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DocuPortal.NET Volume Series
Everyday, companies generate additional costs by allowing file chaos, duplicate data and storing important information in places that are difficult to access and retrieve: the memory of each employee.
With DocuPortal.NET you empower your organisation and your employees. Increase your competitiveness by optimizing the way you manage and access your organisation’s documents and information.
DocuPortal.NET is your first and foremost state-of –the-art tool of choice to manage documents and information quickly, easily and flexible.
DocuPortal.NET is designed to be organised around the processes followed by your employees. It offers innovative and powerful functionality that will allow your organisation to work faster, smarter and more efficient.
No wonder that DocuPortal.NET has established itself on the market at such a speed. DocuPortal.NET is used by thousands of users and organisations – starting with personal use and scaling up to the small and medium-sized organisations.
DocuPortal.NET offers the highest level of control, an efficient working tool and performance with a minimal amount of investment when compared with similar products on the market today.
This is information logistic at its best – every time, everyplace.
DocuPortal.NET is your first choice for
- Organisation of all documents and information
- A repository and working environment for work groups, departments and project teams
- Quality management based (ISO9000)
Knowledgebases
- Catalog systems
- Project and document administration for media agencies, lawyers, medical companies, schools, etc.
- Hosting of document management solutions
- Intranets
- Project management
DocuPortal.NET is currently used in a number of industy verticals, including but not limited to:
- Small and medium-sized organisations in all verticals for document management
- Media agencies
- Government authorities and - institutions
- Health Sector
- Quality management (IS9000) and technical documentation
- CAD
Completely web-based, based on state-of-the-art technology
DocuPortal.NET is developed on the .NET Framework 1.1, completely written in C# (managed code). All clients are using a current web browser version.
Enhanced document- and folder information
While files in the MS file system only support filenames for organisation purposes, DocuPortal.NET allows you to add additional of information to a file or document. These include title, subtitle, description, categories and keywords. On top of that, using the pattern technology, you can specify a whole lot of additional meta-information.
Folder structure
DocuPortal.NET utilises your existing folder structure following the indexing process in the browser like a normal file manager. As with documents, you can add more information, for example descriptions including, with the pattern technology, additional meta-information.
Delete and restore documents
If deleting files using a traditional network connection, those files are deleted permanently. The Recycle Bin provided by Windows doesn’t work over network connections. With DocuPortal.NET, should you delete files accidentally, you are able to restore these from the DocuPortal.NET Recycle Bin.
Keywords
You can add keywords at will to your documents. DocuPortal.NET provides you an automatic list of all keywords of all documents in your repository. Documents with same keywords will be combined into one keyword of the keyword list.
Categories
Documents can traditionally only be stored and assigned to a particular folder. As an alternative, DocuPortal.NET allows the administrator to create further structures – the categories. Based on this technology, authors can assign documents to multiple categories based on the previously defined category structure. This is ideal to store documents based on user-defined criteria such as projects, customers, year and so on, depending on existing working habits.
Take over existing files and folders
Using DocuPortal.NET with existing files and folders is very easy. During installation, you set up the path to your existing location and DocuPortal.NET indexes all your documents and folders. Future files and folders will be stored in the filesystem using this path too – without encryption or compression. There are no risks using DocuPortal.NET.
Take over existing file properties
Some file types contain additional information. Whilst indexing an existing folder structure or when uploading new documents, DocuPortal.NET scans a large selection of file types for informations such as title, subtitle, description and keywords, including MS Office, OpenOffice and Sun StarOffice files and documents. Also, meta-tags and DCMI tags from HTML files will be scanned.
Grouping, Sorting, Jumping, Filtering
You can group and sort documents based on title, file type, status, pattern, author or date. On large document lists, you can easily jump to a group caption. Activating a filter, only a selected group will be shown, for example MS Word documents.
Automatic and manual cross references
The current folder, with selected keywords and categories will be shown automaticly as a link. Selecting the link, you will move to the respective folder, the keyword list or all documents of a specific category.
In addition to this automatic cross-referencing facility, you can manually define cross-references using the „Look also“ list. This is a very easy and yet very effective function. In other words, the perfect tool to create online documentation.
Preview and simple text preview
DocuPortal.NET allows two types of previews: documents can be viewed using its assigned application on the client side after downloading.
Some file types can be scanned for full text search. This text, without any formatting, can be viewed directly on every browser and any device supporting HTML
Full text search
DocuPortal.NET allows full text search on a number of file types, including MS Word / Excel / PowerPoint, Sun StarOffice, OpenOffice, PDF, HTML and MSG (exported mail) files. DocuPortal.NET contains its own, powerful search engine.
