e-office important features is that electronic documents are stored together and available online within a single user interface. Organizations can retain legacy paper document data together with all new electronic documents enabling a “total view” of both present day and historical information. Unlimited document types can be defined, some examples of these are:
- Inwards Correspondence
- Outwards Correspondence
- Internal Documents
- Memos
- Email Messages
When electronic documents are registered into e-office, the document is displayed simultaneously with the document details entry screen.
Document Workflow
e-Office integrated Workflow facilities provide the ability to track the progress of documents registered within the system. All documents can be initially assigned to one or more officers, together with the Progress Workflow Reason code (e.g. Action Required, etc.) and date required for completion. Default users and completion dates can be separately predefined by document type. This module will then track the progress of the request through user-defined workflow tasks. Users are automatically notified that a document has been referred to them.
Internally generated documents evolve from draft to final copy through versions, revisions and edit changes. Users who have the document referred to them via the Documents in Progress In-Tray may require it for information purposes, authorization of content review and editing of document content.
Version History, Revisions and Status
e-Office provides comprehensive management of electronic documents during their production phase. Document Version History and Access History allows users to trace the context history of a document by showing;
- The Current and Previous Revisions of a document
- Who has accessed and worked on the document
- The Documents Status
Users are presented with the latest revision of a document, with the option given to view previous revisions.
Document Viewer
The Documents Viewer allows most electronic documents (e.g. Scanned, MS Word, Adobe Acrobat etc.) to be viewed directly using a single viewer screen whilst stored within in their native format.
Some of the other features provided within the Document Viewer include:
- Scrolling, zooming and rotating
- Image Panning - quickly navigate through large images using the mouse without having the use of scroll bar
File and Document Searching
Comprehensive search facilities are available across all files and documents stored within e-Office. It supports Boolean search operators (such as AND OR NOT), as well as keyword searching. Some of the search options available include:
- File search restricted by file system and based on file name, file description, file number, and file barcode
- Document search restricted by document type and based on author, addressee, signatory, date range, document summary and document number
- Extended Document search based on external references, date received and date processed.
Reporting
e-Office provides a wide range of comprehensive reports and
statistical analysis across of all modules, such as performance reports, organisation document statistics reports, overdue loan reports, overdue action reports, audit reports, movement reports and disposition reports. Many of these reports are selected via user defined data ranges. File labels (including barcodes) can also be printed within InfoVision either in ad-hoc or in batch mode. Reporting
module features include:
- User defined reports
- User defined selection criteria
- View reports on screen, print, or save as file
- Scheduled reports (daily, weekly, monthly)
- Reports automatically print (when due scheduler starts)
|