ETCETERA Enterprise Content Management 2018-01-05T22:31:31+00:00

ETCETERA ECM

Enterprise Content Management

Online Browser-Based Document & File Management

ECM is the ETCETERA module for online browser-based document and file management for nearly any purpose.  ECM is a fourth generation, mature, highly customizable product that replaces ScerIS DMS with new features, the elimination of a windows client, scanning in the browser at full rated speed, and the ability to store and access over 300 file types through a Scalable Vector Graphics (SVG) viewer supporting HTML5 and access on mobile devices.

ECM is a technology platform used to organize, acquire, catalog, and access documents and files of all types.  Applications configured in ECM are customer-managed and organized in document classes that are defined by the client.

ECM makes content acquisition and access easy.  Users access content acquired from different sources seamlessly within the application, and through content enabled EPM and seamlessly connecting other applications (such as the corporate ERP).  All of this is accomplished in three simple stages .

The User Experience – Keeping it as Simple as 1 – 2 – 3

1

Capture

ETCETERA Enterprise Content Management - Capture

2

Index

ETCETERA Enterprise Content Management - Index

3

Access

ETCETERA Enterprise Content Management - Content

1. Capture

Acquiring documents is performed in a number of ways including scanning, importing and automated methods that import indexed documents and print files from external sources.

Scan Capture is performed in the browser.

ETCETERA Enterprise Content Management - Scan Capture

  1. Clearly displays the folder name. Batch names are automatically created.  If using the batch name as a control or an index value, simply key over the default name assigned by the system.
  2. Select your scanner.  Actions available include Scanner Setup, Barcode Setup, Resume scanning, Scan to Append, Scan to Insert Before, Scan to Insert After, Delete the Batch and Release the Batch to Indexing.
  3. Shows the image during scanning and offers actions for zooming, rotating and resizing the image.
  4. Shows the images associated with each document.  To Insert images, select the image to insert a new image before or after.
  5. Identify how the documents will be separated.

Import Capture is a simple “drag and drop” process from the desktop to the “DROP ZONE” or directly to the appropriate folder.  Drag and drop one or many files at a time.

ETCETERA Enterprise Content Management - Import Capture

  1. List of Folder Collections
  2. Drop Zone
  3. Folders

Automated Capture is performed by EPM AutoRUN, which is configured to automatically process image files, native files and print files as well as preprocess files prior to storage.

2. Index

Indexes are configured specific to each Folder (document class).  Indexing automation is provided with bar code recognition, data source lookups, data backfills, ODBC joins and other data synchronizations.  The user simply adds the index values needed to identify the document for later access.

ETCETERA Enterprise Content Management - Index 2

  1. Enter indexing values.  Select “Keep Values” to bring index values forward to other documents in the same batch.
  2. Viewer shows over 300 file formats converted to Scalable Vector Graphic and images as JPEGs, and provides easy navigation throughout the document.
  3. Document Manager provides a view to all images in the batch.  Show All Index Sets provides a view to all index sets for all documents in the batch.  Commit stores the documents and index sets in the system.
  4. Labeling shows the Folder in which the work is getting performed.

Hot Keys are used for quick QWERTY navigation, without the need to use a mouse.

ECM supports Multi-Value and Multi-Level indexing and ties the indexes to the page in the document providing direct access to pages in the document based on search criteria.

3. Access

The user’s Homepage is comprised of Folder Collections and Folders.  Search criteria is displayed for the Folder Collection or Folder(s) selected for retrievals.

Folder Collections are comprised of My Favorites and Public Collections.  Users easily define and organize Folders frequently accessed in My Favorites.  Public Collections are managed by system administrators.  Users only see the Folder Collections and Folders to which they have access privileges.

Select the Folder Collection or Folder(s) from which the search will be conducted and the available indexes are presented for searching.

Access to stored documents is made simple with both Standard and Advanced query interfaces.  The result of a search produces a Search Results list of all documents whose index values match those in the query.  Search Results can be presented in a Standard presentation or a Tabbed presentation where documents are automatically associate with the tab.

Print Files can be further searched using the Text Searching function.

