Document Control

The NexPrise WebSpace solution is a singular online location for all of your electronic content. With a simple log-in, users can access, manage, update and disseminate mission critical documents – all within a platform that sets and tracks milestones, enables fully transparent comment and reply histories, creates an extensive audit trail and complies with the standards of bodies such as the ISO or government agencies like the FDA. And with search engine functionality that keeps its sleeves rolled up, finding specific document types (such as all contracts set to expire within a certain timeframe) has never been easier. WebSpace provides tools that not only help you keep up with business, but stay ahead of it, too.

 

Features

  • Define custom document types, each with their own set of optional and required attributes.
  • Manage and revise a group of related documents as a single collection (i.e. RFP Package).
  • Tag documents with one or more keywords to group related documents and improve document searching.
  • Enable full document version control with “check-in” and “check-out” functionality.
  • Define a customized revision numbering scheme for each document type.
  • Define document lifecycle approval workflows and enforce these workflows on check-in.
  • View a document’s complete revision history.
  • Rollback to older revision or purge certain revisions (with the appropriate admin rights).
  • Automatically number your controlled documents using a powerful number generator.
  • Associate documents to NexPrise Web Forms used to automate critical business processes.
  • Capture document-specific comments and discussions via linked discussion threads containing text, images, links, tables, etc.
  • View document time-based activity logs identifying users and actions performed.
  • Locate documents by performing powerful attribute, keyword, or full text searches, or by searching document associations.
  • Send email alerts to selected users, linking them directly to documents, files, or folders.
  • Proactively subscribe to any WebSpace document or folder to receive automatic change notifications.
  • Share native documents with any remote customer, partner or supplier, or limit their access to automatically generated (and watermarked) PDF versions.
  • Bulk import entire file system directories to the WebSpace server.
  • Microsoft Office Plug-in — check in and out documents directly within Microsoft Office applications such as Word, Excel, PowerPoint, etc. 

 

Benefits

  • Faster project execution and improved customer satisfaction through secure online document exchange and collaboration with remote customers and suppliers (no more FTP sites or uncontrolled email attachments).
  • Reduction of costly errors and regulatory violations associated with poor governance of controlled documents.
    Streamlined decision making with electronic document review and approval processes and real-time status monitoring
  • Protection of intellectual property by restricting access to native files and limiting certain users to read-only PDF documents.
  • Reduced operational expenses with available hosting, backup and disaster recovery services.

 

Customer Case Study

Interested in learning how one of our customer’s has benefitted from replacing their aging document management system with the WebSpace ECM Platform and it’s robust document control features?   Click here to download a detailed customer case study.