Decos Document D5 Content Management Features

Transcription

1 DECOS D5 BROUGHT TO YOU BY METALOGIX, INC. Decos Document D5 Content Management Features C O R P O R A T E C E N T E R D R I V E, S U I T E 1 5 5, F O R T M I L L, SC W W W. M E T A L O G I X I N C. C O M / D E C O S

2 2 Decos D5 fully compatible with Microsoft SharePoint and all Microsoft Technology MetaLogix, Inc., partnering with Microsoft for over a decade, SharePoint Specialists, and highly awarded for Microsoft Competencies

3 3 Table of Contents Administrative Functions... 5 Audit Trail... 6 Document Imaging Features... 6 Decos Workstation... 6 Document Management & Data Entry... 7 General... 9 Integration Linking Options XML Import XML Export Barcode OfficeLink SDK WebDav Web Services Metadata The Registration Pane Registration Pane Toolbar Create a Registration Registration Objects Company Field Microsoft Technology Records Management Reporting Reports & Searches Full Text Search Keywords Search Field-restricted Search Boolean Queries Phrase Search Fuzzy Search Wildcard Search Optical Character Recognition (OCR) Metadata Search Custom Search Box Security Tracking & Monitoring... 20

4 4 Web Interfaces Workflows... 21

5 5 CONTENT MANAGEMENT FEATURES Administrative Functions Decos D5 provides the ability to use organization specific terminology for screen labels, processes, and concepts. Decos D5 provides a user-friendly administrative utility/application intended for business users. Decos D5 allows designated users to manage rights, users, mailboxes, etc., within an organization without technical support. (Add users, set and modify user permissions, and delete users). Decos D5 allows users to configure any field as a "required" field (Except fields reserved by system). Decos D5 allows assigned Administrative users to create distribution lists in order to be able to send a document out via directly to everyone in a specific distribution list. Decos D5 allows users to associate multiple correspondents to a request and be able to search for all folders they are associated with. Decos D5 provides a standard means to limit administration to authorized personnel. Decos D5 provides the ability to reassign permissions on existing documents, records, record folders, and work queues. Decos D5 provides the ability to designate the metadata fields that should be constrained to a pre-defined set of data and maintain selection lists for those fields (such as offices, assignment types, keywords, and subject file categories). Decos D5 provides the ability to archive individual values in the selection lists (so that the value can be used in searches and reports, but cannot be entered into new incoming documents). Decos D5 allows modification of text of automatic notifications/alerts. Decos D5 functionality allows for automatically forcing first initial caps in text fields. The following options are provided in the configuration: No Change to Text Input First Initial Caps Everything to Upper case Everything to Lower case Decos D5 allows users to create and store preformatted searches and reports.

6 6 Decos D5 can schedule automatically generated reports. Decos D5 users can review and create reports from security logs and audit trails. Decos D5 provides pull-down lists for data entry wherever possible. Decos D5 has the ability to adjust timestamps to reflect different time zones. Decos D5 has the flexibility to allow users to select multiple suffixes for an individual (i.e., John Smith, III, MD). Audit Trail Decos D5 can create and store complete audit trails of any and all events including: Bulk Load Events Approvals Delegations (or other security changes) New or Changed Roles & Responsibilities Users Added Users deleted Users Altered New or Altered Automated Business Rules New or Altered Archival events Decos D5 is able to track records and documents retrieved during a session and then make that information available to the user at the end of the session (history function). Decos D5 allows system administrator or delegate to determine which events will be captured / logged and what data will be captured / logged. Decos D5 does not allow users to alter audit trail once captured. Document Imaging Features Decos Workstation Decos Document D5 Workstation is a scanning application that provides a seamless integration of all scanned documents within Decos D5. The Decos Workstation is a powerful scanning tool that gives you the ability to scan documents in bulk and register them directly into the Decos system. When scanned, document metadata is indexed and captured in Decos D5 using Optical Character Recognition (OCR). The indexed metadata provides full text search functionality for your system. Using OCR, the Decos Workstation allows you to drag and drop text into text fields, saving valuable time in data entry. These capabilities (among others) save a vast amount of

