Features

Document Organization

The ISOSYSTEM settings centrally manage company-defined fields ensuring that documents are classified and identified in a meaningful way when added or checked into the system by end users. These metadata fields are created and associated with different types of documents. Metadata fields can be of various types including text, date, numeric, currency, checkbox (yes/no), pick lists (local list or retrieved from an external 3rd party database).

Document identification control allows Administrators to quickly define and build unique document numbering standards for different types of documents. Document identification convention can be built with a predefined prefix, or suffix, and can include any metadata index field as defined for the document type. Field Masking allows for the strict control of formatting of exactly how the document will be named and how many characters will be shown.

ISOSYSTEM enables to seamlessly use Microsoft Office documents (Word, Excel, PowerPoint, Visio and Outlook) and other WebDAV compliant desktop tools to create documents directly from desktop applications. Users can drag and drop files from Windows Explorer directly into the unified repository.

ISOSYSTEM PDF Creation Engine optionally provides automatic conversion of popular document formats to PDF without having to have PDF creation tools on their desktop system.

ISOSYSTEM controls access to documents and data at any or all of the five different security levels - System, Database, Record, Field and Document. Permissions can be assigned to individual users or to different groups of users.

ISOSYSTEM maintains an extensive audit trail of all document activity, essential for regulatory compliance. It tracks automatically all user interactions with documents, including document creations/views/edits/approvals/deletes and much more. Information captured for each log entry includes document action, document version, user, date/time and document changes.

Distribute, Search and Access

Users can easily build their own search queries using company defined fields, system users, document type, creation/modified dates, document approval status, document version, document number and any other metadata. All searches can be saved, reused, and shared with others in the workgroup. Users can only search for and find documents they are authorized to access.
The powerful Full Text Search Engine allows users to search the contents of files (including PDF, Office, Zip and many more) for specific words and phrases.

Navigation Views make it possible to hierarchically organize documents according to any metadata combination. Users can quickly view a listing of all parent or child document relationships with a document.

The compare feature displays both the old and new versions of CAD vector or raster documents so you can visually verify that all changes have been made correctly.

Users can email documents directly to team members, partners, suppliers, or customers.

Authorized users can distribute and email documents directly to team members, partners, suppliers, or customers.

ISOSYSTEM automates document distribution process allowing authorized users to register and email documents directly from/to team members, partners, suppliers, or customers. A permanent record of all distribution tasks is maintained for each version of each document.

Workflow and Change Management

ISOSYSTEM automates document management processes, such as document change requests and document review and approval processes, to ensure that they are carried out accurately and efficiently.

ISOSYSTEM automatically routes documents to multiple authors, reviewers and approvers before being ready for general distribution. It also provides the ability to quickly create pre-defined document workflow templates in accordance with business processes.

Users can easily view their tasks, a description of the work to be done, who assigned the task and when it needs to be completed. Document tasks are submitted to users via email notifications and inbox assignments.

The electronic markup and annotation tools available in ISOSYSTEM make it easy to communicate review and approval changes that need to be made to a document. Using the toolbar users can electronically markup more than 20 supported document types, including Autocad, Word, Excel, images, etc.

A permanent record of all workflow activities is maintained for each version of each document that has been involved in a workflow. Users with appropriate access can track these documents and their current statuses filtered by initiator, activity, status, start date, due dates, document type and more.

When new documents are issued, employees must electronically sign-off to acknowledge that they have read the new information. Association of compliance documentation with job descriptions ensures that relevant documents are identified for new employees automatically. Any changes to documents that warrant new training will automatically invoke training tasks.

Scanning and Capture

ISOSYSTEM accelerates business processes by scanning paper documents, converting them into accurate, retrievable information, and delivering it into the central database. It can capture any type of document and extract any type of information including barcodes and form field contents.

ISOSYSTEM delivers many features for image display and enhancement, including zoom, rotation, deskew, despeckle (noise reduction), line removal, smoothing, scale-to-gray conversion and others.

ISOSYSTEM automates multi-step imaging processing and document conversions. Barcode, blank pages, page count and patchcode recognition can be used to automatically separate a stack of pages into individual documents batches.

With its Optical Character Recognition feature ISOSYSTEM can convert images into metadata fields and text documents that are instantly searchable by Full Text Search engine. It can use metadata captured when scanning documents to lookup additional metadata values from an external database.

Integration

ISOSYSTEM includes a full Web Services API, which allows development teams to connect in-house or third-party software applications to ISOSYSTEM, including ERP packages (e.g. SAP), CRM, Financial, Procurement systems and corporate portals. It enables functions such as view documents, search for documents, upload new documents, data exchange with great ease.

The Optional SharePoint Connector supports seamless integration of ISOSYSTEM within SharePoint – without the need for custom development. Users can access ISOSYSTEM's functions and documents via the Microsoft SharePoint interface on corporate intranets and extranets. It leverages Microsoft SharePoint investment for added document management, records management, document imaging, workflow and collaboration capabilities.