FileHold 8.5 Released

FileHold 8.5 was released yesterday afternoon. We are getting onto the upgrades and new installations.

You can take a look at the new features here:

Features include:

• MS SharePoint 2007 / WSS 3.0 Integration
• An optional feature that is very cool to use is FileHold Fast Find for 3rd party application integration with various Windows Desktop applications.
• Folder based "Auto Tagging"
• Document Control Numbering (DCN) that ensures unique DCN's are assigned to each document
  
• SQL 2005 Reporting Services Integration to allow customers to write their own reports against FileHold metadata, usage, and other system metrics
  

In addition to these new features FileHold 8.5 document management software also comes with a number of other improvements including:

• Improved performance in the FileHold web client to help VPN users and other users spread across large enterprise networks with performance
  
• Support for Microsoft Vista with full Vista installer support coming in early December 2008
  
• Integration support for the FileHold Desktop Client with Microsoft Office 2007
• Improved auto positioning by the Brava viewer to make metadata capture even easier
• Enhanced search capabilities with the ability to highlight the words being searched as they are found.
• New update to FileHold's integrated DTSearch full text search engine using Version 2.0
  
• Improved System Administration License Usage Reporting in Web Client > System Administration
  
• Improvements in the FileHold Desktop Application for Cabinet >Folder hierarchy display performance
• Implement Library Level Statistics reporting: Cabinets# -> Drawer# -> Folder# -> Document counts with totals per system, for both: Active and Archive Library.
• Implementation of repetitive markup burnings into CSF files.
• IT department friendly (silent) FDA install / uninstall support to help IT departments deploy the desktop client using Active Directory deployment scripts or system management software like Kaseya or Microsoft System Management Server (SMS). Please note that FileHold does not test these various systems directly but has customers who are running these systems that kindly provide us with real world feedback during our quality assurance process. If you are a FileHold customer interested in helping FileHold with our next release around this area, please contact me for further information.
  

Learning More: Guest User account / security role in FileHold Document Management Software ?

In FileHold Document Management's overview of system security there are all the standard users. It is also possible to use a guest user account to solve very specific types of business problems.

The functionalities available to Guest users are the same as the Read-Only users but more limited. Below are the functionalities which Guest users can or cannot perform:

- No ability to add a document as they are a type of read only user - they can only get copies of documents that other people add.
- Can view the Metadata & File Properties of a document in the cabinet / folder where the user has access.
- Can view a document's History of Changes (Edits to Metadata & Usage of File).
- Can perform searches but cannot create smart folders and saved searches.
- Can 'Get a Copy' but cannot check-out document(s).
- Can 'Email' FileHold documents.
- Cannot edit the Metadata of a document.
- Cannot create links between documents but can view the linked documents made by other users.
- Cannot move or copy document(s) to another library location.
- Cannot delete document(s).
- Cannot add documents to Document Tray.
- Cannot create or add Virtual folder.
- Can view the Properties of the Library objects in read-only mode.
- No access to My FileHold and its sub nodes including My Favorites, Checked Out Documents, Document Alerts, Document Reminders, Recently Accessed and Recently Added.
- No access to View Preferences including My Alert Preferences and My User Preferences.
- Cannot be a participant or an observer of a Workflow activity.
- Does not have access to Reviews & Approvals and its subnodes including My Workflow Tasks and Status Report in the FileHold Workflow engine.
Can be assigned a Brava Viewer License.

FileHold: Training Video - Library Administration for FileHold Document Management Software

The previous post covered the training video resources for FileHold System Administration, where various types of user accounts, security groups memberships and access role permissions are assigned and managed.

Today's post will examine four Library Administration videos. Library Administration is where the document management library is given structure in terms of the Library file cabinet and folder hierarchy. In addition, system permissions, roles, and memberships created by the System Administrator(s) are used to safeguard security and provide access to file cabinets, folders and documents, records and files.

These videos supplement the direct training provided by the FileHold support and implementation team as they work directly with customers in the training and configuring of the FileHold document management software library. As always, our goal with each FileHold customer is to make their implementation a simple, pleasant and straightforward process.

Remember: FileHold's online help system is always available:

2) FileHold Library Administration and Configuration: 4 Videos

2a) FileHold Document Tagging Overview (5:13)

This presentation provides an overview of how to create and structure the FileHold library with metadata and index information. This video provides background information for the remaining activities you will complete in the remainder of this video series.

2b) Designing a Document Tagging Standard - A Best Practices Guide (9:31)

This video provides an excellent overview of the following topics.

1. How document tagging or indexing standards influence the Library structure
2. How to identify which Document Types and Metadata fields should be tracked
3. How to select metadata field types for fast and accurate tagging
4. Best practices when preparing to implement your tagging standards

2c) Implementing your Document Tagging Standard (12:35)

This demonstration focuses on how to quickly implement the document tagging standard you have created as a result of the exercises outlined in the “designing a tagging standard best practices video”. At the end of this exercise the FileHold library will be configured to the point where you will be able to test the addition and tagging of documents.

This video will walk you through the following tasks on a live version of FileHold server;

1. The addition and configuration of sample Metadata Fields
2. The addition and configuration of sample Document Types (schemas)
3. The Association of metadata fields with document types

2d) Testing your Document Tagging Standard (7:31)

This demonstration focuses on how to test and verify the tagging standard you have implemented as a result of the exercises outlined in the previous video in 2c) "implementing a tagging standard."

At the end of the exercises outlined in this video you will have tested the FileHold tagging standards by adding and searching for documents.

This video will walk you through the following tasks on a live version of FileHold server;

1. The addition of a test cabinet, drawer, category and folder to the Library
2. Testing the addition and tagging of documents using the tagging standard
3. Testing the searching for documents using the tagging standard

FileHold: Training Video - System Administration for FileHold Document Management Software

Today's post will showcase the System Administration portion of our online video training titles that are available for FileHold document management software customers around the world. These videos supplement the human touch provided by the FileHold support and implementation team when they work directly with customers in the training and configuring of the FileHold document management library. Our goal with each customer is to make document management implementation a simple and straightforward process.

Remember: FileHold's online help system is always available:

1) System Administration Series: 3 Videos
1a)FileHold User & Document Security Overview (15:06)

This tutorial video series is designed to help you to understand FileHold security and setup of the System Administration area of FileHold.

This presentation provides an overview of FileHold’s user and content security model and provides best practices guidance when planning your FileHold implementation.

This video covers the following topics;

1. FileHold Groups & roles bases security model
2. Locally Managed & Active Directory Domain managed user accounts
3. How documents are secured (content authentication)
4. Best practices when preparing to add users / documents

1b) Implementing your User & Document Security Standards (12:25)

This video provides step-by-step instruction on how to implement your user and document security standards in FileHold.Once the exercises in this video are complete you should be ready to test the security standards you have implemented prior to rolling it out to end users in the next video.

This video covers the following topics;

1. Create FileHold Groups & Assign roles to each group
2. Add users (or Import Synchronized Users from Active Directory)
3. Assign Users to FileHold Groups
4. Setup Document Type Memberships
5. Setup Cabinet memberships, drawers & sample folders

1c) Testing your User & Document Security Standards (5:06)

In this final video title of the System Administration series, this presentation focuses on how to test the security model you have implemented as a result of the exercises outlined in the implementing your security model video.

This video covers the following topics;

1. Test user / system security (authorization to File Cabinets and Folders)
2. Test document security (document permissions and authentication)
3. Test search security (Users can only search within Cabinets, Folders and File types that they are authorized to access)