Working Folder. Cloud Document Management Service

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Robyn Simmons
5 years ago
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1 Cloud Document Management Service

2 Leverage the Cloud for more efficient business Office Home Client s office Satellite office In transit E x p a n d w o r k s p a c e Link with multifunction devices to access incoming faxes and scanned data Fuji Xerox offers sophisticated linkage with multifunction devices. Use the Job Flow function on multifunction devices to automatically upload incoming faxes and scanned documents to. The documents can also be printed out directly from multifunction devices without the need of a PC. Enhance usability with linkage Increase usability of by linking to. Folders are displayed hierarchically, and documents can be stored and downloaded with the drag and drop function. Thumbnail view of documents simplify operation and enhance usability. Accessible from computers and mobile devices can be accessed via the internet from Windows and Mac PCs when at home, or mobile devices when on the go. This enables quick document sharing whenever you need. Low startup costs. Reduced maintenance fees Cloud Service is available for a fixed monthly fee. Startup costs and operation fees are relatively low, since the service requires no special equipment such as dedicated servers or NAS (Network Attached Storage). Furthermore, there is no need to appoint a system administrator. Highly secure and reliable operation adopts Amazon Web Services* as the service platform which is built and operated in the Asia Pacific Region. All the networks, servers and storage devices feature redundancy configurations. Customer data is securely protected by SSL communication and encrypted storage. By using multiple data centers, service places high importance on business continuities. * Service offered by Amazon Web Services, Inc. Linkage with Cloud ID Management Service significantly reduces administrator man-hours If Microsoft Office 365* is used or if Azure Active Directory is established as an internal system, centralized management of users is possible. It is possible to significantly reduce administrator man-hours for user management. * A subscription service offered by Microsoft Corporation. A separate contract is required. 2

Improve document management by linking to multifunction devices links to Fuji Xerox multifunction devices. Get the most from your company documents.

3 Improve document management by linking to multifunction devices links to Fuji Xerox multifunction devices. Get the most from your company documents. Upload documents with Job Flow function on multifunction devices Incoming faxes or scanned documents can be automatically uploaded to. Get instantly updated whenever a document is upload with the notification settings. Easy access from the multifunction device control panel You can print documents and upload scanned data on using the control panel on the multifunction printer. Convert to electronic data Select a destination Scan Receive fax Store in Device Folder TIFF When storing documents notification available Upload scanned documents Select and print a document On the control panel, select Cabinet > Drawer > Folder on to store documents. Documents can also be stored directly in a Drawer. Note: Thumbnail view is available for and PDF documents, and Tiff images, however, thumbnails may not be displayed depending on security settings of the documents. Paperless auto sorting of incoming fax Incoming faxes can be automatically sorted into corresponding folders in by fax number (G3ID) or sender name. Get instantly notified by whenever faxes are received. By linking with Tray, faxes from regular customers can be sorted out automatically per person in charge with pop-up message. It helps speed up business by making quicker response to urgent matters. Dial from ABC Corp.: Dial from XYZ Corp.: Sender Name Unknown : Convert to electronic data Possible to set user friendly names such as customer names to these folders ABC Corp@ XYZ Corp@ Others (Unclassified) notification available Received faxes from ABC Corp. Received faxes from XYZ Corp. Received faxes from Others Mobile Outside of the Office Sales A Sales B Sales C Office Note: Please refer to the multifunction device operational environment in the Fuji Xerox official Web site regarding supported model of this function. Note: The fax numbers registered in G3ID or the sender names may not be correct, as they are manually set by the sender. 3

Link to relevant software / services for more efficient workflow Usability is enhanced further by linking to software/services offered by Fuji Xerox.