7 7 time and effort in data entry and processing. The Decos Workstation is a separate application that must be installed on the end users pc and configured to work with Decos D5. Decos D5 Workstation, a Windows application made for bulk scanning is installed on the client s workstation (PC) and is accessed at the desk top level. Decos D5 has the ability to integrate with Microsoft Office, GroupWise, Lotus Notes, and Windows Explorer via Decos Direct. Decos D5 and Decos Admin connect to the application server. Decos D5 Workstation (Bulk Scanning Application) connects directly to the database. The application server(s) contain several web sites Decos D5 and Decos Admin and contains Web Services such as Decos Direct Server, File server, and a public web service. There are several background services that run on the application server OCR, indexing, reports, and . The web service components use a general application layer. The application server gets data from three sources a relational database, an index for full text search, and the file storage location. The full text search index can be saved in the database server if needed. Scan from Windows and Web. Decos D5 supports any scanner including TWAIN and ISIS. Document Management & Data Entry Decos D5 supports integrated spell check for data fields. Decos D5 supports custom data entry and selection lists to accommodate different types of documents. Decos D5 users may track documents that will never have an associated record image.

8 8 Decos D5 supports the capture of data about correspondence/documents in electronic form based on folder, attachment, and assignment structures Decos D5 enables data entry in certain fields and selections from some lists to automatically populate other fields. Decos D5 is able to group all documents pertaining to one correspondence file - including image of incoming correspondence, notes, reply document - in one file and move the entire file through the workflow as one item. Decos D5 supports electronic/digital signatures for clearance and for signatures on final documents. Decos D5 allows users to identify different levels of approval (such as office, department, and region) as well as clearances on documents or decisions. Users also have the ability to add additional clearances as required. Decos D5 provides users with flexible print selection options, including the ability to print a single document, the entire contents of a folder, and the entire contents of multiple selected folders. Decos allows Document Annotation, Sticky Notes, Redaction, Bates Numbering, Highlighting, and other useful tools. Decos D5 allows users to add notes to the file, capture note s author with time stamp, and allow new notes to be added, but keep existing notes as permanent records. Decos D5 allows users to paste s into the file notes. Decos D5 supports full WORD functionality, tightly integrated (no need to save the document on a drive, make edits and re-upload simple). Decos D5 allows users to select files and automatically generate individual reply letters using identical text for the selected files. Decos D5 allows reply/correspondence templates to be selected and auto-populated based on metadata. User s also have the ability to choose a different reply template. Each department, division, or work unit within each office has the ability to have their own templates. Decos D5 tracks the version of the created/updated reply letter and provides the option to turn on and off version control on the reply document. Decos D5 can automatically attach a copy of the reply letter to the file record. Decos D5 supports the ability to create multiple replies for files with multiple authors. Decos D5 allows users to quickly view and update the addresses of all files before printing. Decos D5 supports check-out/check-in of attachments to prevent over writing changes. Decos D5 prevents accidental loss of changes on check-in by enforcing proper method of document check-out and save and reminding users to save properly

9 9 Decos D5 supports document versioning (track multiple versions to see earlier changes). Decos D5 enables electronic copies of the correspondence folder to be sent to supervisors and administrative officers in the organization, for information. Decos D5 provides support for rejection and approval process when a response document or any document related to the case is being drafted until it is finally approved. Decos D5 provides a complete action log for a correspondence case- to allow managers to track the history of the actions taken on a correspondence. Decos D5 provides the ability to all for the entry of journal records describing actions taken. Decos D5 allows information copies to be sent to supervisors and administrative officers. General Decos D5 supports the creation of internal references/links between correspondence and multiple records (based on categories such as product, country, submissions types etc.). Decos D5 users have the ability to configure views according to their preference(s). (e.g. records per page, word, word perfect or rtf, etc). Decos D5 provides global controlled user access by means of a web-based interface. Decos D5 provides an executive/manager interface in the form of a portal/dashboard view that supports executive monitoring and managerial needs. Decos D5 provides simple filter and sort, including sort by office, by assignment type, and by open items wherever appropriate. Decos D5 can display assignment and attachment simultaneously (i.e., make multiple windows available with easy switching among them, or create a view that displays assignment information with attachments). Decos D5 provides user-customizable settings (sort/filter and initial display) for initial screen and various windows; these settings can be retained between settings. Decos D5 provides meaningful and clear user prompts and error messages. Error messages clearly communicate the nature of the error and indicate how to solve the problem. User prompts also clearly specify the action required. Decos D5 allows repeated entry of similar items (i.e. automate copying of certain fields from folder to folder during entry).

