SOFTWARE PRESENTATIONSOFTWARE PRESENTATION

ODMSODMS(OPEN SOURCE DOCUMENT MANAGEMENT SYSTEM)(OPEN SOURCE DOCUMENT MANAGEMENT SYSTEM)

Please take a few moments to review the following slides. Please take a few moments to review the following slides.

You will see a browser based application that represents the best value in document You will see a browser based application that represents the best value in document processing and document management for intranet and extranet deployment.processing and document management for intranet and extranet deployment.

Features include:Features include:

Unlimited UsersUnlimited Users Unlimited Folders/ SubFoldersUnlimited Folders/ SubFolders Unlimited Web GroupsUnlimited Web Groups

Access Auditing, Check In/Out, Version Control, Document Workflow, Retention Access Auditing, Check In/Out, Version Control, Document Workflow, Retention Management, Mass Import, Mass Capture, Task Management, Calendaring, 1 or 10X Management, Mass Import, Mass Capture, Task Management, Calendaring, 1 or 10X Upload, Folder Search, Index Search, Full Content Search, External Database Search.Upload, Folder Search, Index Search, Full Content Search, External Database Search.

optional AUTOMATED CAPTURE module-OCR, Bar codes, OMR, Form Recognition.optional AUTOMATED CAPTURE module-OCR, Bar codes, OMR, Form Recognition.

Depress the “space bar” or single “mouse click” to advance to the next slide.Depress the “space bar” or single “mouse click” to advance to the next slide.

Thank you for your interest.Thank you for your interest.

INTRODUCTIONINTRODUCTION

This web based application has robust functions, but is VERY easy to use. The This web based application has robust functions, but is VERY easy to use. The installation literally takes minutes. It is installed on the popular “xampp” platform installation literally takes minutes. It is installed on the popular “xampp” platform which includes “free” Apache and MySQL (as well as other free web based products).which includes “free” Apache and MySQL (as well as other free web based products).

Web groups (projects) are used to define document types, permissions, categories, Web groups (projects) are used to define document types, permissions, categories, departments, projects, sections, etc. An unlimited number of web groups may be departments, projects, sections, etc. An unlimited number of web groups may be created. Each web group may be configured to add or remove functionality for that web created. Each web group may be configured to add or remove functionality for that web group.group.

An unlimited number of folders and subfolders may be created within a web group. An unlimited number of folders and subfolders may be created within a web group. Permissions may be granted by an unlimited number of user groups or individual users Permissions may be granted by an unlimited number of user groups or individual users to the folder/subfolder level.to the folder/subfolder level.

The powerful, stable MySQL database engine provides the speed and reliability required The powerful, stable MySQL database engine provides the speed and reliability required to maintain a large Repository of files. Virtually any file type may be used.to maintain a large Repository of files. Virtually any file type may be used.

Customers requiring AUTOMATION to publish to the Repository may purchase the Customers requiring AUTOMATION to publish to the Repository may purchase the optional low cost, full featured CAPTURE plus software.optional low cost, full featured CAPTURE plus software.

LOGINLOGIN

A user login allows an administrator to establish security levels, A user login allows an administrator to establish security levels, access rights and user privileges. access rights and user privileges.

MY DESKTOPMY DESKTOP

MYDESKTOP-MYDESKTOP- Unique for each web group. User configurable. Functions Unique for each web group. User configurable. Functions include: Document Workflow, Task Management, Calendaring, Newest include: Document Workflow, Task Management, Calendaring, Newest Library Files, Bulletin Board.Library Files, Bulletin Board.

Document WorkflowDocument Workflow A workflow can be associated manually to any file. Email A workflow can be associated manually to any file. Email

notifications may be sent to “assigned by” and/or “assigned to”. notifications may be sent to “assigned by” and/or “assigned to”. A workflow database manages all data associated with the A workflow database manages all data associated with the workflow as the business process is completed. Database workflow as the business process is completed. Database searches and a Gantt chart of pending workflows is available.searches and a Gantt chart of pending workflows is available.

