Web Details

Document Publishing

Publish selective TokOpen drawers, folders and documents for access using a standard web browser.
Selectively give users access to drawers, folders and documents they are authorised to view. Control what functions they are permitted to perform when viewing documents within a browser.
Retain visibility and document security even when documents are email to recipients outside your organisation by emailing a link to the document. The email recipient simply selects the encrypted URL address contained in the email, which automatically opens their browser, connects them to your TokOpen Web Server and displays the document. A full audit trail is maintained allowing you to check when and who accessed the document from where.
Authorised staff, if permitted, can update document and folder indices on line ensuring vital information can be captured at source. This is particularly useful when performing a workflow which requires the user to provide information required by another system to complete a workflow process, for example budget code when approving an invoice.

You can save their frequently used searches on line allowing documents and folders to be accessed in seconds. Your saved searches can be a simple folder requests or a more complex search that includes full text searches.
Any document you are permitted to access across your Intranet or the Internet can be viewed on line, including scanned, application and even mainframe documents.

You can even retrieve documents on line while continuing to work within other system screens. TokOpen’s Web Scrape will read the information displayed by your other system screen and automatically display the document within your web browser.
There is no need to install TokOpen onto users’ workstations that you are providing on line document access from another system screen. You can provide unlimited user access to documents with no additional user or seat licence fee.
Embed a button within your existing systems or even web sites allowing staff or the general public to request and view on line documents they are permitted to access.

Mirror and improve existing workflow processes by electronically passing a reference to the document. Each user is notified what workflow action they have to perform and any information they are required to provide is automatically requested.
There is no need to install browser plug ins. Existing browsers can be used therefore allowing a workflow process to be rolled out quickly to remote users, even other companies who are involved in the workflow process.
Workflow processes are extremely flexible. If a user needs input from another person not involved in the process, they are able to email a reference to the document or the document itself to obtain required information directly from within their browser.
Track every workflow process and report on any delays or overdue actions that ensure you retain constant visibility of ever document in every workflow process, proactively responding and avoiding delays.

Adhere and enforce the most stringent legislation using rules set up in TokOpen that controlling who can access selective documents, what functions they are permitted to perform and even the information they are permitted to view within the document.
Complex data protection is fully automated and simplified using rules that hide confidential information contained within a scanned document and even a mainframe / transaction document. Rules are set-up by Document Type that automatically hides confidential information when it is imported into TokOpen.
When documents are accessed on line, TokOpen checks the user access permissions and passes the secure document to TokOpen Web. The document that is displayed on line has the confidential information ‘burnt out’. The original document managed by TokOpen remains untouched allowing different confidential information to be hidden of other users with different access permissions.
Read more about Data Protection & Freedom of Information (742KB PowerPoint)

TokOpen Web's security ensures that users never have direct access to either TokOpen or the TokOpen document store. All document requests are handled by TokOpen Web through a firewall using a secure encrypted communication with a FTP Server that sits between TokOpen Web and the document store. You also have the benefit of being able to define your own port to add a further level of system security.
TokOpen Web enforces the same user, document, folder and drawer security set-up within TokOpen. You even have the ability to independently control user access to the same document from the TokOpen Desktop, your Intranet and the Internet.

For more information on TokOpen Web please call +44 (0) 1908 366 388 or click here to complete our online enquiry form.