ETCETERA Enterprise Content Management - Access 1

  1. Shows the name of the Folder or Collection that is searched.
  2. List of searchable indexes for the Folder or Collection selected.  The user can drag the index to any position, and the index order is memorized for the user.  Queries can be based on exact matches, wild cards and ranges of values (<,>,>=,<= or between).  A calendar control provides a visualization of months, weeks and days.  Indexes are selected or omitted from the Search Results display.
  3. The order of indexes selected for display can be set by the user.  This order is memorized for the user.
  4. Search to retrieve all documents matching the search criteria.  Or just get a count of records that match the search criteria.  Select Advanced Search to create, save or recall a saved Advanced Search.  Advanced Search provides the user with configurable Boolean logic search queries.  As with the Standard search query, the user can select fields that they want presented in the search results even though they were not a part of the query.

The results are displayed in either a Standard Search Results or Tabbed Search Results presentation.  Select one or many documents for viewing from this list.

Search Results – Standard Presentation

ETCETERA Enterprise Content Management - Search Standard

  1. Display of records matching the Search Criteria.  Columns in this grid are organized as the user determined in their Search.  Drag columns to the position desired.  Input alpha or numeric characters in the Filter field to filter the Search Results list.
  2. Actions provided are based on the user’s permissions.  View a single document, or select many records and view all with the Open Documents in section 3.
  3. Actions available include setting security for records selected (Set Record Class), view all records selected (Open Document[s]), Delete Records(s), download search results for viewing or use in Excel or other viewers (Download Search Results) and package selected records and related documents to export and make documents mobile (Pack and Go).

Search Results – Tabbed Presentation

ETCETERA Enterprise Content Management - Search Tabbed

  1. Tabs associated with the Folder or Collection are displayed, and documents are automatically associated with their corresponding Tab.
  2. Color coded tabs align with the color displayed behind the Search Results.
  3. Display of records matching the Search Criteria.  Columns in this grid are organized as the user determined in their Search.  Drag columns to the position desired.  Input alpha or numeric characters in the Filter field to filter the Search Results list.
  4. Actions provided are based on the user’s permissions.  View a single document, or select many records and view all with the Open Documents in section 5.
  5. Actions available include setting security for records selected (Set Record Class), view all records selected (Open Document[s]), Delete Records(s), download search results for viewing or use in Excel or other viewers (Download Search Results) and package selected records and related documents to export and make documents mobile (Pack and Go).

Over 300 file formats are rendered as a Scalable Vector Graphic (SVG) and images files are presented as PNG images in the document viewer.

ETCETERA Enterprise Content Management - Document Viewer

  1. The document is presented in the viewer, which is available in the browser and on mobile devices.
  2. Thumbnails are presented of the pages in the document.  For emails with attachments, the attachments are listed in this panel and when selected are presented in the view.
  3. The user can easily navigate between pages in a document using page flippers or insert page number.
  4. The user can easily navigate between documents using document flippers, or select the document number in the list provided.
  5. The user can add a private or public note.

Release of Information

Some environments require documenting the Release of Information (ROI).  ROI is configured by Folder and can include preconfigured reasons and require the user to complete information prior to printing, faxing or downloading documents.

Restricting Access

Security can be applied to Folders, Documents, Notes and Folder Collections.  Additionally, security applied to documents can be automated based on an index value.  Any Folder, Document, Note or Folder Collection that is not accessible by a user is not displayed for the user and they are unaware of its existence.

Accessing Audit Reports

Numerous Audit Reports are preconfigured and available.  Additionally, using Microsoft Analysis Services and Reporting Services (or Crystal Reports or another Report Writer), custom reports are easily deployed.  Preconfigured reports include:

  • Queries in a Folder
  • Document Views in a Folder
  • Document Commits in a Folder
  • Search Results Viewed
  • Records Deleted
  • Prints, Exports and Emailed Documents of a Folder
  • Changed Indexes Report
  • Changed Record Classes Report
  • Documents Prepped
  • Documents Scanned
  • Documents Indexed

Setting Up User Permissions

User security and permissions are managed in EPM Authorization Services (AUTH).  The AUTH architecture provides a very granular authorization security schema where security definitions are comprised of Objects, Access Conditions, Resources, Actions, Permissions, Groups, and Users.  AUTH is integrated to Active Directories for Single Sign-On and also provides for ScerIS Named Users. ScerIS software products sense Windows authentication in permitting access to applications and in determining other user specific privileges.

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