The following is a summary of the document management software functions that most enterprises need, so that you can have a deeper understanding of the management links that document management software involves in an enterprise's document circulation cycle.
1. Document management
Centralized storage: Build a platform for centralized storage of massive documents for enterprises and institutions to achieve unified document sharing.
Directory structure: Supports tree directory structure and can create unlimited folder and sub-folder structures. Directory sorting can be customized. All members of the organization can easily share and view files securely.
Document sorting: Supports sorting based on document attributes such as title, size, date, uploader, etc.
Display mode: supports directory display in list mode or thumbnail mode.
Full-text search: Full-text search and advanced search engines help you quickly and accurately find the files you need from massive amounts of information.
Document Editor: You can create, read and edit Office files directly in the system browser without changing any existing operating habits or downloading or installing software.
Multiple file uploads: Supports batch upload of files and import of compressed packages, enabling quick and easy storage and management of document materials. It supports various types of files such as Office documents, PDFs, images, audio and video, and drawings.
Version management: Powerful version management function. Documents are associated with multiple versions to avoid the use of wrong versions. It also supports viewing, rollback and downloading of historical versions.
Automatic numbering: The system provides 25 variables, which can be freely combined to design numbering rules. Conditional matching with rules can achieve flexible numbering effects.
Document audit: Document audit information describes every action in the entire document life cycle, including operator, action, date and time and other information. Through audit tracking, you can have a global grasp of the operations of all files within the system. Condition.
Office integration: Seamlessly integrated with Office, you can create, read, and edit various Office files directly in the system, including Word, Excel, PowerPoint, WPS, Visio and other formats.
Summaries and thumbnails: The system will automatically generate summaries for uploaded Office documents, txt, pdf and other types of files; the system supports adding summaries and thumbnails for image, audio, and video files for easy preview and viewing. The summary and thumbnail functions simplify operations, allowing users to quickly preview document content without opening documents one by one.
PDF watermark: Dynamically insert a watermark into a PDF document, and you can specify the watermark, location, and page number.
Document reminder: Supports setting regular reminders for files. After the set date is reached, the system automatically sends instant messages and emails as reminders to prompt users to perform relevant operations, such as contract expiration dates, payment dates, and other time expiration reminders.
Lock protection: In addition to providing access control protection, it also provides a lock protection mechanism. Document authors and users with administrative rights can lock the document to ensure that the document is not modified at will. When the document needs to be modified or deleted, it can be unlocked to ensure normal operation of the document.
Document link: Supports sending documents to commonly used documents, so users do not need to search in each directory every time they open; supports sending documents to directories for easy reference by other departments; supports sending documents to designated users for collaboration Complete the work; integrated with email, supports sending documents directly to email, without logging in to the mailbox and manually uploading attachments. It is easy to operate and very practical.
Associate documents: After a document is created or uploaded, the system will automatically or manually generate a unique number for the file, supporting batch association of documents. Supports the association of documents with related documents, drawings, pictures and other format attachments through unique file numbers. You can quickly view them with one click by clicking on the link. The system supports adding abstracts and thumbnails to pictures, audio, and video files for easy preview and viewing.
Rule application: The system supports setting rules for the directory, specifying actions, conditions and operations. When the action trigger meets the set conditions, the system automatically executes the rule operations. Rules have two main functions: one is to automatically archive documents into the directory specified by the rule to achieve standardized management; the other is to automatically initiate approval of documents and enter the process to realize automation of document approval.
2. Security control
Permission management: Provides a permission control mechanism, which can carry out fine-grained permission control for users, departments and positions, and control users' management, browsing, reading and editing. , download, delete, print, subscribe and other operations to achieve safe and secure sharing of documents.
Storage encryption: Files are stored encrypted to prevent file proliferation and fully ensure the security and reliability of enterprise-level data.
Login IP restrictions: Supports IP login restrictions. You can set login IPs for users in the organizational structure. It supports multiple IPs and IP segments to fully ensure the security of user accounts.
3. Collaborative office
Template management: supports the creation of a large number of Office template files in the system and authorizes them to be used by users. Users can call authorized templates when creating new documents. The system automatically unifies the rules for naming documents and realizes standardized management of file names.
Document borrowing: Supports borrowing management of public documents and personal documents, and user access rights can be controlled during the lending process. The borrowed user will receive an instant message notification sent by the system. The system supports automatic recall processing of loaned documents based on time.
Document comments: The system supports comments on documents.
Instant messaging: supports one-to-one or one-to-many messaging between users, and also supports sending messages directly to all members of the department. The instant messaging function enables timely and accurate transmission of internal information.
Directory subscription: Users can subscribe to the directory. When documents in the directory change, the system automatically sends instant messages to notify subscribed users. At the same time, you can subscribe to relevant reminder documents. After the specified date is reached, the system will automatically send instant messages and emails as reminders.