10 10 Integration Decos D5 is able to fully integrate with third-party systems such as Web sites, scripts, and Windows applications. Linking Options Decos D5 has a comprehensive set of options that enable it to be linked to external applications allowing Decos D5 to be used as a central document repository in an optimal manner. An overview of the linking options is as follows: OfficeLink SDK Decos.NET SDK WebDAV Web Services Barcode XML Export XML Import XML Import Decos D5 can be expanded with a flexible XML import module that allows every XML format to be imported. Using XSL (extensible Stylesheet Language) any XML document can be converted into an import format specified by Decos D5. Using this format, every desired type of record (or internal field) can be filled with a value from the source document. The XML Import option of Decos D5 also allows you to import hierarchical structures such as folders with multiple documents and files, or addresses with multiple contact persons. In addition to metadata, you can also import files (scans, Word documents, etc.) into Decos D5 using the XML Import option. The XML Import uses a directory with files, but can also be used with our Barcode or modules. XML Export In Decos D5, it is possible to export data to another applications. Files such as scans, tiffs, and office documents can all be exported.

11 11 All files can then be converted into a PDF, if needed. You can also set a scheduled time for exporting files in the XML Export module. Decos D5 has a back-up for importing files in case of a loss of internet connectivity. Data and metadata can be imported from external application such as Word or PDF using the system. In Decos D5, an can be generated with two attachments: a file (a Word document or PDF) and the metadata in an XML-file. This is sent to a preconfigured (system) account. Decos automatically retrieves the , discards the body text, and puts the two attachments in place to be processed by the XML import service. Once processed by the XML import service, the files are then registered as normal guaranteeing that a loss of internet connectivity will not stop work production. Barcode There are two types of barcodes used in Decos Workstation and Decos D5. Splitter pages, documents printed that have a predefined barcode. This barcode is used in the Decos Workstation to split different types of documents in to manageable groups, when scanning in bulk. This is used to simplify the registration process when scanning. Barcodes can also be placed on document templates and used to register documents that have been edited outside of Decos D5. To use the barcode, first a registration or multiple registrations are created in Decos D5. Then a report is created that contains the registration or registrations. Using the Bulk Report controls, the registrations are merged with the documents that have the barcode. The documents are then printed and edited. Now, when the document is rescanned there is no need to register the document. OfficeLink SDK Decos OfficeLink API offers software developers some customization in Decos D5. The API is based on.net/com. It allows the user to unlock more functionality inside of Decos D5. The OfficeLink API will allow documents with metadata to be recoded inside of Decos using a SOAP interface on the client side. This can be done inside of Decos Direct or automatically via the SOAP interface. WebDav WebDav is a set of extensions to the HTTP protocol which allow users to collaboratively edit and manage files on remote web servers. Using WebDav ensures that Decos D5 components can be installed directly on the web server. Decos D5 components no longer need to be installed on the client. The WebDav client allows the user to view and edit Decos D5 in Windows Explorer on your desktop.

