Management of document

PROCESS OF MANAGEMENT AND PUBLICATION OF A DOCUMENT

The document management and publication process consists of three parts:

Acquisition of documents from local PC, from email, from multifunction / network scanner, from print spool, from fax.

Indexing, for each type of document it is possible to associate a document model, essential for the advanced search functions.

Permissions and publication, possibility to assign permissions on a single document and to categorize a single document into multiple topics (folders).

DODUMENT MODELS

Inserting a document in the ZenShare library allows you to historicize it by entering associated metadata such as – for example – description, deadline and notes.
The system automatically records the date and time of publication and the author. Furthermore, through the management of document models (ie the aggregation of multiple metadata usually present in some document types) it is possible to associate a model to the single document.
The management of these indexes (metadata) is fully customizable through a dedicated administration panel. Currently it is possible to manage metadata of various kinds such as counter, number, text, dynamic menus, but also data flows from external databases.

VISUALIZATION PERMITS

Viewing permissions can be managed both at the folder level and at the single document level.

The permissions system can be configured using divisions, functions, services, groups, categories, cost centers and more as filters, but it is also possible to define customized user groups.

Currently it is possible to manage different types of permissions: general rules, custom rules, individual users.

The management of these indexes (metadata) is fully customizable through a dedicated administration panel. Currently it is possible to manage metadata of various kinds such as counter, number, text, dynamic menus, but also data flows from external databases.

CATEGORIZATION AND PUBLICATION

The historicized and published document is associated with the relevant category, inheriting its permissions. ZenShare allows you to place your document in multiple categories without replicating.

If the document publication procedure is activated directly in a section / category of the library, the system will automatically link the document in question to that specific category, always allowing you to link the document in other categories for the purpose of a multi-category.

CHECK IN/CHECK OUT AND VERSIONING

The integrity of the document sources is guaranteed by the document checkIn / checkOut functions. These functions support the user in the document review and modification phases, allowing to make corrections to attributes (metadata, permissions and document categories) and to modify and update the contents of the document by activating automatic versioning.

Directly connected to the CheckIn / CheckOut / Draft functions, the versioning function allows you to automatically manage Major and Minor releases of published documents.

With each structural modification of the document made through the CheckIn function or the Draft function, ZenShare automatically generates the version or subversion.

ZenShare keeps track of previous versions and always makes them available to the user who requests them.

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