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VISUALVAULT - WEB BASED DOCUMENT MANAGEMENT

DETAILED FEATURE LISTING

document management

capture and export tools

  • scan directly to folders from local or remote locations
  • Kofax® scanner interface supported for zone ocr 
  • Kofax Release script for VisualVault
  • fax directly to folders and trigger automated processes
  • email directly to folders and trigger automated processes
  • folder watching to capture documents (ftp sites, etc.)
  • all capture methods support ocr and pdf conversion
  • Outlook® add-in for direct outlook interaction
  • document export utility preserves folder structure
  • Micrsoft Excel® and Word® interaction. 

workflow

  • pre-defined worflow processes for automation
  • release approval workflow
  • expiration approval workflow 
  • document review workflow 
  • training record management workflow
  • ad-hoc workflow tasks
  • add workflow tasks on the fly to a predefined workflow
  • assign workflow task conditionally based on metadata
  • group-based workflow capability with work queues
  • personal and group task list management
  • interact with outside applications through workflow
  • control new task notifications
  • password enabled approval task completion
  • complete tasks with the click of a button  
  • assign tasks by selecting users or groups from list  

folders and sub-folders

  • web-based interface utilizing web 2.0 technology
  • drag and drop user interface for copy, move, and delete
  • context (right-click) menu options
  • move and copy using drag and drop
  • define document naming conventions
  • automated release approval workflow
  • workflow status for folder's documents
  • expiration workflow
  • document review workflow
  • automated document review and archival
  • record retention rules
  • unlimited custom fields (document meta-data)
  • custom field types (text, date, numeric, and drop down)
  • role-based security with inheritance
  • email subscriptions
  • detailed audit history
  • developer access to all folder capabilities
  • document library folder and document statistics

documents

  • web-based interface utilizing web 2.0 technology
  • drag and drop interface for move, copy, and delete
  • drag and drop multiple documents
  • context menus provide quick access to common actions
  • single document upload (optimized for larger files)
  • web-based multi-file upload
  • multiple file download
  • detailed document id card shows all relevent information
  • associated content (parent, child, peer, forms, projects)
  • create id cards without file attached to generate doc id 
  • track paper documents
  • document export utility
  • unlimited custom fields (document meta-data)
  • custom field types (text, date, numeric, and drop down)
  • record retention rules
  • role-based security with inheritance
  • detailed audit history
  • developer access to all document capabilities
  • send documents as links or attachments
  • email dynamic links to documents (latest rev returned)
  • email subscriptions to notify you of changes
  • document states: draft, pending approval, released
  • pre-defined workflow processes and ad-hoc routing
  • ability to modify document identifiers if needed  
  • facilitate and track comment threads  

search

  • quick search of all documents, meta-data, full text
  • full text indexing of 130 document types
  • custom meta-data fully searchable
  • advanced search screen for detailed queries
  • create searches with granualar grouped criteria
  • indexing server for optimal search performance
  • save and publish common searches for quick access
  • quick search within a saved search
  • use a saved search as a template for similar searches
  • view search values for custom fields before searching

configuation options

  • customize visualvault without needing to modify code
  • place company logo on login screen to brand visualvault for your company
  • modify standard menu to highlight business processes using your words and layout
  • place a header in the application for custom branding.
  • configure tabs that are visible to the user in forms, projects and custom pages
  • customize context menus in forms and custom pages
  • create custom pages that bring together form lists, document lists and custom controls.
  • focus users on business processes through configurations
  • populate drop down lists with external data sources

software developers

  • integrate document management into other applications
  • .net document management software development kit
  • .net wrapper assembly uses web-services for remote communications
  • all document management capabilites provided in the api
  • visual studio(r) sample projects offer pre-built code
  • code examples in c# and vb.net 
  • pass through authentication for single sign on access
compliance system

forms based processes

  • web-based form designer to build out of any process
  • integrated configurable workflow engine
  • process dashboards provide status of each process
  • dashboards support approvals and signatures
  • send link to forms via email (customers and suppliers)
  • integrated workflow engine sends links to employees
  • tamper-proof form data storage
  • export data from process dashboards
  • data storage accessible to third-party reporting tools
  • row, table, and field security on forms
  • control field readability based on conditions and security  

compliance processes

  • interact with processes using html web forms
  • customize pre-built processes or create your own
  • examples of pre-built processes:
    • corrective action
    • preventative action 
    • customer complaints
    • return material authorization
    • non conforming materials report
    • internal audit findings
    • engineering change requests
    • customer survey (send link to customers via email)
    • deviation report
    • credit authorization
    • suggestions for improvement
    • supplier corrective action
    • supplier self assesment
    • code of ethics policy
    • harrassment free workplace policy
    • employee handbook receipt
    • change of employment status
    • receipt of confidential information
    • it support request
    • request for quote
  • password enabled workflow approval tasks
  • password enabled form signature stamps

audit logs

  • each form revision has a point-in-time snapshot
  • form process field level change log for fda validation
  • employee audit log
  • document audit log
  • document revision history
  • folder audit log
  • detailed workflow history is preserved
  • employee training logs