4 Link to relevant software / services for more efficient workflow Usability is enhanced further by linking to software/services offered by Fuji Xerox. Streamline management/operation of business documents to support global communication. Link to / Scan Translation Service Linking to Scan Translation Service allows you to translate business documents stored in. Translated documents linked to can be easily downloaded via a fast drag and drop operation. Tray and Desk provide a smooth, efficient document workflow. Scan Translation Service Paper document Scan 3 Translate Korean / Vietnamese English Download translated documents to Desk Process documents and transfer them to Tray Korean / Vietnamese Electronic document WORD PDF 1 Upload 4 Download Tray 5 Transfer to Tray Korean / Vietnamese Business Partner (Outside Singapore) 2 Request a translation on User (Ex.Singapore) Note: and Tray are sold separately. Requires a Scan Translation Service contract. Utilization of Task Space Task Space * is a portable electronic desk that links and. It lets you to edit and save documents regardless of location or hardware terminal, so you can make use of any time and anywhere. * Task Space is a feature of 9. Note: is sold separately. Linking requires Extended Folder for. Task Space, a portable electronic desk on your PC Synchronize Link to DocuShare You can link DocuShare Collection with a specified folder in and sync both. This is the ideal solution for sharing updates with others, including business associates. For example, you can exchange information with clients to streamline transactions. DocuShare tracks all communication, which can be used for information system audits. Internal Intranet Internet External Partners Fax DocuShare Scan Document Storage Product info. Related info. Development Upload/Download documents, synchronize & save Access the documents provided Collaborative company staff Smartphone Tablet Quality Assurance PC Note: DocuShare Extended Folder for is required for the server. You need to sign a DocuShare contract separately. 4

5 Efficient information sharing between offices and companies allows offices that are not connected to the same intranet or different companies to share information efficiently. Flexible document sharing Exclusive URL notified by allows users without ID to access the specified file. Varied setting options Up to 20 destinations assignable. 1 Upload a document 2 Notify exclusive URL 3 Download via exclusive URL Destination Valid period Password Download status Register your contact addresses and groups in the address book up to 100 destinations each. Destination can be selected from the send history list. Date of up to 30 days ahead specifiable. Set the password as a required entry. Check the download status by monitoring the number of users who downloaded the file. Solid management functions Share history A list shows the documents that are being shared or expired. User Business partner Cancel sharing The user who shared the document can cancel the document sharing if necessary. Check-in / Check-out documents This function allows you to notify the other users in a group project that you are working on the document and restrict modification. notification when document is shared When a document is shared on, a notification will be sent to the registered address. The document becomes accessible anytime from various devices. 1 User A checks out the document A 3 User A checks in the document 4 User B can make modification as the document is unlocked Check out to lock and download a document 2 User B cannot make modification as the document is locked Checking out a document will automatically lock and download it. This restricts modification of the document by other users. B Web browsers Viewer Light Multifunction devices Upload a document Meetingnote.txt was uploaded by John Smith. Access the document via the URL below: notification when document is shared notification can be sent according to the settings when a document is uploaded by an operation client such as multifunction devices, web browsers, and Viewer Light. Check in to upload and unlock the document Checking in the document after modifying will upload and automatically unlock it, allowing other users to make modification. Access the uploaded document via the notified URL You can access the uploaded document via the notified URL link from mobile devices including ipad, iphone and Android devices in addition to computers. 5

6 Secure, feature-rich environment offers a variety of functions to assist business development and increase efficiency. Work in a secure, dependable environment. Secure file sharing with people outside your organisation realises internal and external information sharing under a secure environment by access permission and data encryption. Access permission settings Access permissions can be set for each user and group on Folders in Public Folder and all Drawers. Two permissions can be specified: Read-Only and Write. Drawer Folder Legal Group A member Access restriction by IP address You can specify to either enable or disable the IP address restriction. Up to 50 IP addresses can be added to the permitted address list. Accounting Sales Group A shared Access not granted Access not granted for other groups Encrypted data Your data is encrypted with highly secure cryptosystem and stored in our data centre. Human Resources Group B shared Group B member Access permission can be assigned to departments and groups for each drawer/folder. User permission settings While all functions are available to Standard Users, the functions available to Restricted Users are limited. This is useful when assigning user permission to project members outside the company. Undesignated IP address Even with User ID and a password, access not granted due to IP address access control restrictions. The above access control is available if you configure Access not granted settings. Focus on business continuity Sufficient equipment is configured to ensure continuity of customer business. Encryption of data With, all the files are encrypted when they are saved. Therefore, it is impossible for third parties to know the contents of these files. Measures to physical destruction To protect data from physical failures, our service uses Amazon Simple Storage Service (Amazon S3) to ensure % durability and % availability. Encryption of paths All the clients communicate by using the HTTPS protocol only. Since all the contents of communication are encrypted, wiretapping by third parties on communication paths on the Internet can be prevented. SSL Encryption Internet Working Folder Encryption SSL Encryption Internet Redunduncy configuration Redunduncy is provided for service using multiple data centers. Therefore, it is possible to minimize service interruption caused by disasters including earthquakes and power failures. User User Measures to logical destruction Our service backs up several version of the stored data to protect them from logical failures such as human errors and software failures. 6 Physical destruction Logical destruction Redundancy configuration