Workflows can be automatically triggered by configuring a Workflows can be automatically triggered by configuring a workflow associated with a folder.workflow associated with a folder.

TASK MANAGEMENTTASK MANAGEMENT

A user may enter a non-document related TASK (with related data) A user may enter a non-document related TASK (with related data) so that all members of the web group (project) can VIEW the so that all members of the web group (project) can VIEW the status of assigned tasks. A Gantt chart will be displayed. status of assigned tasks. A Gantt chart will be displayed.

SCHEDULINGSCHEDULING

A user can schedule an EVENT into the calendar so that all A user can schedule an EVENT into the calendar so that all members of the web group (project) can view all the scheduled members of the web group (project) can view all the scheduled events.events.

NEWEST LIBRARY FILESNEWEST LIBRARY FILES

All authorized members of the web group (project) can VIEW from My All authorized members of the web group (project) can VIEW from My Desktop the latest files that have been added to the site.Desktop the latest files that have been added to the site.

BULLETIN BOARDBULLETIN BOARD

Announcements can be entered that can seen by all authorized users Announcements can be entered that can seen by all authorized users of that web group (project).of that web group (project).

UNLIMITED WEB GROUPSUNLIMITED WEB GROUPS

The root administrator can create an unlimited number of web The root administrator can create an unlimited number of web groups (projects). Each web group (project) can be customized groups (projects). Each web group (project) can be customized and a unique security protocol can be applied. and a unique security protocol can be applied.

Retention ManagementRetention Management

Each Web Group may be configured to have a “fixed” document Each Web Group may be configured to have a “fixed” document deletion date (purge function) or a “floating” deletion date based deletion date (purge function) or a “floating” deletion date based upon the number of days from uploading.upon the number of days from uploading.

Files are archived to a user defined Windows path.Files are archived to a user defined Windows path.

LIBRARYLIBRARY

The Library is the file storage area. Each web group (project) has The Library is the file storage area. Each web group (project) has a unique Library. An unlimited number of folders and subfolders a unique Library. An unlimited number of folders and subfolders can be created to assist in the organization of files.can be created to assist in the organization of files.

FOLDER OPTIONSFOLDER OPTIONS

Each folder, within the Library, has options that may be applied. Each folder, within the Library, has options that may be applied. They include upload 1 file, 10 files or mass upload, create a new They include upload 1 file, 10 files or mass upload, create a new sub folder, change/rename the permissions of the folder, delete sub folder, change/rename the permissions of the folder, delete the folder, move folder to another location, transfer folder to the folder, move folder to another location, transfer folder to another web group, perform Mass Import/Capture and create a another web group, perform Mass Import/Capture and create a Workflow.Workflow.

DRAG and DROPDRAG and DROP

It is easy to move files from one folder to another (if the user has It is easy to move files from one folder to another (if the user has permission). The shift and ctrl key are active for selecting file (s). permission). The shift and ctrl key are active for selecting file (s). In the example below, the files were selected (highlighted) with In the example below, the files were selected (highlighted) with the ctrl key. Selected files can be dragged with the mouse to the the ctrl key. Selected files can be dragged with the mouse to the NEW FOLDER. Advance to the next slide to see the result.NEW FOLDER. Advance to the next slide to see the result.

DRAG and DROP part twoDRAG and DROP part two

The files are now in the NEW FOLDER. The audit trail records the The files are now in the NEW FOLDER. The audit trail records the history of the movement by file.history of the movement by file.

FILE OPTIONSFILE OPTIONS

Each file, within the Library, has options that may be applied (if Each file, within the Library, has options that may be applied (if the user has permission). They include download (open or save), the user has permission). They include download (open or save), edit index properties, delete, append new pdf pages, checkout/in, edit index properties, delete, append new pdf pages, checkout/in, replace with new version, send email alerts, view access log, view replace with new version, send email alerts, view access log, view version history, add notes, send email, add workflow .version history, add notes, send email, add workflow .

ACCESS HISTORYACCESS HISTORY

Each file maintains an audit trail of access by users. Each file maintains an audit trail of access by users.

The log shows when and who accessed the file.The log shows when and who accessed the file.

