Document Management Software Release - New Features and Enhancements Summary - FileHold 12

Each new release of FileHold document management software brings new features and product improvements. The following is a summary of the new or improved features that were added in the FileHold 12 release that support the implementation of the paperless office.  For a more detailed description of the features, read the FileHold 12 Release Guide. For a demonstration of our new features, sign up for our free document management webinars.

NEW - Calendar to Manage Workflow Tasks, Reminders, and Scheduled Events

The new Calendar is a productivity tool that allows users to view at a glance the status of complex workflows and all of their document reminders. The calender is shown in the "My FileHold" area of the Library tree in the software Desktop Application (FDA). The Calendar can be viewed by the Month, Week, Day, or today (current date). It is possible to scroll through the months, weeks, days, and years using the scroll arrows and drill into the detail.

The calendar displays: active, overdue, and completed workflow tasks; and past, current, and future reminders. Scheduled events for when documents are set to be archived, converted to a record, or be disposed are shown to Library Administrators and System Administrators.

NEW - Support for E-Forms - Metadata Extraction Rules

E-Forms allow users to collect repetitive, form-based variable data and automatically import the values into the document management software. Example forms include expense account forms, sign up forms, invoices, etc.

Using the content controls of a Microsoft Word e-Form, values of the content controls are automatically extracted into the metadata fields of a schema. An “XML Node Extraction Rule” for a Microsoft Word document is created that has content controls. After the document has been properly configured, the values in the content controls can be extracted into the metadata fields when the e-Form is added to the document management software. FileHold offers the creation of Microsoft Word based e-Forms with content controls as a professional service.

NEW - Metadata Extraction Rules for Emails and File Properties

File Properties of a document can be automatically extracted into metadata fields for a defined document schema when an extraction rule for that document type is configured. The file properties are taken from the Details tab of the file properties which can be viewed from Microsoft Windows Explorer. These properties may vary for each file type and in operating systems such as Windows XP or Windows 7.

Since all document types have file properties it is possible to extract metadata from any type of document. This is useful for document types such as images where you can extract information such as the size of the picture, the camera type, exposure time, resolution, and so on, directly from the image.

Enhanced - Document Workflow Improvements

The Library Administrator's Workflow Status Report can now be accessed via the Desktop Application. Additional search criteria is available which includes: Workflow In progress, Completed, Cancelled, Approved, Not approved, and Pending approval. The report results can also be exported to a CSV file, HTML file, and printed.

The capacity of workflow has been extended and now includes up to 20 activities with up to 50 users participating in the activity.

Workflows for a specific document schema and workflow template can be automatically initiated (kicked off automatically when a document is added to the software).  This is accomplished by using a server plug-in that is enabled with the software license. When a document of that schema type is added to the repository, the workflow is automatically initiated. This is an optional feature that is purchased separately and is installed with FileHold assistance.

The metadata can be edited for a document that is under the workflow process if enabled. Any user that has access to the document undergoing a workflow can edit the metadata.

NEW - PDF and Image Viewer

It is now possible for all user of the document management software to have a low cost viewer to look at PDF documents and images without opening them up in a native application. This feature provides great improvements for users working with scanned images such a TIFFs.

The PDF/Image Viewer supports the following file formats: PDF, TIFF (single or multi-page), and image files (jpg, png, gif, bmp). The PDF/Image Viewer can be used to reorder pages within a PDF or multi-page TIFF document, delete pages, append images, print, select multiple pages, view thumbnails of a document, and open multiple documents at a time using "tabs".

The PDF/Image Viewer is available for purchase on its own or is provided for free with the purchase of a powerful Brava Viewer that supports most document formats including CAD.

NEW - Library Administrator and System Administrator Functions Now in The FileHold Desktop Application (FDA)

New in FileHold 12, the most frequently used System Administration and Library Administration functions are now available in the Desktop Application (FDA). As with past versions this capability is still available in the Web Client allowing administrators to have a choice in how to access these features. All of the functions that are available in the Web Client are available in FDA.

Available functions for System Administrators are managing Users and Groups. Available functions for Library Administrators are managing schemas, events, document and version control numbers, metadata fields, workflow templates and the workflow status report.

NEW - Shared "Inbox" and Shared Imports 

Prior to FileHold 12, imported documents in the Inbox could only be viewed by a local user, in other words, imported documents could not be seen by other users that have logged on to the same computer.

In FileHold 12, the contents of your Inbox can be shared. The Shared Imports feature is used when two or more users share a local computer which can be the case when there is a dedicated document scanning station that is shared by many and each user has their own Windows user account.

