Document and Record Lifecycle Software
To complete the vision of the Paperless Office, FileHold document management software provides simple but powerful document review and approval for documents needing to be automatically routed through several authors, reviewers and approvers before being ready for general distribution. To learn more about workflow, visit on line documentation.
To get an overview of FileHold Document Management Software, click here.
The following are a list of capabilities the FileHold document management workflow system provides:
Workflow Template and Ad-Hoc Workflow Support: The document management software provides the ability to quickly create pre-defined workflow templates consisting of document review and/or approval activities. Each activity can be pre-configured defining task descriptions, due dates, pre-defined users that have to complete specific workflow tasks (approvers or reviewers), and workflow observers. In cases where workflow templates cannot be easily pre-defined, initiators can be given the ability to create ad-hoc workflows or to adjust pre-defined workflows as required.
Document Review and Feedback Collection: The document management workflow review activity provides for the organized review and collection of feedback on a document from one or many reviewers. When completing their tasks, reviewers add comments for their review and have the option of attaching other documents as feedback. Reviewer feedback works hand in hand with the document version control system as feedback is associated with an individual document version that is going through the specific workflow.
Document Approval and Sign-off Sheet: The document management approval workflow activity allows documents to be routed to one or more users for approval and sign off. Approvers are able to quickly approve (or reject) the document providing comments and feedback documents where required. Users must sign on their decision to approve or reject a document by entering in their system password. A record of each approval or sign-off is kept for each document version that has gone through an approval process. This is maintained within FileHold's log as a record of who has approved or rejected the document.
My Workflow Task List and Task Notifications: Users are provided with a personalized list of all their document review and approval tasks. Users can easily view their tasks, a description of the work to be done, who assigned the task and when it needs to be completed. Users can elect to be notified by email of new tasks assigned or delegated to them, when a workflow is completed and more.
Review or Approve Documents from Anywhere: Users are able to manage their workflow task list and approve or review documents from any FileHold client including their favorite Microsoft Office Applications (Word, Excel, PowerPoint, Outlook or Visio), a standard web browser (Internet Explorer or Firefox) or the FileHold Desktop Application.
Hide Documents until they are Approved: Individual document versions can be automatically hidden from view from other folder members that are not participating in the workflow. Once the document has been 'Approved' by the appropriate workflow participants the file becomes visible. This eliminates the need for moving the file to a different folder with different access permissions. This provides for organizations who wish to have a controlled document management software system.
Workflow Task Delegation: Provides the ability within the document management software for users to delegate workflow tasks and approval signing authority to other users. Task delegation can occur on the individual task level or for all tasks over a given time period in the event that users are unavailable for work or are on holiday.
Support for Workflow Observers: Specified users can act as observers of a workflow in progress without the need for their direct participation in workflow tasks. Observers can track the progress of documents as well as view any comments and feedback provided through their personalized status report. This provides useful support for internal auditors, quality control or for management oversight of key procedures, business processes and workflows.
Workflow Status Reporting: The workflow status report provides an overview of activity and task status for all workflows where the user is a participant or observer. Library administrators are provided with a global status report for all workflows in the document management software and have the ability to create custom reports by filtering the status report by initiator, status, start date, due dates, document and more.
Search Support for Approved Documents: This paperless office features allows users to refine their searches to include documents that are approved, pending approval, rejected or yet to be submitted for approval. In addition users can restrict searching to the date the document was approved.
Activity / Task Override Capability: Allows designated library administrators to remove tasks or activities from running workflows without affecting the rest of the workflow in progress. This feature is essential in the document management software for library administrators that need to quickly remove obstacles to workflow completion.
Permanent Workflow Record / Logging: A permanent record of all workflow activities is maintained for each version of each document that has been involved in a workflow.
Powerful, Scalable Workflow Platform and Engine: The FileHold document management workflow module is based on the Microsoft Workflow Foundation platform and runtime engine means that the FileHold document workflow scales to manage literally thousands of simultaneous workflow instances. Workflows are permanently persisted and support long workflow cycles.
