Business Documents Management for Office 365 and Sharepoint

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Business Documents Management

Simple and efficient Document Management System in SharePoint

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Manage documents on a well-defined structure

Each business feature can have its own dedicated area where you can securely manage your documents.

  • Documents are divided  by type
  • Each function can manage types of documents independently
  • On each document you can specify the same set of metadata

The concept of "function" is obviously generic. In fact, the application can offer document management features for departments, companies, locations, country or any categorization you'd like to set up.

Document registration

When adding a new document, system initiates the process of creating a new protocol number.

  • A unique number is generated for the document
  • The syntax for number generation can be chosen by the administrator
  • The number is saved in the document's metadata

Numbering examples include a code to identify the document type, year and month of document creation and an incremental numeric code (eg: SOP-2017-05-001).

Office 365 Product image
Office 365 Product image
It uses SharePoint and generates PDF documents

Once the document is created, users can take advantage of all the document management features provided by SharePoint:

  • Versioning feature to track and retrieve changes made to the document
  • Sharing and collaboration with colleagues
  • Real time changes
  • Approval workflow
  • Alerts on changes made to the document

It is possible to publish the document and convert it automatically into PDF format upon request.

Other features
  • Integrated  with Office 365 and SharePoint on-premise
  • Division of documents by type
  • Independent management of document types
  • Document registration
  • Conversion of the file to PDF on request

Controlled document management

Every company manages thousands and thousands of documents and SharePoint is certainly one of the leading products for the construction of the so-called Document Management System, thanks to its default file collaboration functionality and its perfect cohesion with the MS Office tools. Using SharePoint for creating and archiving your own business documents without rules or guidelines often leads to a failure. You may end up with unmanageable SharePoint sites, containing inherent documents that are stored in different locations without any logic behind it and this may lead to loss of control over the permissions.
Our solution is offered as a simple option to avoid this kind of problems.

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Quality

This tool is perfect for tracking documentation required by the main ISO certifications, internal procedures guidelines.

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Legal

Manage your department's contracts and documentation in a structured way. Process documents according to your logic.

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IT

Use this tool to archive all user manuals and internal procedures. Create new areas to meet your users' needs.