004 and 2005 invoices. It is possible to have the same comon field "invoice number" used in both drawers.

User Groups

Control User Group priviliges when accessing and working with documents and folders.

Control which folders and documents Groups of Users are permitted to access and what they are permitted to do.

Folder privileges: Create, Delete, Modify, Modify Access, View Audit.

Document privileges: Check Out, Copy, Copy Reference, Create, Delete, Email, Export, Export With Indices, Modify, Modify Access, Move, Open, Open Metadata, Print, Set Read-Only, Set Read-Write, Undo Any Check Out, View, View Audit.

Users

Add Users to User Groups to automatically inherit Group priviliges.

Avoids the need to assign Users with individual privileges, simplifies company security rules by assigning security at the Group level. Retains the flexibility to move Users between Groups without compromising any security. TokOpen automatically removes Group privileges and assigns new privileges to the User when moved between groups.

For example, Joe is promoted to a Sales position from Support. By moving him into the Sales Group, Joe automatically inherits the Sales Group user privileges and loses all Support Group privileges.

Mobile Users

Support remote and mobile staff with secure browser and portable access to folders and documents.

Provide either secure access to documents using TokOpen Web. Alternatively give mobile staff access to complete drawers or selected folders and documents on a CD that is referenced using their own portable TokOpen system.

Import Module

Import documents and forms automatically into TokOpen from another application or system.

Reduces administration by automatically creating folders in TokOpen. Gives you the freedom to migrate your documents to TokOpen from another document management system.

API Integration

Provide access to folders and documents directly from another system using TokOpen's Application Programming Interface (API).

The API can be integrated with both rich client and web based applications. TokOpen is an OLE Server application that conforms to the Microsoft COM (Component Object Model) standard. Most of the TokOpen functionality can be accessed by properties and methods of the TOKOPEN_VIEW object, from any development language that supports COM, for example Visual Basic, VBA, Delphi , C++ and many others.

• Download the TokOpen API Guide (Zip file)
• View the TokOpen View Methods (PDF - 61KB)
• View the TokOpen View Properties (PDF - 62KB)
• View an Example Code (PDF - 60KB)

Enables you to deliver a single integrated system to users allowing them to continue using existing systems and have on line access to related folders and documents immediately when required.

TokOpen document management functionality can be directly integrated within your systems using TokOpen's API.

The TokOpen API is provided at no additional cost when you purchase TokOpen.

System Administration

Separate and simple to use System Administration Desktop.

Encrypt passwords and force users to change their passwords at regular intervals as well as control the format of passwords.

The intuitive user interface allows non-technical staff to administer TokOpen, i.e. User Group privileges, while supported by IT staff for the more complex database and storage functions. Providing a separate administration module further strengthens system security.

Enforces system security by preventing users from using a the same password and reduce the risk of a password being used by unauthorised users.