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Globodox Document Management Software
- 2. WHAT IS GLOBODOX? GLOBODOXis a document management software suite designed for the Medium to Large business. Is the result of feedback received from our customers around the world. It features an integrated set of tools for scanning, indexing, searching, securing, sharing, auditing and workflow. Is one of the simplest and fastest document management solutions in the market today! GLOBODOX lets you manage your documents exactly how you want to...! ENTERPRISE DOCUMENT MANAGEMENT SOFTWARE
- 3. ADDING DOCUMENTS ENTERPRISE DOCUMENTMANAGEMENT SOFTWARE Drag & Drop File and Folders directly from Windows Explorer Search and Add Files Monitor Multiple Folders to add files Scan & Batch Scan
- 4. ORGANIZING DOCUMENTS ENTERPRISE DOCUMENTMANAGEMENT SOFTWARE Attaching simple text Tags to each document Attaching structured indexing information to each document DocumentTypes Group multiple documents under common indexing information as Stacks Storing them in a simple Folder hierarchy
- 5. HOW SIMPLE CANIT POSSIBLY GET? ENTERPRISE DOCUMENT MANAGEMENT SOFTWARE Create a Folder hierarchy just like in Windows Explorer. Folder hierarchy can be multi level and individual folder/sub-folders can be shared or hidden. High performance because folder hierarchy is backed by a powerful database Add simple text tags to each document (just like you do on web sites like Flickr, Facebook etc..). Quickly find documents which contain the tags you are searching for. Helps you get started with minimal effort. The combination of folders and tags is an extremely powerful document management solution by itself.
- 6. ATTACH STRUCTURED INFORMATIONTO EACH DOCUMENT ENTERPRISE DOCUMENT MANAGEMENT SOFTWARE For a more structured approach you can define Document Types. Choose the pieces of information you want to store for each document type. For e.g. store Invoice No., Invoice Amount with Invoices, store Agreement Date, Agreement Party with Agreements. Helps you quickly create a highly structured repository of your documents. e.g. Quickly find all agreements with Company A which need to be renewed in December 2008.
- 7. GROUP MULTIPLE DOCUMENTSUNDER COMMON INDEXING INFORMATION ENTERPRISE DOCUMENT MANAGEMENT SOFTWARE Documents can be arranged in a Stack. Stacks can have their own indexing information. So, you can search for documents by searching for stack's indexing info. Stack of multiple documents share the same indexing information. For e.g. all documents for a particular client. A CLICK IS ALL IT TAKES Link related documents to each other. For e.g. You are looking at a check and want to take a look at the invoices paid via that check? Similarly you are looking at an invoice and want to look at all the cheques issued against that invoice... again the information is just a click away…
- 8. POWERFUL SEARCH ENTERPRISE DOCUMENTMANAGEMENT SOFTWARE Quick Search Get results on the fly as you type Document Full Text Search Look for words within the document text Advanced Search Combine multiple conditions and create a single advanced search Save Advanced Searches for regular use You can even search for saved searches! Search Folders Easily search for a particular folder
- 9. DRAFT DOCUMENTS ENTERPRISE DOCUMENTMANAGEMENT SOFTWARE Save documents under review as Drafts before you publish them Do documents in your organization or department go through multiple revisions and reviews? Then you can make the edits and save the document in the Draft Mode as a minor version, until it is ready to be published in its next version. E.g. save the document as versions 1.1, 1.2, 1.3 etc. until ready to be published as version 2.0.
- 10. AUTOMATE BUSINESS PROCESS ENTERPRISEDOCUMENT MANAGEMENT SOFTWARE Easily automate business processes and create rule based procedures Create procedures similar to Similar to those used by your organization to do the same task in real life scenarios. Documents can never be lost or misplaced. Documents are always passed on to the right person. Thus, eliminating the chances of sensitive/ confidential data being leaked.
- 11. ACCESS DOCUMENTS FROMANYWHERE ENTERPRISE DOCUMENT MANAGEMENT SOFTWARE Use the web browser to access documents from anywhere With Globodox Web Client you can use a web browser to access your documents and data over your corporate Intranet or even over the Internet.
- 12. SECURITY ENTERPRISE DOCUMENT MANAGEMENTSOFTWARE Roles and Privileges Define Roles for users and set privileges at the top level. Hierarchical Security Groups This security feature ensures that users in a group can only access documents owned by their group and documents of their sub groups. Share, Assign or Restrict Users can control by simply sharing and restricting. Security Labels Create Security Labels to assign custom security to objects. Control Printing and Saving Disallow printing, saving to local machine, emailing by simply denying the Distribute permission for a document. Event Logging / Auditing Log details about user actions like addition and modification with the Event Logging feature.