To get an overview of FileHold Document Management Software, click here.
The following are a list of capabilities the FileHold document management workflow system provides:
Workflow Template and Ad-Hoc Workflow Support: The document management software provides the ability to quickly create pre-defined workflow templates consisting of document review and/or approval activities. Each activity can be pre-configured defining task descriptions, due dates, pre-defined users that have to complete specific workflow tasks (approvers or reviewers), and workflow observers. In cases where workflow templates cannot be easily pre-defined, initiators can be given the ability to create ad-hoc workflows or to adjust pre-defined workflows as required.
Document Review and Feedback Collection: The document management workflow review activity provides for the organized review and collection of feedback on a document from one or many reviewers. When completing their tasks, reviewers add comments for their review and have the option of attaching other documents as feedback. Reviewer feedback works hand in hand with the document version control system as feedback is associated with an individual document version that is going through the specific workflow.
Document Approval and Sign-off Sheet: The document management approval workflow activity allows documents to be routed to one or more users for approval and sign off. Approvers are able to quickly approve (or reject) the document providing comments and feedback documents where required. Users must sign on their decision to approve or reject a document by entering in their system password. A record of each approval or sign-off is kept for each document version that has gone through an approval process. This is maintained within FileHold's log as a record of who has approved or rejected the document.
My Workflow Task List and Task Notifications: Users are provided with a personalized list of all their document review and approval tasks. Users can easily view their tasks, a description of the work to be done, who assigned the task and when it needs to be completed. Users can elect to be notified by email of new tasks assigned or delegated to them, when a workflow is completed and more.
Review or Approve Documents from Anywhere: Users are able to manage their workflow task list and approve or review documents from any FileHold client including their favorite Microsoft Office Applications (Word, Excel, PowerPoint, Outlook or Visio), a standard web browser (Internet Explorer or Firefox) or the FileHold Desktop Application.
Hide Documents until they are Approved: Individual document versions can be automatically hidden from view from other folder members that are not participating in the workflow. Once the document has been 'Approved' by the appropriate workflow participants the file becomes visible. This eliminates the need for moving the file to a different folder with different access permissions. This provides for organizations who wish to have a controlled document management software system.
Workflow Task Delegation: Provides the ability within the document management software for users to delegate workflow tasks and approval signing authority to other users. Task delegation can occur on the individual task level or for all tasks over a given time period in the event that users are unavailable for work or are on holiday.
Support for Workflow Observers: Specified users can act as observers of a workflow in progress without the need for their direct participation in workflow tasks. Observers can track the progress of documents as well as view any comments and feedback provided through their personalized status report. This provides useful support for internal auditors, quality control or for management oversight of key procedures, business processes and workflows.
Workflow Status Reporting: The workflow status report provides an overview of activity and task status for all workflows where the user is a participant or observer. Library administrators are provided with a global status report for all workflows in the document management software and have the ability to create custom reports by filtering the status report by initiator, status, start date, due dates, document and more.
Search Support for Approved Documents: This paperless office features allows users to refine their searches to include documents that are approved, pending approval, rejected or yet to be submitted for approval. In addition users can restrict searching to the date the document was approved.
Activity / Task Override Capability: Allows designated library administrators to remove tasks or activities from running workflows without affecting the rest of the workflow in progress. This feature is essential in the document management software for library administrators that need to quickly remove obstacles to workflow completion.
Permanent Workflow Record / Logging: A permanent record of all workflow activities is maintained for each version of each document that has been involved in a workflow.
Powerful, Scalable Workflow Platform and Engine: The FileHold document management workflow module is based on the Microsoft Workflow Foundation platform and runtime engine means that the FileHold document workflow scales to manage literally thousands of simultaneous workflow instances. Workflows are permanently persisted and support long workflow cycles.
"FileHold is a great product and is easy to work with. We've fully implemented FileHold into our AP process and we are seeing some great advantages (i.e. Linking / search)."... Technology Consulting Customer