Document Management

In today’s competitive global business environment, almost all companies must be adept at managing content. Customer data, contracts, design information, marketing materials and other mission critical documents must be captured, organized, updated, shared and protected—often across an extended value chain. As the pace and volume of business accelerates, it becomes increasingly difficult to manage and share content using traditional methods such as network drives, email attachments and FTP sites. On the other hand, enterprise-class document/content management systems are typically too costly and complex to deploy quickly and incrementally as the needs of the business dictate.

The WebSpace Platform is a robust, easy to use and affordable electronic document management solution that can be deployed quickly to support the needs of a single project or department, or an entire multi-national corporation or supply chain. Whether used to support virtual project teams, to comply with formal document control standards, or to support the automation of specific business processes, WebSpace offers the flexibility, security and functionality necessary to give your business a competitive edge.

A flexible workflow engine allows virtually any document management review and approval process to be modeled and enforced, including those requiring complex business logic. Electronic signatures and comment histories are retained with each revision, providing the audit trail necessary for compliance with standards bodies such as ISO or government agencies like the FDA.

The WebSpace Platform is particularly well suited for companies with virtual workforces or extended supply chains. Because WebSpace was architected for secure multi-company extranets, is easy to configure your NexPrise server to support collaboratation with users outside your company. Remote users may be granted given read-only access to documents, or may actively participate in document creation and approval processes outside your firewall. Company-specific administrators can even be assigned to manage their own users (greatly reducing your administrative burden).

When it comes to investing in a document management solution, it’s important that information can easily be retrieved and re-used by the right people. WebSpace offers a powerful full-text search engine that indexes documents immediately upon upload and insures search results are filtered based on a user’s access permissions. A powerful database reporting tool also allows the repository to be queried based on a documents attributes…an important feature when a more structured search is required (i.e. find all contracts expiring within the next 90 days).

Beyond document management, the NexPrise WebSpace Platform offers powerful Project Collaboration, Business Process Automation, and Action Item Management capabilities at no additional charge. All of these included modules leverage the underlying WebSpace document repository, automatically establishing important document associations.

Features

• Define custom document types, each with their own set of required and optional 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.
• Microsoft Office Integration — check-in, check-out documents directly within Microsoft Office applications such as Word, Excel, PowerPoint, etc.
• 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.
• Integrate WebSpace with document imaging or fax systems.

Benefits

• Enhanced employee productivity by making it easier to find and re-use information.
• 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.

Implementation

Option 1: NexPrise-hosted Server
Do you have an understaffed or overworked I.T. department but want a rapid implementation, 24/7 monitoring, state of the art hardware, and the fastest response times available for your remote users? Then consider a NexPrise-hosted server. We’ll install your server in a $100M SAS-70 Type II certified data center, protect it like Fort Knox, and monitor it 24/7. Your data will be backed up nightly, and we’ll even produce encrypted backup tapes and shuttle them via secure courier to an off-site Iron Mountain storage facility. No one but authorized NexPrise employees with valid U.S. citizenship credentials will have access to your server.

Think you might want to bring your server in-house at a future date? No problem. You can convert your subscription to an on-premises license at any time.

SUPPORTED WEB BROWSERS
- Firefox
- Internet Explorer 6 or later
- Safari

Option 2: On-Premises License
NexPrise server license is also available for installation on your own hardware and network. Put your NexPrise server in your DMZ for remote Internet access, or install it completely behind your firewall. We’ll show you how to install, monitor and backup your NexPrise server and how to integrate it with your Active Directory server for unified user management and single sign-on.

RECOMMENDED HARDWARE
- Pentium 2.4 GHz (1 to 2 dual or quad core processors.)
- 2-4 GB RAM, 40+ GB local hard drive or NAS/SAN

SUPPORTED WEB BROWSERS
- Firefox
- Internet Explorer 6 or later
- Safari

SUPPORTED DATABASES
- Database Configuration Oracle 9 or 10
- Microsoft SQL Server 2000-2005

SUPPORTED SERVER OPERATING SYSTEMS
- Windows Server 2003
- Redhat Enterprise Linux 3, 4 or 5

SUPPORTED MAIL SERVER PROTOCOLS
- IMAP
- POP3
- SMTP

APPLICATION SERVER
- A Java Application Server (Resin) is built-in and installs automatically as part of the NexPrise installation process.

SUPPORTED WEB SERVERS
- Apache 2.x
- IIS

SECURITY
- SSL
- RSA
- Verisign
- Digital Certificates
- HTTPS

GKN Structures:

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