Total View


TOTAL VIEW: DOCUMENT VIEW
 Document View gives users access to documents and "unstructured" data related to their clients. It acts as a document vault where documents are connected to clients and/or organisations.

Documents as Data
Document View treats documents as data, which means that you can record other information alongside it to better classify it for searching or simply to add more detail not available in the document itself. In fact you can even configure just what information you want to record about documents.

By Client or Organisation
When a document is uploaded to the vault you can associate it with any number of clients and/or organisations. This means that you need only hold one copy of a document for it to be linked to all those clients and organisations necessary. If a new version is uploaded, all clients and organisations are automatically associated with the correct version.

Uploading to the Vault
Documents can be uploaded to the vault in several different and convenient ways:
  • By locating it on your PC and uploading it directly
  • From Microsoft Word, saving the document to the vault
  • From Microsoft Outlook, saving the email to the vault
  • From Windows Explore, using the right-click menu to "Send To" the vault
  • By scanning it at a scanner connected to your PC
    In each case the user can enter all the necessary information about the document to be able to locate it easily, including which clients and/or organisations it is associated with.

    Mass Scanning
    An optional feature connects Document View to mass scanners, enabling rapid scanning of bulk documents. The users simply registers the document with the system (so all user know of its presence even before it has been scanned) and prints a prepared cover sheet. The cover sheet is added to the document and placed in the scanner.
    When the scanner processes the document it is matched up to its details in the Document View database and made available immediately.

    Digital Pen Capture
    Images from digital pen capture may be uploaded into Document View’s Document Loader pool to be picked up and added to the vault automatically. This feature may be used for any externally created document that needs to be sent remotely to the vault.

    Monitoring Uploads and Scans
    Both users and the system administrator can monitor outstanding uploads and rejected documents and take action.
    For example, if a user has registered a document but not placed it in the mass scanner, the system can report on this and the system administrator can email the user to remind them. Another example is where the mass scanner has been unable to scan a document accurately and rejected the file. The system administrator is able to locate the file and re-upload it through a different method, or simply re-submit it for mass scanning.

    Document Tree
    A key feature of Document View is that documents are treated as data, not just files in folders. However, a folder structure is a good and trusted way to view documents and document can be viewed that way. The system administrator is able to configure the hierarchy of "folders" that suits best. The user then simply drills down through the levels to locate documents. For example, it might be by document type, then language then the month it was uploaded.
    It’s worth noting that the client or organisation are not required in this structure as the user can search for documents directly for specific clients and organisations at any time.

    Secure Documents
    Sometimes a specific document requires special security. Subject to their won security level, a user can set the access level of a document by selecting valid teams from the organisation chart. In addition (or instead) a document can be assigned a list of specific user who may see it and specific users who may not.
    The user can also stipulate that all future associations of a document with their client are to be secured from view.
    These are useful when securing sensitive documents or isolating documents in the case of an enquiry.

    Versions
    Document View manages the addition of new versions of a document, ensuring that only one user at a time can update a document. Previous versions of a document are retained as a full history.
    Facilities are also provided to created or upload other editions of a document, such as court editions or redacted versions for freedom of information requests.

    Viewers Log
    All views of every document are logged and audited. The log records that the user has viewed information about a document and whether they downloaded a copy to view or print it.
    • SEE ALSO
    ORGANISATION VIEW
    Organisation View is a single point of reference to information about organisations of interest, such as care homes.

    RECORDS
    Records View manages paper records and archives held in record stores and in informal stores and cupboards throughout the authority.

    CLIENT VIEW
    Client View is the heart of Total View. It’s where everything about a client can be found.

    TASKS
    Share and discuss tasks relating to your client, documents or anything at all.
    ©2009 Fibonacci Ltd. All Rights Reserved. All trademarks recognised.