- 13. SALIENT FEATURES Simple... VerySimple... Globodox offers the familiar “MS Outlook style” user interface. So your users already know how to use it. Globodox offers a Windows based Desktop Client and a browser based Web Client and both clients offer an absolutely identical user interface! So users do not need to learn anything twice... Search Focused We recognize the power of a good search tool in quickly locating your documents. Globodox is built around its powerful search feature. Perform simple or complex searches in seconds. Document Annotation Annotations such as highlight, line, rectangle, ellipse can be added to each document. Notes and bookmarks can be added anywhere in the document and users can directly jump to a bookmark. Redaction helps you hide portions of a document from certain users. Auto Stamp, Auto Publish and Signature You can add a stamp, a signature and even publish a document automatically in Globodox, as part of the workflow designed. This set of activities is particularly helpful for organizations where large teams are split into multiple workgroups. ENTERPRISE DOCUMENT MANAGEMENT SOFTWARE
- 14. SALIENT FEATURES Check-in /Checkout When you edit a document, you can checkout that document so that other users are prevented from modifying the same document, till the time you check-in the document. When a document is checked out, other users will still be able to view the document but they will not be able to modify the document. Versions Create and retain multiple versions of the same document. You can easily access the older version of a document at any time. You can add Version Notes to remember the changes made for the version. Encryption Encrypt your documents using industry standard strong encryption algorithms such AES, Blowfish and Triple-DES. Review Activity in Workflow Globodox gives you the ability to route to your team members, documents you have revised. This means your team members can review the changes made by you and add their comments, if any. It even saves details of who reviewed the document, when and what comments they left. ENTERPRISE DOCUMENT MANAGEMENT SOFTWARE
- 15. SALIENT FEATURES Bar CodeRecognition Powerful bar code recognition features to help in document separation and automatic document indexing. OCR Optional OCR module to recognize and index text from scanned documents. Active Directory Integration Globodox allows the network administrator to import the entire Windows user database into the Globodox so that users do not require separate login information to access Globodox, thereby saving their time daily. ENTERPRISE DOCUMENT MANAGEMENT SOFTWARE
- 16. ADDITIONAL FEATURES Globodox iscompatible with Windows 8 and Windows Server 2012 ENTERPRISE DOCUMENT MANAGEMENT SOFTWARE Simply drag and drop emails from Outlook and Thunderbird. Gobodox can download emails from Gmail, Yahoo mail and any POP3 mail server. So all your important emails are archived in one location. Preview of Word, Excel and Outlook files supported Globodox can be accessed from an android, iphone, ipad and Windows mobile device. So now you can have to access to documents when you are travelling or when you meet your clients. Want to mark the document as Confidential before printing now this is possible in Globodox with the use of the Watermark annotation. Ever wanted to enter the same data for hundreds of documents in one go. This is possible in Globodox with the Batch update of metadata for a multiple documents. Now utilize this saved timed for other productive jobs. No need to click the save button after adding indexing information, Globodox will auto-save the information for you.
- 17. A QUICK GUIDEDTOUR ENTERPRISE DOCUMENT MANAGEMENT SOFTWARE
- 18. Modes of AddingDocuments to Globodox – Either Create once, Scan one or else add from Disk Modes of Adding Documents to Globodox – Either Create once, Scan one or else add from Disk Check-out a document to edit. Document is locked while you edit. Check in and Globodox manages versions Check-out a document to edit. Document is locked while you edit. Check in and Globodox manages versions Route Documents by Email, Fax or else by Workflow that you create Route Documents by Email, Fax or else by Workflow that you create In the default view, you can see the document in it’s original format In the default view, you can see the document in it’s original format This is the annotation bar that lets you manipulate the documents by adding a signature, stamp or highlight, comment to the same. This is the annotation bar that lets you manipulate the documents by adding a signature, stamp or highlight, comment to the same. This is the tab pane that lets you view and add additional information related to the document This is the tab pane that lets you view and add additional information related to the document This is the list of documents that match the nodes selected on the workspace This is the list of documents that match the nodes selected on the workspace This is the workspace which lets you browse and select documents based on folders, rules or else tags This is the workspace which lets you browse and select documents based on folders, rules or else tags
- 19. This is thethumbnail view which you can use to navigate through a longer document This is the thumbnail view which you can use to navigate through a longer document
- 20. Globodox supports youadding sub folders to existing folders. You can also set security labels, export or clone folders Globodox supports you adding sub folders to existing folders. You can also set security labels, export or clone folders
- 21. This pane letsyou modify information about the document, its author, folders and organizations it is related to. Now lets see what the other tabs lead us to This pane lets you modify information about the document, its author, folders and organizations it is related to. Now lets see what the other tabs lead us to Add tags to make your document searchable using them Add tags to make your document searchable using them
- 22. The pages tablets you navigate through the document. You can also add a bookmark to any page in a multi-page document and then navigate directly to the same The pages tab lets you navigate through the document. You can also add a bookmark to any page in a multi-page document and then navigate directly to the same
- 23. The notes tablets you add notes to a document The notes tab lets you add notes to a document
- 24. Globodox automatically tracks andmanages all versions of the same document Globodox automatically tracks and manages all versions of the same document
- 25. Using the EventLog tab you can see how changes were made to each document and by whom. Using the Event Log tab you can see how changes were made to each document and by whom.
- 26. The links tablets you create and view links between this document and other documents or else stacks of documents. The links tab lets you create and view links between this document and other documents or else stacks of documents.
- 27. Stacks let yougroup multiple documents under common indexing information. For e.g. all documents for a particular client. Stacks let you group multiple documents under common indexing information. For e.g. all documents for a particular client.
- 28. Globodox has basicas well as advanced search functionality letting you create a custom rule and get results based on the same. Globodox has basic as well as advanced search functionality letting you create a custom rule and get results based on the same.
- 29. This is thescan window which lets you decide which scanner and scanning profile to use and also document specific settings This is the scan window which lets you decide which scanner and scanning profile to use and also document specific settings
- 30. Among other things,scan settings let you specify use of bar coded separator pages when batch scanning a stack of several multi-page documents. Among other things, scan settings let you specify use of bar coded separator pages when batch scanning a stack of several multi-page documents.
- 31. A view ofthe settings tab. You can see different types of users, set up groups, roles, connected users and security labels. A view of the settings tab. You can see different types of users, set up groups, roles, connected users and security labels.
- 32. An example ofhow you can setup a document type – Invoice containing the invoice number, date, status (paid/ unpaid) etc. An example of how you can setup a document type – Invoice containing the invoice number, date, status (paid/ unpaid) etc.
- 33. You can definedifferent security roles with different levels of access to documents. Users can then be assigned to one or more roles. You can define different security roles with different levels of access to documents. Users can then be assigned to one or more roles.
- 34. You can alsosimply share documents with one or more users . You can also simply share documents with one or more users .
- 35. You can alsorestrict one or more users from viewing a document to which they otherwise have access. You can also restrict one or more users from viewing a document to which they otherwise have access.
- 36. You can savedocuments under review as Drafts before you publish them You can save documents under review as Drafts before you publish them
- 37. You can usea web browser to access your documents and data over your corporate Intranet or even over the Internet. You can use a web browser to access your documents and data over your corporate Intranet or even over the Internet.
- 38. OUR CLIENTS ENTERPRISE DOCUMENTMANAGEMENT SOFTWARE Thermo Shandon Ltd, United Kingdom Translation Bureau, Canada University of Philippines, Philippines Osram, Malaysia Tata Memorial Hospital, India Hutchinson, Sri Lanka Food and Drug Administration, USA Marshal Space Flight Center -NASA, USA Westpac Bank, New Zealand Department of Justice, USA Ministry of Health, Medina, Saudi Arabia Lulu Hypermarket, Bahrain ITP Publications, UAE Department of Immigration, Rwanda Toyota Nigeria Limited, Nigeria
- 39. ABOUT ITAZ TECHNOLOGIES ITAZwas formed in 1999 to develop and market software solutions for information management. Our document management product was launched in January 2001. Over a period our product established itself with customers in over 50 countries including customers such as the US Food & Drug Administration and NASA. Our products are the result of our continuous R&D since 13 years and our desire to build better software solutions for the global marketplace. ENTERPRISE DOCUMENT MANAGEMENT SOFTWARE
- 40. THANK YOU! To download30 day trial version visit www.itaz.com Telephone: 888-959-7249 (Toll Free - US & Canada) +1 650-646-2251 (Outside US) +44 (020) 8133 7349 (UK) +91 22 6702 0098 (India) Email: sales@itaz.com