What Are the Different Types of Document Assembly Software?

With the popularity of the Internet and the increase in the speed, intensity, and convenience of information circulation, on the one hand people have enjoyed unprecedented convenience and swiftness, but on the other hand they are also under pressure from the information explosion. For enterprises, informatization has made electronic documents, paper documents, CAD drawings, multimedia, and ISO document files the main carriers of their intellectual assets. Knowledge management has become the key to the development of modern enterprises, but there are huge problems in knowledge management of enterprises.

Document management software

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With the popularity of the Internet and the increase in the speed, intensity, and convenience of information circulation, on the one hand people have enjoyed unprecedented convenience and swiftness, but on the other hand they are also under pressure from the information explosion. For enterprises, informatization has made electronic documents, paper documents, CAD drawings, multimedia, and ISO document files the main carriers of their intellectual assets. Knowledge management has become the key to the development of modern enterprises, but there are huge problems in knowledge management of enterprises.

name of software

Document management software

Background

With the popularity of the Internet

Features

Document management, collaborative office, etc.

Use

the Internet

With the popularity of the Internet and the increase in the speed, intensity, and convenience of information circulation, on the one hand people have enjoyed unprecedented convenience and swiftness, but on the other hand they are also under pressure from the information explosion. For enterprises, informatization has made electronic documents, paper documents, CAD drawings, multimedia, and ISO document files the main carriers of their intellectual assets. Knowledge management has become the key to the development of modern enterprises, but there are huge problems in knowledge management of enterprises.

1. Every knowledge worker in the company wastes a lot of working time on invalid document management.

2. Collaborative work is often required within an enterprise, and communication occupies a large part of collaborative work. The internal communication methods are diverse and difficult to unify; the information is seriously weakened during the upload and release process; communication with branch personnel, time spent and telephone costs are too high; lack of records in the communication process, problems and other issues often occur in the enterprise.

3. For managers of modern enterprises, personal computer, email and outdated folder sharing are far from meeting the needs of enterprises for the management and protection of valuable knowledge assets. Data leaks come from within, and companies can't prevent it. The loss of these documents, the accidental deletion, and the confusion caused by multiple versions have severely affected the efficiency of the enterprise.

4. With the increasingly fierce market competition, enterprise document management needs to establish a complete and rigorous ISO document control management system, saving a lot of labor costs for document management.

Beginning in the 1980s, many manufacturers began to develop document management systems with the main function of managing paper documents. These systems manage the recording of paper documents, including printed, published documents, photos and prints.

Later, developers developed a second type of document management system, electronic file management, and these files were stored on the user's local computer. The management of the earliest electronic document management systems, due to technical limitations, restricted both the file type and the number of files. The main function is to capture, store, index, and retrieve file formats.

Developed in 2013, a document management system based on the B / S architecture appeared. By uploading to the server for centralized storage, it is more convenient to manage and find faster, and as long as there is an Internet place, you can directly access the system through a browser. More features have also been added, including document permissions management, full-text search, storage encryption, approval processes, document auditing, version management, rule application, online editing, and statistical reports.

The following summarizes the functions of document management software used by most enterprises, so that everyone can understand more about the management aspects of document management software for an enterprise document circulation cycle.

Document management

Centralized storage: build a platform for mass storage of documents for enterprises and institutions to achieve unified document sharing.

Directory structure: supports tree-like directory structure, which can create unlimited folder and sub-folder structures. Customizable directory ordering. All members of the organization can easily share and view files securely.

Document sorting: Supports sorting based on document title, size, date, uploader and other attributes.

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 data.

Document editor: Office files can be created, read and edited directly in the system browser without changing any existing operating habits, without downloading or installing software.

Multi-file upload: Supports batch upload of files and import of compressed packages, realizes fast and easy storage and management of documents, and supports various types of files such as Office documents, PDFs, images, audio and video, and drawings.

Version management: Powerful version management function, multiple versions of document associations, avoid the use of wrong versions, and support viewing, rolling back and downloading historical versions.

