DMS Software Features – A Walk Through

Docunym’s DMS software works both in-house, and as a SaaS cloud solution. The system allows the user to store, retrieve, and management documents in an electronic format, including bringing new documents into the system as needed.

Document Acquisition

Acquisition of paper documents by the system involves scanning the records. This is an electronic document management software so all paper documents must first be converted to electronic formats. The system also accepts records that are already in electronic format, such as Word, Excel, PDF, and various image formats such as JPEG, TIFF, and PNG. Docunym supports both front (de-centralized) and back office (centralized) acquisition of paper documents, including batch scanning with bar coded coversheets & separator pages.

Document Acquisition, Management, and Workflows

The Docunym application provides a workflow system that allows organizations to add their custom business rules. Depending on these rules, users can then move documents along transitional routes, with each document transaction logged.

Docunym DMS Software Walk Through

The first step in managing documents in Docunym is logging in.

The Docunym application is made up of five sections, which are shown in the tabs at the top of your screen.

  • Dashboard
  • Documents
  • Acquisition
  • Reports
  • Settings

The Dashboard

The Docunym dashboard is the starting point for working with existing electronic documents in the system.  It has three main sections:

  • Find Documents
  • Queue Preview
  • Graphic Queue Preview
  • The Find Documents part of the dashboard is where existing documents are located and retrieved. The search function features keyword searches or invoking a search that has been saved previously. There is also an advanced search available in Find Documents.
  • Queue Preview displays what records are available to work with. The headings in the queue preview box, such as Aging Date, Name, Plan, Queue, are sortable. Users can click on any of them to toggle between ascending, descending, or no order. The most recently clicked heading will display a ‘1’ next to the up/down arrow, reflecting greatest precedence. All of the other headings have their respective precedent numbers next to them also.

The amount of documents listed per page can be changed from the drop down box in the upper right of the queue preview display as shown below.

Documents Queue Preview Pages

Pagination controls are available to navigate additional documents when the queue contains more than the chosen maximum amount of documents per page as noted by the blue arrows in the above image.

The Graphical Queue Breakdown provides a quick glance of how many documents are at each stage of workflow processing, and how long they have been at the current stage. There are four possible tabs for chart breakdowns:

  • Items assigned to you, grouped by workflow queue
  • Items assigned to anyone, grouped by user
  • Items assigned to anyone, grouped by workflow queue
  • Items assigned to anyone, grouped by overall workflow plan

The Documents Section

Selecting the Documents tab in Docunym allows users to view and process documents in the system. Based on customized workflows associated with a document, users can then search, view, route, and work with them. The largest part of the documents page (on the right) contains a document viewing pane, which displays the currently selected document, and the Sidebar (Document Queues, Navigation Folders, & Search Options).

The Documents Section

As shown in the graphic above, the default is to not select any documents when entering the Documents tab. All of the document functions are displayed in the sidebar on the left, allowing users to view, work, and search any accessible document in the system.

Documents/Side Panel Features

  • Documents are accessed from the sidebar panel from their electronic storage locations, of which there are two:
  • Folders – repository locations in the virtual file system
  • Queues – user defined document locations within a workflow route
    • The sidebar panel is adjustable by clicking at the top/center of the Queue Contents or Document Detail sections and dragging them vertically. Horizontal adjustment is done by clicking and dragging the right edge of the sidebar panel. You will know you have grabbed the right adjustment part when a line appears as shown below.

Sidebar Panel Adjustment Line

Each section can also be collapsed by double clicking on the heading.

In addition to Queues, Folders and Search, there are two additional sections in the sidebar panel:

Content and Results – which display a sortable list of all available documents residing in the selected queue, folder, or search result. Clicking on a document here will populate the document detail and view panels. Actions can be assigned to each or multiple documents by selecting them, choosing an Action from the drop down box, and clicking Execute.

Document Actions - Options

  • The Document Detail panel displays all information pertaining to the selected document, in addition to some functions available to that document. Selected document functions that are available include savings or refreshing, viewing associated logs, using the OCR lasso feature, deleting, and processing the document through an assigned workflow.

The Document Detail Panel

The Document View Panel

Selected documents are shown in the view panel in the center/right of your screen as shown below.

The Document View Panel

Documents can be worked with by utilizing the functions on the top center tab. They include the following controls.

Document Control Options

The controls in your document view changes, depending on which electronic format the record is in.

  • Adobe PDF controls adjust based on the version of Acrobat Reader the user has installed
  • Microsoft Word & Excel documents have Save and Email features available to the user
  • Image formats such as JPEG, TIFF, & PNG, have controls that allow annotation and overlay of documents. Note: annotation controls are only available after clicking ‘Edit Overlays’ in Document Controls. The annotation controls are shown below.

Document Annotation Options

Document Acquisition

The acquisition section in Docunym allows users to add new documents to the system, by way of upload or scanning functions. Uploading allows all files to be entered directly into the system through  your web browser. Scan acquisition allows for adding new documents via a local or network scanner. Three parts make up the acquisition section.