Fast response via mobile devices Support for mobile devices allows timely access to documents both in and out of the office!

Note: Viewer Light (ios) can be downloaded from the App Store and Viewer Light (Android) from Google Play for free.

devices on Viewer Light (ios/android), on.

IP address restriction enabled Mobile access restriction unconfigured All mobile devices Access not granted IP address registered Mobile access restriction enabled Mobile ID

shared in real-time using a web browser (mobile version) or Viewer Light (ios/android).

7 Fast response via mobile devices Support for mobile devices allows timely access to documents both in and out of the office! Enhanced support for mobile environment Viewer Light (ios/android), the dedicated application, allows you to access to view the document anytime, anywhere. Note: Viewer Light (ios) can be downloaded from the App Store and Viewer Light (Android) from Google Play for free. Access restriction can be customised for each mobile device Mobile access from unregistered devices can be restricted by registering Mobile App IDs, which are issued to identify the devices on Viewer Light (ios/android), on. Mobile ID registered Access not granted Mobile ID unregistered Combined with the IP address restriction, this feature enables access control tailored to suit your security needs. IP address restriction enabled Mobile access restriction unconfigured All mobile devices Access not granted IP address registered Mobile access restriction enabled Mobile ID unregistered Access not granted Mobile ID registered IP address registered On-site sharing of pictures and movies Pictures and movies shot with a mobile device can be uploaded to and shared in real-time using a web browser (mobile version) or Viewer Light (ios/android). Secure mobile work Secure Drawer allows you to view documents stored on without downloading them to your mobile device. You can maintain the high security level when viewing documents outside of the office. Mobile device Cabinet Personal Shared Select a picture Personal drawer Shared drawer Secure drawer Reduce information leakage risk Select Upload Pictures Tap Upload Note: Screenshots show operation on Viewer Light (Android). PC Other mobile devices Download to view View without downloading Note: Documents in Secure Drawer can be viewed only when accessed by web browsers (both PC and mobile versions). 7