VERSION HISTORYVERSION HISTORY

Each file maintains a history of movement and revision showing who, what Each file maintains a history of movement and revision showing who, what and when.and when.

ADD Notes to a fileADD Notes to a file Notes may be attached to any file within the REPOSITORY. The Notes may be attached to any file within the REPOSITORY. The

words within the NOTE may be searched using Index search to find words within the NOTE may be searched using Index search to find the file.the file.

Append PDFAppend PDF A file option is Append PDF. Select Append PDF to append new A file option is Append PDF. Select Append PDF to append new

pages to a PDF file stored in the Repository. Browse to the PDF pages to a PDF file stored in the Repository. Browse to the PDF file containing the new pages.file containing the new pages.

Mass Capture (before)Mass Capture (before) The screenshot below shows DMSweb The screenshot below shows DMSweb beforebefore running the Mass Capture running the Mass Capture

script. The script can be performed manually or based upon Windows script. The script can be performed manually or based upon Windows Scheduler. Scheduler.

The script performs the following functions:The script performs the following functions: * manual or automatic navigation to a server Windows folder structure.* manual or automatic navigation to a server Windows folder structure. * dynamic creation of folders and subfolders and import of files in * dynamic creation of folders and subfolders and import of files in

DMSweb.DMSweb. * mapping of PDF metadata to DMSweb database for easy retrieval.* mapping of PDF metadata to DMSweb database for easy retrieval. * maintains Windows folder structure, but removes Windows files.* maintains Windows folder structure, but removes Windows files.

Mass Capture (Windows folders)Mass Capture (Windows folders)

Screenshot below shows the Windows folder structure to be Screenshot below shows the Windows folder structure to be imported into DMSweb.imported into DMSweb.

Mass Capture (after)Mass Capture (after) Screenshot below shows DMSweb after running the Mass Capture Screenshot below shows DMSweb after running the Mass Capture

script. A folders, subfolders and files have been dynamically script. A folders, subfolders and files have been dynamically created. PDF metadata has been mapped to DMS database.created. PDF metadata has been mapped to DMS database.

FOLDER SEARCHFOLDER SEARCH This powerful option can be used to very efficiently navigate to the desired This powerful option can be used to very efficiently navigate to the desired

folder or subfolder. The user may enter an exact word or partial string of folder or subfolder. The user may enter an exact word or partial string of characters contained with the folder or subfolder. The software will display characters contained with the folder or subfolder. The software will display all folder and subfolders containing the data entered. When the user all folder and subfolders containing the data entered. When the user selects the desired folder, the software exposes the folder tree and files. selects the desired folder, the software exposes the folder tree and files.

INDEX SEARCHINDEX SEARCH

Indexing data may be entered into each file manually or in the Indexing data may be entered into each file manually or in the batch mode using the optional integrated CAPTURE software. The batch mode using the optional integrated CAPTURE software. The SQL based database engine provides efficient retrieval when an SQL based database engine provides efficient retrieval when an exact word, or elements of a word (string), is entered for exact word, or elements of a word (string), is entered for searching. The names of the index properties may be customized searching. The names of the index properties may be customized for each web group (project).for each web group (project).

FULL CONTENT SEARCHFULL CONTENT SEARCH

The following file types can be searched by keyword or wildcard: The following file types can be searched by keyword or wildcard: MS Word, MS Excel, searchable PDF’s and Text. MS Word, MS Excel, searchable PDF’s and Text.

EXTERNAL DATABASE SEARCHEXTERNAL DATABASE SEARCH

A specific document type may not require access history or A specific document type may not require access history or version control. In that case, an external database (MySQL) is version control. In that case, an external database (MySQL) is recommended. Files can be accessed by the client/server retrieval recommended. Files can be accessed by the client/server retrieval application or the web based solution (See below). application or the web based solution (See below).

CONCLUSIONCONCLUSION

Thank you for viewing this Thank you for viewing this presentation. ODMS offers high presentation. ODMS offers high functionality at a very affordable functionality at a very affordable price for an unlimited number of price for an unlimited number of users. users.