  • Upload – for adding electronic documents into the system. Users can assign attributes to the records transferred from their computer to the system servers. These include: document type, name, location within the virtual file system, index information, and any workflow data associated with the user and document type
  • Coversheet – this function allows users to create coversheets for the scanning of documents into the acquisition system. A coversheet acts as a set of routing instructions which tag and direct the documents into various queues and workflows.  Coversheets also allow for documents to be separated and easily incorporated into the DMS without having to start multiple scan jobs. During scanning, the system will read the coversheet, process the contained information, and route the scanned document to the correct folder, queue, and workflow
  • Scanning – allows users to image paper documents and bring them into the electronic system by using a scan device. Scanning is currently only available for  use in Internet Explorer. TWAIN scanners are supported. Both manual scans (individual documents) and auto scans (any amount, separated with coversheets) can be utilized

The Reports Section

In this document management system, most information is categorized by document. The reporting functions provide a method to aggregate data from multiple documents into one readout. Currently supported report types include Audit Log reports and Custom Reporting.

The Reports Tab

All actions performed on documents in the system are logged. The Audit Log report allows users to generate an HTML page or Excel file which contains all activity log entries for the documents that match the search criteria. Filter criteria and output format are selected from the Audit Log Report Options page.

Custom reporting outputs only as an Excel file. The interface for this report is the same as the advanced search function, and allows output of all document index data or documents that meet any complex criteria.

Settings

The Settings section is where all administrative functions of the system are contained. The functions available are based entirely on each user’s permission status. The settings tab is composed of the following parts:

  • User Information
  • Downloads
  • License Management
  • External Services
  • System Configuration
  • Users/Groups
  • Security Group Permissions
  • Document
  • Workflow
  • About

User information is shown regarding the logged in user. Clicking on the edit button allows users to change information associated with their account, such as email updates, address, and password.

DMS User Information and Details

The default upload folder can also be set in the user information tab, streamlining the document upload process. The far right panel displays any saved searches by the user. Any of them can be deleted by clicking on the associated red minus symbol as shown below.

Deletion of Saved Searches

The Download section on the left sidebar shows the add-in download available for the system, with name, version, file size, and links to each downloadable item. The server location is also specified here, which may be requested during configuration of the add-ins.

License Management contains the user’s licensing information for Docunym’s electronic document management system including client name, number of concurrent users, and allotted disk storage space for the license. As Docunym is a software as a service, users are licensed to use it. New licenses can be added to your account by uploading the file containing the newly purchased license.

DMS Software License Management Screen

The External Services subsection contains three types of profiles:

  • Email Loader Profiles – this allows the system admin to create a profile that provides the information for a remote email server, allowing the DM system to retrieve email messages and add them based on a load interval
  • FTP Loader Profiles – allows configuration by the administrator to create a profile which will connect to a remote FTP server and fetch files – creating new documents for them within the system. The system supports SFTP, FTPS, and standard FTP servers
  • S3 Loader Profiles – S3 is Amazon’s Simple Storage Service. This feature allows for the fastest way to transfer bulk volumes of documents into the system for clients with system instances hosted on Amazon’s cloud service.

System Configuration

This area in settings allows for restriction of file formats that can be uploaded to the system, which enhances security by preventing the uploading of executable files. File extensions here are entered without the period. Recommended restricted file extensions are shown below:

Restricting Files by Extension - System Configuration

The Users/Groups section allows for the creation of such and is composed of four sections:

  • Login Restrictions – subdivided into password restrictions and system wide IP address whitelist
  • Active User Sessions – provides the administrator with a listing of all users currently in the system, as well as a method to force users out of the system

Session Details

  • User Setup – this is the area that allows creation of user accounts
  • Group Setup – creation of security groups to which administrators can assign users. Groups can be created, edited, and deleted

Security Group Permissions allows for the administration of rights throughout the system. Security group permissions contain six sections which pertain to the following.

  • Admin Permissions – add or revoke access to admin permission setup
  • Application Permissions – add or revoke security rights to create coversheets, scan, upload, search, manage document links, email documents out, print, save, and bulk download

Document Permissions – administrator can grant or revoke rights to delete, view, create, and update individual fields and document types.

  • Folder Permissions – grant or revoke rights to view, create, update, and delete items within the file structure
  • Report Permissions – the administrator can set execute permissions for individual or all report types. If a user group does not have execute permission for a report type, the report will not be visible to users in that group
  • Workflow Permissions – for setting delete and create rights to workflows as well as basic assignments and views for workflows. Note: permissions are not inherited from the parent. If a workflow is modified to contain more queues, permissions will have to be manually assigned to these new workflows

The Document section of settings in the admin console contains the means to create the documents that are stored and routed throughout the system.

The Document Section - Admin Console

This section is composed of five subsections:

  • Document Types
  • Common Index Fields
  • Document Type Fields
  • Standard Fields
  • Lookup Tables

The Workflow section of settings allows the administrator to create custom rules that apply to documents that users work throughout the system. The admin can create a new workflow, delete and existing one, or modify and existing workflow from this section.

Managing Workflows in Docunym

The last subsection of Settings is the About subsection.  This shows the version number of the system, current allotted space, number of current users, max allowable amount of concurrent users, and the type of installation used. The ‘number of users’ link takes the user to the Active User Session page.

The About-Status Subsection

 


­­­­­­­­­­­­­­­­­­­­Please contact us if you would like more information or a demo of how Docunym can help manage your organization’s documents. You can also grab a PDF brochure here