12 12 Web Services Decos leverages the power of Web Services, an XML language using SOAP (Simple Object Access Protocol) and HTTP protocols, to communicate between different platforms and programming languages. Using web services, a client can remotely call complex methods and functions from a web server for use in Decos D5. This empowers Decos D5 with the functionality of applications located on a web server without having to install them on the client machine. Metadata Content (such as documents and files) stored in Decos D5 are assigned metadata. Metadata categorizes information about documents and files for quick access and serves as the mechanism for documenting the lifecycle of documents and files created or collected. When deciding what metadata to capture, it is important to think about how your organization would like to search for its documents. In Decos D5 metadata is collected by entering and saving information (metadata) into fields on the Registration Pane. The fields on the Registration Pane in Decos D5 are completely configurable, allowing your company to collect only the information it wants to collect. The process of entering and saving information in Decos D5 is referred to as registering, and the information itself is referred to as a registration. When metadata is captured in a registration, the registration is considered evidence of an activity or a record. Registrations can be added under any component. For instance, you register an address under the address component but you also need to add a contact, you can add the contact under the Contacts tab under the Address component or add the contact under the Contacts component. Both registrations add a contact but a contact added under the Address component will be linked to that address whereas a contact added under the Contact component is not linked yet. The previous example works the same for every component. Registration Pane Toolbar Buttons and Descriptions Icon Name Description Icon Name Description New This button creates a new registration. Link Contact This button links a contact to the current registration.

13 13 Open This button opens a linked document associated with the selected registration. Delete Contact This button deletes a contact form the current registration. Save This button saves the selected registration. New Activity This button creates a new activity. Cancel This button cancels any actions preformed on the selected registration. Unlink Workflow This button unlinks an activity from the current registration. Print This button prints all metadata associated with the selected registration. New Address This button creates and links a new address to the current registration. PDF Form This button Link Address This button links a new address to the current registration. Copy From This button creates a new registration by making a copy of an existing registration. Delete Address This button deletes an address from the current registration. Delete This button deletes the current registration. Set Merge Order This button set the registration order for a merge. This button allows you to send an with the current registration metadata and files. Linked Mailing Codes This button links available mailing codes to the current registration. Workflow This button adds a workflow to the registration. New Files This button creates a new file to link to the current registration. Label This button merges the current metadata to a document. The document is created and associated to this Record component in the Admin tool. Link File This button opens the directory to your local hard drive to allow you to link a file. The linked files will show up as a thumbnail preview when linked. Visual Browser This button opens the Visual Browser window. Send This button sends an HTML to the lined contacts of the current registration. Check Out This button will check out the current document. When a document is checked out it cannot be modified by another user. Click this button again to check in the document. Scan This button scans the current document in the scanner and links the file to the registration. Hide Thumbnail This button hides the file thumbnail preview. New Folder This button creates a new folder registration. Insert Link to Clip Board This button inserts a link to the clipboard for the current registration. Link Folder This button links a folder registration to the current registration. Hide Frames This button hides all but the Registration pane. Delete Folder This button deletes the selected folder registration. New Contact This button creates and links a new contact for the current registration. Link This button links the current registration to a mailing code. Link Contact This button links a contact to the current registration. Delete Link This button deletes the currently linked mailing code.

14 14 Capture Metadata through Registration The Registration Pane The registration pane is used to enter metadata in the form of registrations. The Registration Pane fields are configurable to the needs of your company. Your application administrator can change the name, length, and type of fields present in the Registration Pane. When data is added to the Registration Pane fields and saved, a registration is created. The Decos D5 Registration Pane displays data from the item selected in the List Pane. The Decos D5 Registration screen features various tabs. Users can view, edit, and enter data on each tab (depending on the rights assigned). The registration Pane is used to perform all your data entry into Decos D5. A registration can be created in any component in Decos D5. Users can create a registration in Address, Contact, Record, and Folder components. The four types of registrations in Decos D5 are: File: Files registrations consist of a file (MS Office Document, JPG, PDF, etc.) and information (metadata) about the file. File registrations are registered in the Record component. Activity/Action: Action registrations are information about an action like answering the phone (name of caller, date, and time) or asking for a day off (date, length, reason) would be considered an action registration. Action registrations are created in the Records component. Subject: Collecting and registering information about a subject such as a company address or contact address are subject registrations. Subject registrations are created in the Address and Contact components. Case: Case registrations are created in the Folder component. Case registrations are used to create a registration that combines the other registrations to build a case or folder. All registrations can be linked together. There may be an instance when you create an action registration in a record and then add a subject registration in the contact component. For example, you get a phone call; you record the phone by creating a registration in the correct record but you also need to add a contact registration because the caller was not in your system. Then you may go to the folder component and link the Action registration (phone call) and the subject registration (contact) to a case registration. Registration Pane Toolbar The Registration Pane Toolbar is located directly above the Registration Pane. Each button on the toolbar as a specific purpose and is related to the tab that is selected on the Registration Pane.