training record management

  • track employee training for each document revision
  • group based training assignments
  • adding user to groups creates all training requirements 
  • employee training record automatically maintained
  • automated approval route including supervisor sign off
  • organization wide training log for audit preparation
html forms

web form templates

  • web-based form designer to build out of any process
  • forms rendered as html forms in cross browser format
  • easy drag and drop design capability  
  • integrated configurable workflow engine
  • process dashboards provide status of each process
  • dashboards support approvals and signatures
  • send link to forms via email (customers and suppliers)
  • data storage accessible to third-party reporting tools
  • revision manage form templates
  • auto id naming of each form instance
  • role-based security
  • control field visibility and based on security or conditions
  • attach documents to forms
  • mult-page form supported
  • wizard based form supported  
  • print-preview mode for each form instance
  • publish organization form library for internal use
  • collect data from customers, suppliers, employees
  • electronic signature stamps for approvals
  • password enabled form signature stamps
  • populate lists and text boxes from other data sources
  • auto fill fields based on a other fields selected value
  • advanced or simple view modes
  • confirmation page configuration
  • fillin fields on another form from current form
  • add workflow tasks on the fly from the form or task

form process dashboards

  • oversight of data collection using dashboards
  • automate virtually any process
  • create multiple views of the same form data
  • drill down from dashboard into form instance
  • context menus for quick access to related items
  • tamper-proof data: warning displayed if form modified outside the application
  • field-level change tracking supports fda validation
  • role-based security
  • email links to forms for fill-in or review
  • setup public access for data capture from web-sites 
  • mass completion of workflow tasks
  • export form data from dashboards

audit logs

  • each form revision has a point-in-time snapshot
  • form process field level change log for fda validation

integrated workflow

  • pre-define workflow process for each form template
  • send data to other applications
  • group-based workflow assignments
  • modify pre-defined process on the fly
  • easily add a new workflow task from task list
  • workflow status visibility
  • organization wide workflow status report
  • conditionally route forms
  • password enabled workflow approvals
email integration

within visualvault

  • use desktop email client to send document \ form links
  • optionally use integrated web email to send attachments and links
  • workflow tasks send notification via email with links back to document or form
  • customize email notificaitons
  • use visualvault as an email client

capture tools

  • available email service provides direct monitoring of email accounts.
  • send messages and attachments directly to visualvault folders.
  • auto conversion of attachments to pdf format supported
  • apply footer (time, date, document id) to attachments
  • monitor multiple accounts and route to multiple servers
  • setup automated workflow process to route attachments

microsoft outlook

  • outlook add-in available
  • save messages and attachments directly to visualvault
  • navigate folders
  • locate documents when sending new messages
  • send as attachment or link to document
scanner integration

kofax support

  • capture documents and forms using kofax ascent (r)
  • zone ocr can transfer image text to document meta-data
  • visualvault server can be local or remote
  • automated pdf conversion capability
  • setup background services for automation
  • direct upload with Kofax release script for VisualVault
  • release scripts for Kofax Express  

folder monitoring

  • map watched workstation folders to visualvault folders
  • conversion to searchable pdf format available
  • runs as unattended background service
  • monitoring console provides real-time feedback
  • automated workflow processes can be initiated

automated invoice processing

  • move invoice paper based forms into visualvault
  • make invoices searchable
  • dynamically route invoices for approval based on metadata
  • dynamically file in document library based on year, month and vendor information
fax integration

capture inbound faxes

  • monitor efax accounts for new inbound faxes
  • map each fax number to a visualvault folder
  • conversion to searchable pdf format available
  • runs as unattended background service
  • automated workflow processes can be initiated
  • no need to configure expensive fax servers

send outbound faxes

  • this feature available in version 2.7
  • right click on documents to send outound fax
  • cover sheet templates supported
  • no need to configure expensive fax servers
software development kit


software developers

  • integrate document management into other applications
  • .net document management software development kit
  • .net wrapper assembly uses web-services for remote communications
  • all document management capabilites provided in the api
  • visual studio(r) sample projects offer pre-built code
  • code examples in c# and vb.net
  • pass through authentication for single sign on access
  • overloaded authenication capability
  • database schema provided
  • class reference is fully documented
  • all forms capability in api
  • workflow api allows tasks to be created
  • all projects capability in api
architecture

web application

  • asp.net web application
  • 100% managed code
  • configurable portal technology
  • ajax - web 2.0 integrated interface
  • single sign on with active directory, novell edirectory, nt 4.0, and ldap
  • configure how names are displayed
  • network load balancing supported for scalability
  • 2000 users per web server when using dedicated server
  • configure to authenticate with smtp server
  • scalable service environment

indexing and search

  • indexing of over 130 document types
  • search through millions of documents in seconds
  • search document content and metadata
  • manage multiple VisualVault sites with one index server
  • verify indexing status and configuration

repository

  • all data stored in sql server 2005 or sql server 2008
  • one point of backup and security
  • automated database creation and upgrades
  • multiple database support for test environments, archival, and large implementations
  • ability to store documents on a file system  

web services

  • visualvault capture products use the web-services api
  • .net wrapper assembly provides developer project reference

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