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Keeper – Document Management comes to support companies that want an efficient document management solution. The system’s key features are:
1. File Management:
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Uploading files and creating a document for each file.
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Downloading a document (current or older version).
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Upload feature: Local editing of a document and upload on local server for common use.
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Management of 3 types of documents:
-notes (a brief note that users can share with each other);
-electronic documents (in any format - mainly categorized in directories);
-references to a physical document (meaning the physical location where it can be found).
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Efficient document management through grouping them by categories, locations, folders, file types, labels and through better control using advanced search functions.
2. Files customization:
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Name, description, reference number, date settings of each document.
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Change / View existing document directory.
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Category settings for a document (hierarchically organized).
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Setting / changing the current location of a document.
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Use labels to categorize documents. Labels can be attached to several documents at once. A document can have several labels.
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Document comments (related/non-related to workflow changes).
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Permissions based on group membership. A group may receive permission to read, or write. The user can have a parent group and when it creates a document his group receives write permission on that document. The groups not listed as 'parent groups' are used only to give access to documents, but they do not automatically assign permissions.
3. Operations:
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Content preview function of the document with Internet Explorer for HTML documents, text, image and office, if the user has installed Microsoft Office.
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All versions of a document are listed (including those preceding the last).
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Archives: documents can not be deleted, but can be archived. Archived documents are not visible at first, but there is an option that makes them visible. It is used to clean the foreground of old documents.
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Registration of all documents sorted by modification type, each time Keeper starts last modified files appear first.
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All documents grouped by category, location, directory, file type, labels are listed.
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2 types of search:
-Keywords based - to search through content, names, labels, directories, locations, descriptions
-Advanced Search - document attributes based search
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Document Workflow settings (customizable from the database / they show the status of documents: new document, in progress, approved, etc.).
4. Document Management for non-electronic documents
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To manage existing documents in non-electronic format, Keeper - Document Management enables users to add the location’s characteristic details .
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In this respect, the user can enter the location, shelf and file for an existing document.
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Also, if the user wants to search a specific document, Keeper - Document Management enables the search of that document by location and / or file.
5. Integrability: Keeper - Document Management can be easily and efficiently integrated into any ERP system.
6. Check-out and check-in system for documents
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To change a document you can check out. You can check out for one or more documents in current results list. If a document has already checked out, you can send a request to the user that works with the document to check in again.
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Once you have completed modifications on the document, just upload it in Keeper from the location on your computer. Uploaded file will become the new version of the document. More documents can be checked in at the same time.
7. Security: Keeper – Document Management is used only with permissions. Documents can be viewed (read permission) and modified (write permission) only by authorized persons.
8. The interface is simple and easy to use, visible in any browser which has flash player installed.