15 15 For instance, if the Current Record tab is selected, the toolbar will look like the picture below. If the Contacts tab is selected, the look bar will look like the picture below. Create a Registration Adding a registration is the same for every component Select component to add a registration Click New Add registration metadata Click Save Registration Objects While creating Registrations, you will see several objects on the Registration Pane. Below is a list of these registration objects. Object Description The link button allows you to link an address or a contact to the registration. The number beside the link button represents how many addresses or contacts are linked. The drop down arrow is visible when a table is used for the registration field. Click on the arrow and choose the data from a list in the drop down. The Asterisk symbol is used to denote a required field The date button is used to select a date to place in the field.

16 16 Company Field The company field is a special field that allows user to select an address by typing in the first letters of the address in to the field. When the Company field is used, the Address button will appear beside the field. Instead of using the Address button, a user can type the first couple of letters of the address and a list of address will appear below the field, choose the correct address and the address will be linked to the registration. Microsoft Technology Microsoft Office, SharePoint, & Active Directory integration and interoperability. Decos D5 is based on Windows navigation standards for a familiar look and feel in the user interface. With our integration with Microsoft Office it is possible to save your Word, Excel, PowerPoint and Outlook s directly into Decos D5. Records Management Decos D5 implement records management procedures to ensure the capture, accessibility, preservation, and disposition of authentic and reliable records. Decos D5 stores archived material so that it can be searched as needed and can be recovered in a reasonable period of time. Decos D5 allows only authorized users to create, edit, and delete record folder components and their identifiers. Decos D5 incorporates reference or link and associated supporting and related records and related information, such as notes, attachments and electronic mail-return receipts, etc., to a specified folder Decos D5 allows only authorized users to change and delete links and associations. Decos D5 supports centralized or de-centralized records management. Reporting Decos D5 allows users to build reports based on tasks and current, future, or past workflow activities.

17 17 Reports can be user, user role, and workflow activity specific. Custom Forms and Custom Reporting Capabilities Reports are divided into three types: Global: Any user with the appropriate rights can view global reports. Personal: Personal reports are only visible to the owner of the report. Workflow: Workflow reports are created based on activities and workflows. Reporting in Decos D5 can be configured and/or customized to be very detailed and in depth depending on the needs of your organization. Reports & Searches Decos D5 provides flexible, powerful real time reporting tools so that each office can develop reports specific to their needs, including graphical representations of data. Decos D5 allows users to search and then retrieve the search results (all documents, records, and structured containers) for viewing, printing, and editing. Decos D5 provides the ability to save user queries/report specifications for future use. Decos D5 accommodates both ad hoc and pre-formatted search and report formats. Decos D5 enables users to search on any combination of data fields. Decos D5 permits inclusion of special characters in search strings (i.e.! &%$#* etc). Decos D5 allows users to search using specific dates and date ranges. Decos D5 allows users to search files based on single or a combination of metadata build custom queries and save custom queries for future searches. Allows non-case sensitive searching, and the use of wild cards. Decos D5 allows users to narrow a search within the searched sets by adding a new condition or narrowing an existing parameter. Decos D5 allows users to search on current and archived terms from selection lists (such as keywords, offices, etc.). Decos D5 allows users to select and order the columns and sort the records presented in the search results list for viewing, printing, and saving to an electronic file. Decos D5 enables the creation, storage, and printing of predefined templates (such as internal assignment sheets and invitation vetting forms) that will pre-fill from the entered data. Decos D5 provides customizable management reports analyzing volumes processed, turnaround times versus targets (by workflow step), and follow up reports to identify overdue items.