8 Operating Environment Web Browser (PC Version) Windows 10 Home (32 bit / 64 bit) Windows 10 Pro (32 bit / 64 bit) Windows 10 Enterprise (32 bit / 64 bit) Windows 8.1 (32 bit / 64 bit) Windows 8.1 Pro (32 bit / 64 bit) Windows 8.1 Enterprise (32 bit / 64 bit) Windows 7 Ultimate (32 bit / 64 bit) [Service Pack 1] Supported Operating System *1*2 Windows 7 Professional (32 bit / 64 bit) [Service Pack 1] Windows 7 Home Premium (32 bit / 64 bit) [Service Pack 1] Windows 7 Enterprise (32 bit / 64 bit) [Service Pack 1] macos High Sierra macos Sierra OS X El Capitan ios 11.0 / 10.0 / 9.2 / 8.3 / 8.2 / 8.1 / Android 8.0 / 7.0 / 6.0 / 5.0 / 4.4 / 4.3 / 4.2 / 4.1 Internet Explorer 11 Microsoft Edge 40 Windows *3 Mozilla Firefox ESR 52 Web Browser Google Chrome 66 Mac Apple Safari 11.0 ios ios standard Web browser Android Android standard Web browser Required Hardware ios ipad 2 ipad(3 rd generation) ipad(4 th generation) ipad Air ipad mini ipad mini 2 Android *4 Multi-touch screen: 1280 x 768 pixels or more *1: English, Korean, Chinese (Traditional), Thai, Vietnamese and Japanese versions. *2: Touch operation for Windows 8.1 or later is not supported. *3: Microsoft Edge runs only on Windows 10. *4: Please note that not all hardware terminals are being tested. Web Browser (Mobile Version) Supported Operating System Web Browser Required Hardware ios Android ios ios 11.0 / 10.0 / 9.2 / 8.3 / 8.2 / 8.1 / Android 8.0 / 7.0 / 6.0 / 5.0 / 4.4 / 4.3 / 4.2 / 4.1 ios standard Web browser Android standard Web browser ipad 2 ipad(3 rd generation) ipad(4 th generation) ipad Air ipad mini Tablet devices and smartphones Android *1 *1: Please note that not all hardware terminals are being tested. ipad mini 2 iphone 5 iphone 5s iphone 6 iphone 6 Plus Viewer Light (ios) Supported Operating System *1 ios 11 / 10 Required Hardware Terminals with supported OS other than ipod touch 5 th / 6 th Required Software Viewer Light 4.0 (ios) *1: English, Korean, Chinese (Traditional), Chinese (Simplified), Thai, Vietnamese and Japanese versions. Note: Please note that not all hardware terminals are being tested. Viewer Light (Android) Supported Operating System *1 Android 8 / 7 / 6 / 5 / 4.4 Screen Resolution Multi-touch screen: 480 x 320 pixels or more, 2560 x 1600 pixels or less Required Software Viewer Light 4.0 (Android) *1: English, Korean, Chinese (Traditional), Chinese (Simplified), Thai, Vietnamese and Japanese versions. Note: Please note that not all hardware terminals are being tested. Windows 10 (32 bit / 64 bit) Supported Operating System *1*2 Windows 8.1 (32 bit / 64 bit) Windows 7 (32 bit / 64bit) [without a Service Pack, Service Pack 1] (version 7.3), 8, 9 Extended Folder for 1.9 Required Software *3 Document Tray Option 1.3 Tray 2 *1: Supported OS for Extended Folder for. *2: For Windows 8.1 / 10, Microsoft.NET Framework must be enabled. *3: Available in English, Korean, Chinese (Traditional), Thai, Vietnamese and Japanese. Refer to our official web site for the latest information concerning the operating environment and supported devices. 60DAY F R E E TRIAL Experience the benefit of with free 60-day trial. Refer to our official web site: Products > Software > Fuji Xerox is a AWS Partner Network (APN) Technology Partner. ipad, iphone, ipod touch and Safari are trademarks of Apple Inc., registered in the U.S. and other countries. IOS is a trademark or registered trademark of Cisco in the U.S. and other countries and is used under license. App Store is a service mark of Apple Inc. Android, Google Play are trademarks of Google Inc. Windows is registered trademarks of Microsoft Corporation. Amazon Web Services, the Powered by AWS logo and name any other AWS Marks used in such materials are trademarks of Amazon.com, Inc. or its affiliates in the United States and/or other countries. All product names and company names mentioned in this brochure are trademarks or registered trademarks of their respective companies. For more information or detailed product specification, please call or visit us at # 517, 5th Floor, Hledan Center, Corner of Pyay Road & Hledan Road, Kamaryut Township, Yangon, Union of Myanmar Tel /25 Xerox, Xerox and Design, as well as Fuji Xerox and Design are registered trademarks or trademarks of Xerox Corporation in Japan and / or other countries. and are registered trademarks or trademarks of Fuji Xerox Co., Ltd. in Japan and/or other countries. The information is as of June, PIC-0092 MM (1506-R5)

DocuWorks 8. Document handling software

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