1. Data management
Centralized storage: build a centralized storage platform for massive documents for enterprises and institutions to realize unified document sharing.
Directory structure: tree directory structure is supported, and folder and subfolder structures can be created indefinitely. Customizable directory sorting. All members in the organization can easily share and view files safely.
Document sorting: supports sorting according to the title, size, date, uploader and other attributes of documents.
Display mode: supports list mode or thumbnail mode for directory display.
Full-text search: Full-text search and advanced search engines help you find the documents you need quickly and accurately from massive data.
Document Editor: Office files can be created, read and edited directly in the system browser without changing any existing operating habits or downloading or installing software.
Multi-file upload: Support file batch upload and compressed package import, realize fast and convenient storage and management of documents, and support various types of documents such as office documents, PDF, pictures, audio and video, drawings, etc.
Version management: powerful version management function, documents are associated with multiple versions, avoiding using wrong versions, and supporting viewing, rollback and downloading of version history.
Automatic numbering: the system provides 25 variables, which can be freely combined to design numbering rules. Matching conditions with rules can achieve the effect of flexible numbering.
Document review: Document review information describes every action in the whole process of document life cycle, including information such as operator, action, date and time. Through the audit trail, you can master the operation of all files in the system globally.
Office integration: Seamless integration with Office, which can directly create, read and edit various Office files in the system, including Word, Excel, PowerPoint, WPS, Visio and other formats.
Summary and Thumbnail: for uploaded Office documents, txt, pdf and other types of files, the system will automatically generate a summary; The system supports adding abstracts and thumbnails for pictures, audio and video files, which is convenient for previewing and viewing. The summary and thumbnail functions simplify the operation, and users can quickly preview the contents of documents without opening them one by one.
PDF watermark: dynamically insert a watermark into a PDF document, and you can specify the watermark, location and page number.
Document Reminder: supports setting regular reminders for files. After the set date is reached, the system will automatically send instant messages and emails to remind users to do related operations, such as contract expiration date and payment date.
Locking protection: In addition to providing access control protection, it also provides locking protection mechanism, so that document authors and administrative users can lock the document to ensure that the document will not be modified at will. When a document needs to be modified or deleted, it can be unlocked to ensure its normal operation.
Document link: supports sending documents to commonly used documents, and users do not need to search in each open directory every time; Support to send files to the directory, which is convenient for other departments to consult; Support to send documents to designated users to complete work collaboratively; Integrated with e-mail, it supports sending documents directly to e-mail, and it is simple and practical without logging in to the mailbox to upload attachments manually.
Associated Doc: after a document is created or uploaded, the system will automatically or manually generate a unique number for the document, which supports batch association of documents. Support documents to be associated with related documents, drawings, pictures and other format attachments through the unique document number. Click on the link to view them quickly. The system supports adding abstracts and thumbnails for pictures, audio and video files, which is convenient for previewing and viewing.
Rule Application: The system supports setting rules for directories and specifying actions, conditions and operations. When the action triggers a condition that meets the set condition, the system will automatically execute the rule. Rules have two main functions: one is to automatically archive documents into the directory specified by the rules to realize standardized management; Second, the document automatically initiates the approval process to realize the automation of document approval.
2. Safety and security
Permission management: it provides a permission control mechanism to control users, departments and posts with fine-grained permissions, and controls users' management, browsing, reading, editing, downloading, deleting, printing and subscribing, so as to realize the safe enjoyment of documents.
Storage encryption: file encryption storage, to prevent file proliferation, and fully ensure the security and reliability of enterprise-level data.
Login IP restriction: IP login restriction is supported. You can set login IP for users in the organizational structure, support multiple IP and IP segments, and fully ensure the security of user accounts.
3, collaborative office
Template management: supports the creation of a large number of Office template files in the system and authorizes users to use them. Users can call authorization templates when creating new documents. The system automatically unifies the file naming rules and realizes the standardized management of file names.
Document lending: You can borrow and manage public and personal documents, and control user access rights during lending. Borrowing users will receive instant message notifications sent by the system. The system supports automatic retrieval of lent documents according to time.
Document Comments: the system supports comments on documents.
Instant messaging: supports one-to-one or one-to-many message sending between users, and also supports sending messages directly to all department personnel. The instant messaging function realizes the timely and accurate transmission of internal information.
Directory subscription: users can subscribe to the directory. When the documents in the directory change, the system will automatically send an instant message to notify the subscribers. At the same time, you can subscribe to relevant reminder documents, and the system will automatically send instant messages and email reminders after the specified date.
Personal Desktop: Personal Desktop function, which shows you the urgent matters in daily office at the first time, and is divided into four areas: pending approval, issued approval, my common documents and documents lent to me.