18 18 Decos D5 enables users to easily add to their group s set of customized predefined reports with the ability to define/change/save the "filter" criteria, the fields that are included in the report, and the sort criteria. Decos D5 supports downloading report data into desktop tools (such as EXCEL). Decos D5 supports automated generation and of reports; needed specifically for giving managers daily notification of workload, coming-due and overdue items for their staffs. Full Text Search Search the full text database. Full text search is distinguished from searches based on metadata or on parts of the original texts represented in databases (such as titles, abstracts, selected sections or bibliographical references). Keywords Search Supply a list of one or more words to search for including synonyms of words not actually in the document. Field-restricted Search Search a particular field within a stored data record, such as "Title" or "Author." Boolean Queries Search using Boolean operators (Both "this" AND "that" But NOT "this word") to dramatically increase the precision of a free text search. The AND operator says, in effect, "Do not retrieve any document unless it contains both of these terms." The NOT operator says, in effect, "Do not retrieve any document that contains this word." If the retrieval list retrieves too few documents, the OR operator can be used to increase recall. Phrase Search A phrase search matches only those documents that contain a specified phrase provided by the user. Fuzzy Search Search using approximate string matching (often colloquially referred to as fuzzy string searching) is the technique of finding strings that match a pattern approximately rather than exactly. Wildcard Search Search using a substitute for one or more characters in a search query for a wildcard character such as an asterisk. For example using the asterisk in a search query "s*n" will find "sin", "son", "sun", etc. in a text.

19 19 Optical Character Recognition (OCR) In Decos D5 every document is indexed and scanned using Optical Character Recognition (OCR) technology. With our full text search it is easy to retrieve your information. Generate text from electronic documents to make them searchable as well. Metadata Search Search on a single property or a combination, including location, file type, creation date, or user-defined metadata such as field values, tags, document relationships and version information. Custom Search Box Perform Basic and Advanced Searches based on your criteria. Automatically perform the most commonly used searches (text, field, annotation and name), as well as user defined custom searches. Security Decos D5 allows the system administrator to define the access level for each user (create, read, update, delete, print), limit the access of files by specific metadata based on user s role, limit access to the document level (create, read, update, delete, print). Decos D5 in conjunction with its operating environment uses identification and authentication measures that allow only authorized persons to access the system. At a minimum, those identification and authentication measures require user IDs and passwords. Decos D5 is configurable to define access and rights based on office/organization groups. The Decos D5 Web user interface provides 128-bit encryption and can be PKI-enabled. Decos D5 provides multi-level, role-based system access controls, and overall system security. Decos D5 provides multiple privilege levels (view/modify/delete) both for attachments and for assignments and actions. Decos D5 provides the ability to lockout a user after 3 failed login attempts. Decos D5 keeps an audit trail for all functional areas (Records Management, Document Management, Imaging, and Workflow). Decos D5 permits a user to belong to multiple groups. Users may need access privileges for several groups, and should not have to use multiple logons

20 20 Decos D5 fully integrates with Active Directory Decos D5 allows users single sign-on authentication with a Windows domain account and simplifies administration by taking advantage of existing domain and directory groups. Decos D5 Permission Inheritance allows configuration of access through group membership, and allow users to inherit security settings from the groups to which they belong. Decos D5 uses Role-Based Authorization Decos D5 uses Privilege Delegation Decos D5 Secure Deletions: Secure deletions with DoD M compatible deletion protocols. In Decos D5 nothing is truly deleted unless authorized users approve it. Decos D5 has a Secure Recycle Bin: Documents in recycle bin have original security fully intact. Administrators can control which users are allowed to permanently purge items from the recycle bin. Decos D5 contains support for SSL for secure communication. Decos D5 uses Digital Signatures. Tracking & Monitoring Decos D5 has flexible options to allow users to track pending, overdue, and closed files including graphically illustrating the status and/or types of files (i.e., using colored fonts, bold, italics, etc.) Decos D5 provides the ability to track when a document is checked out as well as the ability to track it in action history. Decos D5 will automatically notify users via when a work item has been sent to his/her in inbox/workspace. Decos D5 provides requester (Correspondent) history so that the user can check previous cases of a requester and eliminate creating duplicate cases in the system. Decos D5 provides the option to generate automated reminders (notification) for overdue tasks based on specific business rules (e.g. remind the writer the day before it is due, remind the writer once it is 24 hours late, remind their director once it is 3 days late, etc). Decos D5 allows for the automated collection of routing events for folder history.