Automatic numbering: The system provides 25 kinds of variables, which can be freely combined to design numbering rules. Condition matching with rules can achieve flexible numbering effects.

Document audit: Document audit information describes every action in the whole process of the document life cycle, including information such as operator, action, date and time, etc. Through audit trail, you can globally grasp the operation of all files in the system.

Office integration : Seamless integration with Office, you can directly create, read, and edit various Office files in the system, including Word, Excel, PowerPoint, WPS, Visio and other formats.

Abstracts and thumbnails: The system will automatically generate abstracts for uploaded Office documents, txt, pdf and other types of files; the system supports adding abstracts and thumbnails for picture, audio, and video files for easy preview. The summary and thumbnail functions simplify the operation, and users can quickly preview the contents of the document without opening the documents one by one.

PDF Watermark: Dynamically insert a watermark into a PDF document. You can specify a watermark, location, and page number.

Document reminder: Supports regular reminders for files. When the set date is reached, the system will automatically send instant messages and emails to remind the user to perform related operations, such as reminding when the contract expires and the payment date expires.

Lock protection: In addition to providing permission control protection, a lock protection mechanism is also provided. Document authors and users with administrative rights can lock documents to ensure that documents are not modified at will. When a document needs to be modified or deleted, it can be unlocked to ensure the normal operation of the document.

Document link: Support sending documents to common documents, users do not need to search in each directory every time; Support sending documents to directories for easy reference by other departments; Support sending documents to designated users to work collaboratively; Integration with email , Supports sending documents directly to Email, no need to log in to the mailbox and upload attachments manually, the operation is simple and very practical.

Associated documents: After a document is newly created or uploaded, the system will automatically or manually generate a unique number for the document to support batch association of documents. Supports the unique numbering of files to associate documents with related documents, drawings, pictures, and other format attachments. Click a link to quickly view it in one click. The system supports adding abstracts and thumbnails for picture, audio, and video files for easy preview.

Rule application: The system supports setting rules for the directory, specifying actions, conditions, and operations. When the action triggers meet the set conditions, the system automatically executes the rules. There are two main functions of rules: one is to automatically archive documents to the directory specified by the rules to achieve standardized management; the other is to automatically initiate approval and entry processes for documents to automate document approval.

2. Safety control

Privilege management: Provides a privilege control mechanism that can perform fine-grained privilege control for users, departments, and positions, and controls user management, browsing, reading, editing, downloading, deleting, printing, and subscription operations to achieve secure document sharing.

Storage encryption: The files are encrypted and stored to prevent file proliferation and comprehensively guarantee 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, support multiple IPs and IP segments, and fully ensure user account security.

3. Collaborative Office

Template management: Supports the creation of a large number of Office template files in the system and authorizes them to use. When a user creates a new document, the authorized template can be called. The system automatically unifies the rules for naming documents to achieve standardized file name management.

Document Borrowing: Support the management of public and personal documents for borrowing, and control user access during the lending process. The borrowed user will receive an instant message notification from the system. The system supports automatic retrieval of the loaned documents according to time.

Document comments: The system supports commenting on documents.

Instant messaging: Supports sending messages between one-to-one or one-to-many users, and supports sending messages directly to all members of the department. The instant messaging function enables timely and accurate delivery of internal information.

Directory subscription: Users can subscribe to directories. When a document in the directory changes, the system automatically sends an instant message to notify the subscriber. At the same time, you can subscribe to relevant reminder documents. After the specified date is reached, the system automatically sends instant messages and emails to remind you.

Personal desktop: The personal desktop function will show you the things you need to deal with in your daily office as soon as possible. It is divided into four areas: pending approval, sent approval, documents I use frequently, and documents lent to me.

4.Multimedia / CAD / paper / PDF multi-format management

Multimedia viewer: In addition to managing documents, it also supports 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, and STL, reducing the waiting time to preview and review drawings.

