Documents Management

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:

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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.

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.

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?

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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.

Abilitics brings enterprise document approval functionality to the free version of SharePoint Services!

Types of approval processes:

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.

Stage	Action
Installation	Install and configure SharePoint Services for document management;
Plan document management	Perform capacity planning, security planning, access planning, disaster recovery planning;
Process Definition	Define document approval processes;
Configuration Search	Configure enterprise search for the document content;
Development Forms	Implement word & excel forms with InfoPath, Forms Services and Excel Services;
Development Workflows	Implement document approval process with SharePoint designer and workflows;
Configuration of document management	Manage document templates, versions, check in policies;
Document migration	Migration of your current documents to SharePoint;
Integration with RMS	Integrate document management solution with Rights management services (RMS);
Integration with PKI	Integrate document management public key infrastructure (PKI) for digital signatures;
Development	Develop custom components in order to meet your requirements;
Deployment	Deploy the solution in production environment;
Documentation and Training	Usage and administration guides. Business users and administration training.