Docuflo is an “electronic filing cabinet” that allow you to manage all your files and documents electronically. It minimizes the need for physical storage space, reduces the need to create multiple copies of a single document and improves the capabilities to search documents by profile fields or content. Documents stored in Docuflo can be organized into folders and subfolders according to the categorization needs of the organization. Document profiles can be defined for easy searching and retrieval of the desired documents.Authorized users can scan, import, index, archive, retrieve, view, print, send and manage business-critical information from the office or from anywhere in the world via the web browser. No more misfiled documents. No more running around to multiple locations to find the information. No more lost time.
Docuflo is a scalable solution that grows with your company – more users, more processes, bigger geographical coverage. Docuflo application server, database server and image server may be running on different Windows 2008 Server for scalability and high performance. Multiple Docuflo servers can be supported using network load balancer for high scalability.
Docuflo manages not just your physical documents but also your electronic documents that are created using MS Word, MS Excel, MS Powerpoint, Autocad, PDF, etc. Document life cycle management is supported. You can effectively manage documents throughout their life cycle from authoring through review, approval, distribution and archiving.
Docuflo supports routing of documents for review and approval and process management, allowing companies to reduce the process gaps and eliminate idle time. With a desktop tool like web browser, information request can be easily submitted and approvers notified and action taken easily from anywhere and anytime. KPI monitoring is a breeze. Management is able to identify process bottlenecks and rewards high performers.
Universal Viewer
| Details | Description |
| Unlimited Document Viewing | No Limit on the number of documents that can be viewed. |
| No document size limit | No limit on the size of document that can be viewed. |
| Global Document Viewing | Send files/documents to anyone in world as link for Review/Approval or sharing |
| More than 300 Document Types Supported | Support for more than 300 Document types including Microsoft Office 2007 documents (docx, xlsx, pptx), Office 2000 (doc, xls, ppt), Open Office (odt, sxw, ods, sxc, odp, sxi, odg), Images (jpg, bmp, png, gif, tiff), Adobe PDF, AutoCAD (with plugin), DICOM etc. |
| Real Time Conversion & Viewing | Allow your users to view the documents when they want |
| Full Screen View | Documents can be viewed in a full screen mode in an enhanced resolution format. |
| Search within the document | Search for single and multi keywords with the document |
| Document Page Scrollbar for easy viewing | Easy Scrollbar for easy viewing of different pages within the document. Just use mouse to scroll down and view next pages. Works for all Browsers and OS. |
| Thumbnail View of Documents pages | Preview document pages in viewer in thumbnails. |
| Watermarking | Add watermarks to pages in the documents. Watermarks can be added dynamically to Print Copies, View Copy or original document. |
| Page by Page Conversion | Recommended for larger documents or when most of the documents are scanned documents. Document gets converted 1 page at time resulting in faster viewing. |
| Built in caching mechanism | Document get loaded in server memory for faster conversion |
| Digital Rights Management | Switch off button on/off based on user access controls, control who view what. |
| Annotations and Markups | Markup your documents in the viewer and let other users view the comments or even edit existing ones. |
| Restrict Printing | Restricting user from printing the documents |
| Restrict Saving or Copying | Restricting user from saving or copying the documents. |
Docuflo’s Key Functions
- Capture documents by means of scanning or electronic file import
- Indexing documents by manual data entry, OCR or barcode capture
- Archive documents in its native format
- Organize documents into folders
- Access to documents from anywhere and anytime
- View documents through a web browser
- Navigate using a ‘Windows-like’ easy folder interface
- Secured access to documents and records
- Distribute documents via email, fax, diskette, CD
- Application integration – Microsoft Office, email system, 3rd party applications
- Sharing of corporate memory
- Version Control allows you to maintain and keep track of the history of document versions
- Route documents for review and approval or circulation
- Universal Viewer allows you to control the viewing experience and access to the documents
Technical Architecture
Docuflo Document Management System can be implemented out of the box or integrated into line-of-business applications using SOAP Web Services. It provides strong support for XML and Web Services and tight integration with the advanced features of the Microsoft .NET Framework and ASP.Net. LDAP and SSO are also supported. Documents are securely stored through AES encryption method.
Docuflo system comprises of the following modules:
- a) Scan & Index Client – scan, index (zone OCR and key from image), verify and export document images and index (e.g. IC Number, Name, etc) data into Docuflo database.
- b) Administration Client – create users, user groups, access control, folder structure (unlimited levels), document profile, unlimited profile fields, audit trail.
- c) Web Server – manages the database and documents and supports multi-users access. Multiple document formats are supported e.g. TIFF, PDF, word, excel, bmp, jpg, etc.
- d) Search Client – search and view documents via web browser. Types of searches supported: profile search, full-text search. Web client also supports web import of electronic documents like word, excel, pdf, etc.
- e) Document Versioning – to create new versions of a document, documents must be checked out for review and the edited document will be checked-in as a new version of the document. Docuflo allows unlimited number of document versions to be maintained in the document repository.
- f) Document Routing – documents may be routed to one or more recipients for review and approval. The originator may set an expiry date for the review task to be completed. Reviewer and approver may browse for documents residing in the Explorer folder and attach it to the routing process. Users may use a case / project folder to compile multiple documents from various filing folders and route it to some recipients for review. Case folder routing is particular useful for project related or investigation or audit purpose.
- g) Universal Viewer – retrieving and viewing of the documents will be using the built-in viewer that support more than 300 documents type. User does not need to have the native application in their workstation. The viewer can control the access of the user to the documents, for example download, printing and annotation. The viewer has the capability to stream the pages over to the user.