21 21 Web Interfaces Decos D5 is fully customizable through the configuration process and a full range of personal user choices. Decos D5 can be further customized to suit any customer s or organization s specific needs and desires after initial installation and configuration. MetaLogix, Inc. offers full customization of all products. Workflows Decos D5 provides rules-driven workflow specific to each office or user defined group to handle multiple document folder types (including correspondence, work-orders, requests, reports, audits, purchase orders, etc.), multiple assignments, sequencing, status options, routing, responsibilities, due dates, user prompts, indexing, and other workflow management. Decos D5 provides a graphical display of a workflow and/or sub-workflow to monitor progress of tasks. Workflow templates are readily available, easily invoked, and can be modified by users with appropriate privileges/permissions. Office-specific templates are definable, including field-office specific ones. Decos D5 permits sequence of assignments to offices or individual users. Decos D5 provides controlled list of assignment types: the list can be updated by system administrator or advanced user without programming. Decos D5 allows authorized users to override system-generated due dates and predefined workflow. Decos D5 allows users to access only those document folders, documents, and data to which they have been given access. Decos D5 provides an alternate feature so that when an activity is not opened or accepted within a given time frame the activity will be automatically reassigned to the alternate of the assigned user. Decos D5 allows users the ability to assign alternate users to view and handle action tasks assigned to the initial user (in the event of absences). Also allows notifications to be automatically re-directed if desired. Decos D5 clearly identifies in the system when an alternate clears or signs a document on behalf of another (for example, John Jones for Michael Miller). Decos D5 allows authorized users to assign a document for action by multiple offices concurrently (parallel assignments) but independently (they cannot view each others comments and responses).

22 22 Decos D5 allows authorized users to assign a document for action by multiple offices concurrently (parallel assignments) and cooperatively (they can view each others comments and responses and edit one joint response document). Decos D5 allows authorized users to assign a document for multiple, non-concurrent actions (serial assignments), including the ability to assign additional and subsequent actions to a document already in process. Decos D5 allows authorized users to route documents to predefined groups of workflow users. Decos D5 allows authorized users to change/replace the existing assignment of an open document folder. Decos D5 tracks the author, date, and comments made on a document during the clearance process. Decos D5 enables authorized users to easily select which of the existing items linked to a work item and what new items (e.g., comment files from different reviewers) they want to attach/link to a work item they are forwarding for additional processing or a rewrite. Decos D5 provides an alert system to notify users when they have an assigned task in workflow, when an assigned task is overdue, and when a document has been closed (including access to the final, signed response). Decos D5 allows authorized users to add/view discussion comments about a document in process. Decos D5 enables authorized users to add private tracking comments and notes to an item that they have assigned. Decos D5 provides the ability to group all documents pertaining to one correspondence file - including image of incoming correspondence, notes, reply document - in one file and move the entire file through the workflow as one item. Decos D5 clearly identifies priority/urgent work items. Decos D5 clearly identifies overdue work items. Decos D5 does not have a limit on the number of workflows that can be defined, or the number of steps that can be defined within a workflow. Decos D5 allows authorized users to view the workflow history of an assignment (who took what action when). Decos D5 allows an author to submit a draft for distribution to reviewers as a Word document and then receive their comments as highlighted changes entered directly into the document using the Track Changes feature. Decos D5 allows designated users to implement "sub-workflow" processing, where a workflow will pause (on hold) until the arrival of a related work item, at which time the workflow will automatically notify the user. Decos D5 allows a user to suspend/resume a task if they want to withhold the folder for some reason.

23 23 Decos D5 provides the ability to "abort" the workflow for a folder in his Inbox at any point of time. Decos D5 provides the ability to view the status of the correspondence case at each stage in the workflow. Routing information for a folder is displayed with appropriate details including action officer, due date and the current status of the assigned activity (for example, Received, Not Received, Late, Completed Early, etc.). Decos D5 allows forwarding of attachments from the system as s to supervisors or administrative officers for their review or comment.

24 24 Contact MetaLogix, Inc. today for all your Decos D5 Document Management, SharePoint, or custom software needs. MetaLogix, Inc Corporate Center Drive Suite 155 Fort Mill, SC Phone: