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PRODUCTS AND SERVICES -> DOCUMENT SOLUTIONS -> DOCUMENT SEARCH AND RETRIEVAL |
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We all have our preferences how to manage our daily work regimes. A document management system has to therefore be flexible enough to allow each user to use TokOpen according to their preferences. This is why the TokOpen desktop has been designed with simplicity, flexibility and ease of use as the primary goals.
When launching TokOpen for the first time, a clean and simple desktop is presented with six easily identifiable buttons located at the top. These support the core functions of a document management system to search and quickly retrieve required documents.
TokOpen's Explore Drawers presents a familiar view of all the drawers, folders and documents you are permitted to access. Searching for folders and documents is simple and yet powerful. The search provides filters and the ability to combine full text searches using TokOpen Indexer. The folder and document index searches ensures employees permitted to access folders and documents are available online, even if they do not know they exist. Those searches that are frequently used can be saved using 'Saved Searches' and quickly run when required. You can automatically run a saved search when launching TokOpen. For example, present my morning post, or all invoices received that need to be authorized, and so on. By linking TokOpen with other systems you can bypass the Desktop and go directly to required folders and documents.
In just the same way as you would manage paper documents that arrive on your desk, TokOpen allows you to replicate and improve existing paper flows and security by scanning these same documents directly from your TokOpen Desktop.
The TokOpen Desktop Design Philosophy
Probably the best analogy to explain our design philosophy is to compare TokOpen's Desktop to a Russian Doll. The more layers you remove, the more precision and detail is presented. TokOpen is no different; the further you drill down into TokOpen, the more functionality and power is presented. Your requirements and the task at hand dictate how you use TokOpen, confident in the knowledge you are working with one of the most powerful document management systems available. This approach allows us to present a clean and simple Desktop that avoids the techno phobic fears common with many systems, while also supporting the characteristic and special document management functions needed to support our daily and long term business functions.
Access Security
Never before has enforcing security been so comprehensive and yet easy to set up and manage.
No longer do you have to compromise document access in order to keep documents and the data they contain secure. TokOpen adds another layer of security that sits above your existing network security by independently managing user access to databases, drawers, folders and documents.
Directly control what users can do with documents or manage group privileges to indirectly control what members of that group are permitted to do within TokOpen.
Improve existing working practices by dynamically filtering group privileges depending upon the drawer being accessed. For example, Sales are permitted to create, email, view and modify documents within their own drawer, whereas within the Invoice Drawer permitted documents, such as invoices, can only be viewed.
Managing your documents
Independently manage different types of documents, such as contracts, personnel records, and invoices according to legislative and business rules. Minimize your network traffic by storing documents in locations where greatest retrieval occurs. Consistently enforce across the company how documents are stored within different drawers.
Save emails, drag files from the Windows desktop into folders, scan paper directly from your workstation. In fact TokOpen allows you centrally to file and manage every different document used within your company.
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Document Management
Document Search