Personal Desktop: The personal desktop function will present to you the urgent matters that you need to deal with in your daily office immediately. It is divided into four areas: pending approval, sent for approval, my commonly used documents and lent My Documents.
4. Multimedia/CAD/paper/PDF multi-format management
Multimedia viewer: In addition to managing documents, it also supports the storage and management of multimedia digital assets. You can preview pictures, play videos, and audio directly in the system. Supported formats include: gif, jpg, png, bmp, psd, ai, tif, mp3, wav, wma, flv, mpg, avi, wmv, mp4, etc.
CAD drawing management: In order to meet the needs of engineering construction, real estate and other industries, it supports online preview and management of more than 300 file formats such as AutoCAD, SolidWorks, Pro/E, STL, etc., reducing waiting for preview and review of drawings. time.
Electronic management of paper documents: In addition to managing electronic documents, multimedia files, and CAD drawings, it also supports electronic management of paper documents. Convert paper documents into electronic images or PDFs through a scanner and store them in the system.
PDF Web reading: Supports turning on the PDF Web reading function in the system. PDF documents can be read directly through the Web without the need for any PDF reader. The embedded PDF document application in Web mode is realized, making the document processing part of the entire office system fully compatible with PDF and more secure.
5. Integration
Seamless integration with Office: Seamless integration with Office. System operation is the same as local operation. You can quickly get started using the system without changing any habits. Multiple people can collaboratively edit documents and manage multiple versions to improve work efficiency.
LDAP integration: realizes unified authentication and authorization of LDAP/AD; supports batch import and update of LDAP users, conveniently and centrally manages and maintains account information, reduces the chaos of internal IT management of the enterprise, and greatly enhances the Internal security.
Email integration: Integrated with email, documents can be sent directly to designated email addresses within the system.
Scanner integration: Tightly integrated with the scanner to convert paper data into electronic images or PDF files for storage. Reduce the time spent searching for paper documents through filing cabinets or drawers, and reduce the risk that paper documents may be damaged, lost, or being used by another user and cause repeated copying resulting in a large amount of waste of paper costs.
6. Personnel management
Organizational structure: In the organizational structure, corresponding departments and personnel can be created according to the actual needs of the company. It also supports batch import of users and positions, and can set positions for users. and roles, etc.
Position roles: Provide three roles: system administrator, user administrator and process administrator. Positions and roles can be customized for users in the organizational structure according to the actual needs of the company. Through the application of roles and positions, authorization The user performs corresponding operations.
Address book: Based on departments, it lists in detail each employee’s user name, name, department, email, mobile phone number, office phone number, home phone number and other information, and supports sending in the address book Instant messages to individual users and all department members, with support for search by username/full name.
Statistical reports: The system automatically counts the uploading, reading, downloading, and updating of documents in the past six months, and displays them clearly and intuitively in a histogram, allowing managers to quickly understand and accurately grasp the usage of documents.
7. Module customization
System customization: users can customize the system LOGO, limit the size of personal document space, set the maximum number of document versions according to the company's internal needs, and whether to enable PDFWeb reading , making the system more in line with the company's internal management and application needs.
System skin: The system provides six different styles of skins: simple gray, vibrant green, elegant blue, romantic rose red, elegant purple and classic blue for users to choose freely, allowing every user to enjoy happiness While working, you can change the system face yourself.
Synchronization Assistant: No need to log in to the system for tedious manual operations, set the synchronization time interval by yourself, and pull the system's internal file resources to the local computer at any time.
Full-text annotation: imitates people's habit of annotating paper official documents, and has the characteristics of accurate handwriting, real handwriting, one-click annotation, convenience and ease of use; supports full-text handwritten annotation and keyboard annotation functions, and can Keep traces of comments. The handwriting of different users can be saved in the same file; the name of the annotator can be selected to display the annotations of different annotators. After the annotation is confirmed, it cannot be copied, moved or deleted; the text size and color can be selected arbitrarily, which is convenient for users to use and is digital. Paperless office escort.
Electronic signature: supports handwritten signatures, electronic signatures and other essential office functions for documents directly in the IE browser; supports a variety of electronic seals and handwritten signature authentication functions; provides seal or signature resources With the pre-save function, users can obtain their signatures through passwords. The signatures and seals are saved together with the document, and whether they are valid can be judged through system verification.
SMS module: Send text messages through enterprise-specific channels; integrate with document reminders and processes, automatically send text messages to remind when documents are due and need to be approved; group text messages can be sent to internal personnel.
Advanced document operations: All documents that can be opened locally support online reading and online editing.
Single sign-on: Integrate with other software products through tokens. Users only need to log in to other systems once to access E6, avoiding the need to repeatedly enter user names and passwords each time they log in, improving the ease of the system. Usability, security and stability.