Electronic management of paper documents: In addition to managing electronic documents, multimedia files, and CAD drawings, it also supports electronic management of paper documents. The scanner converts paper documents into electronic pictures or PDFs to the system.

PDF Web Reading: Supports enabling PDF Web reading in the system. PDF documents can be read directly via the Web without the need of any PDF reader. The embedded PDF document application in the Web mode is realized, and the document processing part in the entire office system is completely compatible with PDF and more secure.

5.Integration

Office seamless integration: Seamless integration with Office, system operation is the same as local operation, no need to change any habits, you can quickly get started and use the system proficiently, multiple people can edit documents, multi-version management, and improve work efficiency.

LDAP integration: Realize unified LDAP / AD authentication and authorization; support batch import and update of LDAP users, easily and centrally manage and maintain account information, reduce the chaotic situation of internal IT management, and greatly enhance internal data security.

E-mail integration: integrated with e-mail, you can send documents directly to the specified e-mail address within the system.

Scanner integration: Tightly integrated with the scanner, the scanner converts paper materials into electronic pictures or PDF file storage. Reduce the time it takes to find paper documents through a filing cabinet or drawer, reduce the risk that paper documents may be damaged, lost, or being duplicated by another user, resulting in a 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. At the same time, users and positions can be imported in batches. Positions and roles can be set for users.

Job roles: Provides three roles: system administrator, user administrator, and process administrator. You can customize positions and roles for users in the organizational structure according to the actual needs of the company. Through the application of roles and positions, authorize users to perform corresponding operations.

Address book: It takes the department as the unit, and lists the user name, name, department, email, mobile phone number, office phone, home phone and other information of each employee in detail. It supports sending instant messages to individual users and Full department, support searching by username / full name.

Statistical reports: The system automatically counts the upload, read, download, and update amount 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 use of documents.

Module customization

System customization: users can customize the system LOGO, limit the size of personal file space, set the maximum number of versions of the document and enable PDFWeb reading according to the internal needs of the enterprise, so that the system can better meet the internal management and application requirements of the enterprise.

System skin: The system provides six different styles of skin: simple gray, vibrant green, light blue, romantic rose, elegant purple, and classic blue for users to choose freely, allowing each user to change while enjoying the happy work. System faces.

Synchronization assistant: no need to log in to the system for tedious manual operations, set the synchronization interval yourself, and pull the internal file resources of the system to the local computer at any time.

Full-text annotation: Following the habit of annotating paper documents, it has the characteristics of accurate handwriting, real pen, one-click annotation, and easy to use. It supports full-text handwriting annotation and keyboard annotation functions, and can retain annotation traces. 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, which cannot be copied, moved and deleted after the annotation is confirmed; the size and color of the text can be arbitrarily selected for the convenience of the user. It is digital Paperless office escort.

Electronic signature: Supports handwritten signatures, electronic signatures and other necessary office functions directly in the IE browser; supports a variety of electronic seals and handwritten signature authentication functions; provides the pre-saving function of seals or signature resources, and users can use The password is used to obtain your own signature, and the signature and seal are stored with the document. You can determine whether it is valid through system verification.

Short message module: Send short messages through the company's dedicated channel; integrate with document reminders and processes, automatically send short messages to remind when documents are due and approval is needed; group messages can be sent to internal staff.

Advanced document operation: All documents that can be opened on this machine 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, avoid re-entering user names and passwords each time they log in, and improve system ease of use, security, and stability Sex.

In order to solve the problem of enterprise management, many document management software brands have appeared on the market. From the functional perspective, it can be roughly divided into:

1. Project document management software

Document management software

3. Paper document management software

4.Graph document management software

5.ISO document control management software

and many more.

It is recommended that enterprises make a selection based on their trial software based on their business needs.

The level of domestic document management software is very different. Although they are all called document management software, the level of management is quite different.

Product trials are very important, and generally pure products may not meet the needs of enterprises. A system developed and developed by the product group with a trial function that can meet the needs of the enterprise.