Advanced search
DocuPortal.NET allows you to specify a large number of search parameters with lots of options such as text fragments, periods of time, authors, pattern, content of selected meta-information and more. The search supports AND/OR criteria with multiple words for the search.
Results are listed by score. The identified words are marked up with different colours in text fragments of the documents found.
Search requests can be stored for later use and can be published for use by other users.
Authorisations
DocuPortal.NET provides you with an extensive authorisation system. Users and groups can be defined in the integrated user management facility. System groups and roles define the basic behavior of the assigned rights. These rights can be restricted or published by setting authorisations on folders and documents. The authorisations will be passed on to subfolder structures. Creating groups, allows you to replicate your company organisational structure into DocuPortal.NET.
Authorisation to „Read“ allows you to selectively make folder structures and files visible to users.
Audit trails and revision of working results
DocuPortal.NET logs all events on all objects in your repository. Besides documents, all changes on folders, users, groups, categories etc. will be registered.
Each log entry contains the date, time, author and the action.
Security
DocuPortal.NET supports a whole host of security features. Communication can be secured using SSL encryption. Users must login on to work with the software. Passwords will not be stored in the database. Java Applications, ActiveX aren’t used. Cookies are not necessary to use the browser.
Workflow
In future versions, DocuPortal.NET will contain enhanced workflow capabilities. You will be able to define complex business processes for floating files with manual and automatic tasks, email notification, parallel processes, escalation and lots more including an innovative workflow designer.
Automatic thumbnail creation
JPG, TIF, BMP and GIF files are shown in the document listings with their own graphics represented as thumbnails.
Email notification and sending emails
Using your own SMTP Server, you can be notified on various folder and file actions, initiated by other users. You opt to receive an email if a document or folder is created/edit/deleted.
You can send files directly from the DocuPortal.NET web portal without using an additional mail client. Files can be sent natively or in the compressed ZIP format. If you use our innovative download-ticket system, you only need to be sending links referring to the document.
Download-Tickets
Generally, files are sent as email attachments. This is not efficient: your email server will store multiple identical files. Such a server will typically slow down and require additional memory and disk space. Sending emails with huge file attachments takes time which could be used more productively by your employees. Should a recipient open an email after weeks, they might be reading an outdated file.
DocuPortal.NET allows you to create special URLs – the download-tickets. You can copy this URLs into your emails. The mail can now quickly be sent and doesn’t require space on your email server. And a key advantage: recipients can download the latest version of a document. By opening a download ticket email you are sure to receive the latest version of a document everytime!
Versioning
If a document is edited, the existing version will automatically be saved and get receive major version number like “1.0”, “2.0”.
Previous versions can be viewed or restored.
Publishing and draft versions
When a document is being changed its current state should often not be visible to other users. DocuPortal.NET supports this using the concept of the Draft Version. Only after explicit publishing, the user completes his work. The draft versions automatically create sub version numbers such as “1.1”, “1.2” and so on. Also, comments can be added to draft versions.
If an existing document is in progress by an author, all other users will see the last published version.
Client capabilities
Agencies, hosting and service providers or large organisations often require a larger number of independent repositories with their own users and group administration facilities. Depending on the type of license, the server administrator can create additional, independent repositories. He/she can also limit the number of users for each repository. Users can be assigned to multiple repositories, if required.
Message boards & document discussions
Collaboration is an important requirement when working in teams, as departments or between organisations. Collaboration is key to a company’s success.
DocuPortal.NET allows you to create collaborative discussions using the message board facility.
Additionally, you can create discussions for every document. This is a powerfull feature, allowing you to discuss documents independent of time zone, location and client browser technology at a global level with customers, business partners and employees.
Unlimited guest accounts
DocuPortal.NET allows any anonymous user access. Such a “guest” can be controlled in numerous ways, for example with Read access. Guest accounts can be assigned to selected repositories or can be completely switched off. There is no additional license cost for anonymous users.
Rendition Server
The optional Rendition Server generates from different file formats like CAD, EPS, MS Word preview images in the JPEG format.
WebDAV
With the inbuild WebDAV server you access to files and folders like the classic file system before plus the full DocuPortal functionality like versioning
ADS/LDAP integration
DocuPortal.NET can connect to ADS/LDAP for a single sign on
Web Services
The web service interface based on the SOAP standard allows to create connections for import/export to external applications. | | | |
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