Document Management >> Software >> Distribute, Search & Access

Distribute, Search & Access

Features for the seamless distribution, searching & access to files in the library.

Powerful Full Text Search Capabilities

The FileHold Search Engine provides a fast, powerful way to find files in the library saving users time while dramatically increasing the return on investment (ROI). The search engine indexes both the meta tags associated with the document as well as the actual content of the document. FileHold can extract the content - essentially 'reading' - from all of your favorite file types including PDF, Microsoft Office, Zip and many, many more. Users can restrict the area of the library they are searching by location, by the type of document they are looking for, by author, creation date approval status and any other metadata search parameter. The full text search engine can be configured to supports fuzzy, synonym, phonic, Boolean and wildcard searching.
Learn More About Searching for Files with Full Text Search

Metadata Search

Metadata search allows users to build their own search queries using the library administrator defined metadata fields (including document keywords, select boxes, currency, numeric, date fields, database lookup or drop down menus), system users, file type, creation/modified dates, document approval status, document version, document number, library location and more. Users can easily build searches by selecting the metadata field they wish to search by and add operators such as equals, greater than, less than, in the list or between to further expand or restrict the search scope. Searches can be easily saved for future re-use.
Learn More About Document Metadata Searching

Search Security

Users can only search for and find (retrieve) find documents they are authorized to access.

Search Relevancy Weighting

Relevancy weighting allows search results to be weighted towards the tags associated with the document OR the actual content of the document. Allowing search relevancy to weight towards tags will ensures that companies can maximize their investment they have made into document tagging. In addition, weighting towards tags is more appropriate for document types that are not particularly suited for full text indexing such as invoices, purchase orders or other records of transaction. In cases where the library contains documents that are rich in text - e.g. thesis papers or press releases - relevancy is better weighted towards the text of the document.

Access from a Web Browser

Users can easily interact with documents stored in the FileHold library using a standard web browser. Both Internet Explorer 6.0 and Mozilla Firefox 1.5 are supported. IE 7 support is currently being tested and will be available in early 2007.

Access from the Desktop - The FileHold Desktop Application

The FileHold Desktop Application combines the best user interface functionality of desktop software with the broad reach and low-cost deployment of Web applications. The best of the desktop software includes a rich, interactive, user windows explorer like interface to the FileHold library that is responsive (requiring no page refresh) and has common user interface behaviors such as drag-and-drop, file menu and right click support. The best of the Web is an application that is deployed and maintained from a scalable, centralized server ensuring that users have the latest version of the application while reducing IT department's deployment and maintenance costs.

The FileHold Desktop Application allows power users, administrators and scanning/imaging specialists to categorize (tag) and upload documents to the FileHold library en-masse. Users can be automatically logged on to the library based on their Windows Domain / Network account logon. The FileHold Desktop Application can be centrally deployed using MSI packages to minimize IT overhead, requires the Microsoft .NET 2.0 framework to be installed on each user's desktop. The Desktop Application can automatically detect and connect via proxy servers as required.

Learn More About  Access FileHold from FileHold Desktop Application

Access from Office 2003 Applications

Users can access documents in the library directly through their favorite Microsoft Office 2003 applications including Word, Excel, PowerPoint, Outlook or Visio. Users are able to browse the FileHold library, make copies or check out documents, add or check in documents without having to leave the Office application. In FileHold '08 users are now able to search for files using the FileHold search engine when browsing the FileHold library from within Office. In support of the new FileHold workflow features, users can view and manage their workflow tasks and review or approve documents from within Office applications. Documents users are working on can be quickly added as feedback documents when completing document review or approval tasks. Users can quickly view the sign-off sheets associated with a given document to determine if a document has been approved, who approved it and when.
Learn More About  Accessing FileHold from Microsoft Office Applications

Document URL Support

FileHold '08 provides the ability to access documents stored in the FileHold library directly via a URL. The document URL acts as a unique pointer to this document that can be used in other documents, portals, web pages or any location that needs to directly reference a document in the library. The URL is automatically updated to access the most recent version of the document eliminating the need to update URLs wherever they are used. When users click on a URL to go directly to the document they will first be prompted to login to the FileHold library ensuring that FileHold system defined document access security standards are still in place. Once logged in the user will be taken directly to the requested file or document.

Email Directly from the Library

Users can email documents (or secured links to documents) that are stored in the library directly to team members, partners, suppliers, or customers. File security is maintained as only authorized system users can retrieve the file by using the link. Administrators can enforce security by only allowing secured links to be emailed that only valid system users can access.

Web Services API & 3rd Party System Integration

FileHold's Web Services Oriented Architecture and API allows for easy integration of the FileHold library to your corporate portals, Intranet, ERP, Financial, CRM, Procurement systems or other software applications using standard Microsoft tools. The standards based API is a secure and scaleable method for development teams to programmatically interact with the FileHold library.

 

The Power of Document Management Searching

How often have you asked a colleague if they have a copy of a document or presentation that was written and stored but you can not find it when you need it? And than when the colleague finds it is it the version you wanted is several revisions old and you have to redo all of the work to update it. Perhaps you find it yourself only to learn that someone saved an old version on top of your current version thus rendering it useless.

Storing documents in a safe and secure manner is only half of the story of electronic document management software. We all have documents stored on our desktop computers and in our centralized servers but what value are they if nobody can find them or they can not be shared. FileHold '08 Document Management LifeCycle Software has an easy to use and friendly storage methodology that encourages careful indexing of documents that leads to easy recovery. Our version control feature automatically ensures that no document is ever written over. FileHold '08 software provides the ability to be automatically notified when your documents are accessed and modified - you are in control.

To learn even more about FileHold '08 electronic document management search and retrieval features and how easy it would be to put these features to work for your company contact sales@filehold.com