When Shared Imports and Shared Inboxes are enabled, any documents that are imported can be “shared” between the Inbox of all users. This allows different users to file the documents after they have been imported into the document management software. For example, if there is a dedicated scanning station with several people scanning documents into the repository, all users who can log into the Windows environment of that scanning station will be able to see all of the scanned documents in the Inbox and file them. This is because the Inbox is shared between all the users who can log in with a Windows user account.

NEW - Multiple Document Repositories

To improve scalability, it is now possible to store an infinite number of documents in the document management software repository using multiple physical locations. There is no theoretical limitation to the number of documents that can be stored in the repository. More locations (hard disk space) can be added as required. 

This is an optional feature that must be enabled in the document management software license.

NEW and Enhanced - Document Management Software Reports

• Trace Log - A list of any .NET framework errors.

• Audit Log - A list of FDA errors.

• System Audit Log - A System Administrator report that logs adding local and domain users, deleting local users, adding and deleting FileHold groups, enable and disabling licenses, resetting passwords, and adding and removing users to and from FileHold groups.

• Library Audit Log - A Library Administrator report that logs: deleting document versions, deleting library objects such as cabinets, drawers, folder groups and folders, deleting schemas, deleting metadata fields and removing metadata fields from schemas, adding, removing, and modifying cabinet and folder memberships, and changing the owner of a cabinet, folder, or document version.

• Full Text Search Report - A Library Administrator report that logs: all dtSearch settings, all information from the status and error pages, number of documents in the Library, and version of the dtSearch dll file.

• Insufficient Concurrent Access Licenses (CALs) Report - A System Administrator report used to determine if there are enough concurrent user licenses available in the software.

• Enhancements have been made to the Document Workflow Status Report that is accessed by the Library Administrator.

NEW - Recently Used Folders List

A list of the last 10 used folders is displayed in the tree in FDA, the Select Destination windows, and FileHold Office Client window. This is useful for viewing and keeping track of what areas of the document management system you are using and quick access to the documents in those folders.

NEW - User Configurable Default Screen at Start-Up

To improve user experience it is now possible to set the default screen to open after logging into the Desktop Application (FDA). The default screen can be set to open on: a blank screen, Simple Search, Advanced Search, Inbox, My Tasks or the new Calendar.

NEW - Exporting and Importing Documents To and From the Document Management Software

One or more documents can be exported from an entire cabinet, drawer, folder group, or folder. You can also select to export one or more documents from within a folder. Once the Export command is selected, you can select where to export the documents such as on your local computer or network.

The documents will be exported in a in FileHold compatible format, which includes a copy of all of the documents in their native format as well as an XML file. The XML file stores all the metadata and location of all the selected documents. This allows for the easy importation of the documents back into the document management system. For example, this feature can be used when exporting documents out of a demo system and importing them back into a production system.

It also is possible to use the export feature when converting documents to offline documents. Once the documents are exported, the documents are converted to offline.

Enhanced - Language Localization

Several FileHold partners have successfully used existing localization process and tools to localize their application into various languages. The document management software client interfaces (Web Client, Desktop Application and Microsoft Office Clients) are able to be localized into languages other than English.

The suite of tools and professional services available for translation of the user interface and for the ultimate maintenance of the translated resource files have been improved in Filehold 12.

Each new version of FileHold is released in English. However, because of its architecture and resource files technology it can be relatively easily translated to other languages. FileHold has developed tools and processes to significantly reduce and streamline the process of the initial translation and updates resulting from the subsequent releases of the FileHold application.

The translation itself can be performed by partners or customers to ensure correctness and / or adequacy. FileHold provides guidance, process and tools to aid its partners or customers in the localization efforts. 

NEW - FIPS Compliant

FileHold 12 is FIPS (US Federal Information Processing Standards) compliant. The US Federal Government requires compliance in order to meet security and interoperability standards.

Licenses and passwords are encrypted using a FIPS compliant algorithm (3DES) to meet full compliance. This feature can be turned off or on. 

New and Enhanced - Web Browser Support

The following browsers are supported in FileHold 12:

• Internet Explorer 7.x, 8.x, and 9.x (32 bit and 64 bit)

• Mozilla FireFox 4.0 and 5.0

• Google Chrome 10.x to 13.x

• Safari 5.1 (Tested on Windows only)

For more information about FileHold 12, read the Release Guide, sign up for a free trial, sign up for a free demo, or contact sales@filehold.com.