- To replace file shares with a document management solution?
- To enable easier and secure access to your documents?
- To have a document approval based on your business processes?
- To have a document compliance solution for auditing purposes or ISO certification?
Documents Management Solution
You can have this almost for free!
Microsoft SharePoint Services
is a free component which provides most of the benefits of million dollar document management solutions.
With our professional, you can implement your SharePoint document management solutions
in a few weeks.
Document approval is the ability to perform a formal approval on the documents stored in SharePoint.
The approval is based on the business processes in your organization.
What general types of document in your organization might require approval?
|
HR
department
|
Vacation
requests, leave requests, employee
hiring decision forms, performance evaluation forms;
|
|
Finance
department
|
Purchase
orders, expense reports, loans,
payments in advance, budget forms;
|
|
Sales
department
|
Presales, client offers, customer orders;
|
|
IT
department
|
Change requests, project plans, timesheets approval;
|
|
Your
unique documents
|
Your
organization
will have also unique documents that
require approval.
|
Benefits of document approval process:
- Implement different approval based on document type;
- Ability to demand approval for important documents without exceptions;
- Enable to see the history of the process & who has approved the document;
- Handle advanced scenarios such as out of office, on behalf of scenarios;
- Support compliance with regulations of ISO Certification or others, as steps in the process cannot be skipped.
SharePoint Document management solution means storing all of your existing and new corporate documents in a centralized location.
The documents that you can store in SharePoint are:
|
All
corporate document type
|
Sales
offers, Legal contracts, Financial reports, HR policies, IT
instructions, Administration guides, Corporate polices, etc.;
|
|
All file
type
|
Word
documents, spreadsheets, presentations,
Portable Document Format
(PDF),
diagrams and pictures;
|
|
All
corporate templates
|
Memo
templates, offer templates, timesheet templates, expense reports
templates.
|
Some of the major benefits of a document management solution are:
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Additional functionality
|
Versions, notifications if document has changed, and many others;
|
|
Search
|
Search within the contents of all of your corporate documents and find what you are
looking for in matter of seconds;
|
|
Document
approval
|
Implement approval process for all document types that require formal approval ;
|
|
Security
|
Protect
sensitive and confidential documents;
|
|
Document
collaboration
|
Easier
document creation and sharing.
|
To learn about all benefits and functionality: Click here
Secure access & auditing
Per document security access based on user group membership and document type. Update security rights as part of document approval process or workflow. Maintain logs for every access, modifications and deletion of a document. Generate reports, answering who has edited or who has viewed a specific document at any time. Find the attempts for unauthorized access to confidential information.
Anywhere & anytime access
Access your documents from home, office, the airport in a familiar web based access. Internet is all that you need in order to get access to your corporate documents and information.
Never again lose valuable information or documents
Recover in less than 30 seconds accidentally deleted documents from the recycle bin without any administrative efforts and without any time wasted.
Versioning and enabling a “single version of truth”
SharePoint enables you to work always with the final version of a document, while at the same time it keeps track of the previous versions. It has the option to show you when and what exactly changed from one version to another.
Instant Search within document contents
Tired to spend precious minutes searching for the document you need? SharePoint enterprise search allows you to find documents within seconds. It searches in the contents of thousands of documents and returns results in matter of seconds..
Get notified when document changes
Receive email notifications if document of interest changes or if new document is added
Integration with all Office products
Access all functionality for workflows, versions, metadata right from familiar interface of the Microsoft office products.
Take documents offline and synchronize changes
Take documents on your laptop, edit them at home, and later synchronize them back with the central document repository.
Information Protection and Compliance
Rights Management Solutions provide the following additional benefits for SharePoint document management:
- Preventing almost all internal and external leaks of confidential information;
- Increased level of security by enforcing document security rights in Word, Excel and Outlook;
- Showing you who and when has opened the documents;
- Enforcing expiration so you don’t make wrong decisions based on old or incorrect information.
To learn more about Information protection: Click here
Abilitics brings enterprise document approval functionality to the free version of SharePoint Services!
Types of approval processes:
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Type
|
Description
|
|
Serial Multi-level Approval Processes
|
After
the first person has approved the document, then next one will receive an
approval task. The document is approved after all of the people have approved
the document.
|
|
Parallel Approval
|
All people simultaneously receive tasks to approve the document.
|
|
Parallel Majority Approvals
|
Document is considered approved it the majority of people(ex: 3 out of 5) have
approved it.
|
|
Approvals based on groups
(group approvals)
|
Approval
is assigned to a group of people (ex: accounting, senior management). Member
of the group with claim ownership of the task and perform the approval.
|
|
Organization chart approval
|
Depending on who issues the approval request, the sequence of approvers is determined
by the company’s organization structure.
|
|
Correctable approval
|
The approver might decide to return the document for correction back to the person who
owns or who has created it.
|
Different types of document approval can be combined to form one sophisticated approval process, which compiles with your company business processes.
Additional Features:
- Notifications and Reminders
When approver has new task, he is notified additionally by email or instant message. If approver has not completed the task in specified days, reminder email could be sent.
- History information
Historic information at every stage in the approval process to answer the following questions: who started the approval process and when; who are the people approved the document; when the document was approved;
- Document read-only status
The document is in read-only state while in approval or while it is approved or rejected. Once approved, new edits will require the document to be approved again.
- On-behalf of functionality and Out-of-office scenario
Ability to send approval requests on behalf of another person. If the manager is currently not in the office, another manager can be notified and can complete the approval task.
- Rule-based Approval Amount Routing
Automatic decisions whether the document has to be approved by upper management or who should approve the document, based on:
- purchase amount if document is purchase request
- client if the document is an offer.
- Approval process with digital signature
The approval process can require a digital signature to be applied in order to further verify the integrity of the approval. The process continues only after correct verification of authenticity of the signature.