4, multimedia /CAD/ paper /PDF multi-format management
Multimedia browser: In addition to managing documents, it also supports the storage and management of multimedia digital assets. You can preview pictures and play video and audio directly in the system. Supported formats include: gif, jpg, png, bmp, psd, ai, tif, mp3, wav, wma, flv, mpg, avi, wmv, mp4, etc.
CAD drawing management: In order to meet the needs of engineering construction, real estate and other industries, it supports online preview and management of more than 300 file formats such as AutoCAD, SolidWorks, Pro/E and STL. , and reduce the time waiting for previewing and reviewing drawings.
Electronic management of paper documents: In addition to managing electronic documents, multimedia files and CAD drawings, it also supports electronic management of paper documents. Paper documents are converted into electronic pictures or PDF by scanner and stored in the system.
PDF web page reading: support opening PDF web page reading function in the system. PDF documents can be read directly through the network without any PDF reader. The embedded PDF document application in Web mode is realized, which makes the document processing part of the whole office system completely compatible with PDF and more secure.
Step 5 synthesize
Seamless integration of Office: Seamless integration with Office, the system operation is the same as local operation, you can get used to the system quickly and skillfully without changing any habits, and you can edit documents collaboratively by multiple people, manage multiple versions, and improve work efficiency.
LDAP integration: realize the unified authentication and authorization of LDAP/AD; Support batch import and update of LDAP users, facilitate centralized management and maintenance of account information, reduce the confusion of IT management within enterprises, and greatly enhance the security of internal data.
E-mail integration: integrated with e-mail, documents can be directly sent to the designated e-mail box in the system.
Scanner integration: it is closely integrated with the scanner, and paper materials are converted into electronic pictures or PDF files for storage through the scanner. Reduce the time to find paper documents through filing cabinets or drawers, reduce the risk that paper documents may be damaged or lost, or waste a lot of paper costs caused by repeated copying while being used by another user.
6. Personnel management
Organizational structure: In the organizational structure, corresponding departments and personnel can be created according to the actual needs of the company. At the same time, users and positions can be imported in batches, and positions and roles can be set for users.
Position Role: three roles are provided: system administrator, user administrator and process administrator. You can customize posts and roles for users according to the actual needs of the company's organizational structure, and authorize users to perform corresponding operations through the application of roles and positions.
Address Book: List the user name, name, department, e-mail, mobile phone number, office phone number, home phone number and other information of each employee in detail by department. In the address book, you can send instant messages to individual users and all department personnel, and you can search by user name/full name.
Statistical report: The system automatically counts the amount of documents uploaded, read, downloaded and updated in the past six months, and displays them in a clear and intuitive bar chart, which is convenient for managers to quickly understand and accurately grasp the use of documents.
7. Module customization
System customization: users can customize the system LOGO, limit the size of personal document space, set the maximum number of documents and whether to open PDFWeb for reading according to the internal needs of enterprises, so that the system can better meet the internal management and application needs of enterprises.
System skin: The system provides six different styles of skin: simple gray, vibrant green, elegant blue, romantic rose red, elegant purple and classic blue for users to choose freely, so that each user can enjoy happy work and change the face of the system.
Synchronization Assistant: You don't need to log in to the system for complicated manual operation, you can set the synchronization interval by yourself and pull the file resources inside the system to the local computer at any time.
Full-text annotation: imitating people's habit of annotating paper documents, it has the characteristics of accurate handwriting, true handwriting, one-click annotation and convenient use; Support full-text handwritten annotation and keyboard annotation functions, and can keep annotation traces. Handwriting of different users can be saved in the same file; You can select the annotator's name to display the comments of different annotators. After confirmation, the comments cannot be copied, moved or deleted. The text size and color can be selected at will, which is convenient for users to use and escorts the digital paperless office.
Electronic signature: support direct handwritten signature, electronic signature of documents and other necessary office functions in IE browser; Support a variety of electronic seals and handwritten signature authentication functions; Provide the function of saving the seal or signature resources in advance. Users can obtain their own signatures through passwords. The signature and seal are saved with the file, and whether they are valid or not can be judged by system verification.
Short message module: send short messages through enterprise-specific channels; Integrate document reminders and processes, and automatically send SMS reminders when documents need to be approved due; You can send text messages to insiders in groups.
Advanced document operation: all documents that can be opened by this machine support online reading and editing.
Single Sign-on: With the integration of token with other software products, users can access E6 only by logging in to other systems once, which avoids the need to repeatedly enter the user name and password every time they log in, and improves the usability, security and stability of the system.