Summary of Document ONE's features

Capture Documents

Capture wide range of file types

From MS-Office documents to graphic files, Adobe PDF files, HTML & XML files, etc.

Store multiple files per document

Store multiple files (e.g. an Excel spreadsheet, two Word documents and a tif file) in a single document.

Import files

Import any existing files or documents from a local or shared drive by clicking a button.

Manage paper documents

Register paper documents and manage them together with your electronic documents.

Scan hard copy documents

Scan hard copy documents in bulk and convert into text via OCR if required.

Assign unique document IDs

Each document is assigned a Document ID that is unique across all document libraries.

Capture Emails

File received emails

File single or multiple emails from your Inbox or a folder directly into a document library.

Send then file emails

File sent emails during the sending process - no need to file separately at a later stage.

Append emails to existing documents in libraries

Append a received or sent email to an existing document in a document library.

Check for duplicates

You will receive a warning message if you attempt to file an email into a library when another user has already filed the same email into that library.

Define default status of filed emails

Define at an organisation level whether the default status for filed emails is 'Completed' or 'In Progress' (useful in correspondence tracking libraries).

Document ONE mail template

Customise your mail file using the Document ONE mail template (provided for each major release of Lotus Notes) or add the Document ONE mail file design elements to your own mail template.

Classify & Categorise

Use classification schemes

Use hierarchical classification schemes to help users decide where to file documents.

Organise by subject or case

Use different numbering structures to reflect the different requirements of subject files and case files.

Record standard metadata

Standard metadata includes fields such as Author, Date Created, Type, Source etc – the available values for fields such as Type, Medium etc are configurable.

Record custom metadata

Define up to 20 custom metadata fields per library. Custom metadata fields can be text, date or keyword lists.

Templates

Maintain templates centrally

Create and maintain templates in a centralised Templates database.

Create default MS-Office templates

Create blank Word, Excel, & Powerpoint templates for use within Document ONE libraries.

Assign templates to libraries

Define which libraries templates should be made available to.

Control access to templates

Control who can create and maintain templates. Also restrict templates so that they are available to only nominated users of a document library, if required.

Create rich text templates or templates based on an application

Create a template which contains rich text only, or which contains one or more files from any application (e.g. Word, Excel, Notepad, Paint, etc) .

Create & Author Documents

Use MS-Office

Automated creation of new Word, Excel & Powerpoint documents plus one click editing - no detaching or re-attaching of files required.

Launch any file

Add any file (e.g. a .txt file, a .bmp file, a .doc file) to a Document ONE document and so long as your users have access to the application that the file requires, they will be able to launch the file for editing without having to separately launch the application first.

Print files

One-step printing of the contents of file attachments in multiple documents - no need to open each document separately.

Author on behalf of

Personal and executive assistants can create documents on behalf of their manager(s).

Prevent other users from editing your document

Prevent other users from editing your documents unless you specifically invite them to.

Manage compound documents

Create and update compound documents (note that all documents must be stored in a single Document ONE document).

Create related documents

Link any document to one or more related documents.

Create cross reference documents

Select any document and create a cross reference to it in another folder (in any library) - the content is stored in the original document only.

Copy documents

Create a copy of any document (in the same folder, another folder, or in another library).

Move documents

Move documents to another folder in the same library, or to a folder in another library.

Create a diary note

Create an entry in your Notes calendar, or a To Do in your Notes To-Do list, to remind yourself to take further action on this document.

Create links to your favourite documents & folders

Drag and drop a link to your favourite documents and/or folders into My Favourites.

Create emails containing links to documents

Create an email and append links to documents in document libraries (for sending to internal users).

Create emails containing the content of documents

Create an email and append the content (i.e. text and/or file attachments) of documents in document libraries (for sending to external users).

Send emails from within document libraries to internal users

Select one or more documents in a library and create an email containing links to those documents (for sending to internal users).

Send emails from within document libraries to external users

Select one or more documents in a library and create an email containing the content (i.e. text and/or file attachments) of those documents (for sending to external users).

Use Workflow

Assign for draft

Assign for the preparation of a draft response (you can optionally allow the assigned user to re-assign the document to another user).

Assign for direct action

Assign for direct action (i.e. you will have no further input into this document).

Assign for information only

Assign for Information Only (the document will not be put into workflow but the details of who you assigned the document to will be recorded).

Assign for review

Assign for formal review (you can choose your reviewers and specify whether they can edit the content of your document or add comments only).

Assign for approval

Assign for formal approval (you can choose from a pre-defined approval profile that specifies who will approve the document, whether or not they can edit the content, etc).

Add, remove or replace

Add, remove or replace assignees or reviewers.

Cancel the workflow

Cancel the workflow process entirely - all previous transactions and comments will still be recorded in the workflow history.

Assign to internal & external users

Assign documents to internal or external users (internal users receive links to the documents whereas external users receive the file attachments contained in the documents).

View documents in workflow

View assigned documents in the Assigned view under the name of the person(s) they were assigned to.

Receive notifications by email

Be notified by email when a document has been assigned to you; when you haven't completed your assignment by the due date; or when someone you have assigned a document to hasn't completed their assignment by the due date.

Retain permanent record of the workflow process

Each step of the workflow process is permanently recorded in the document (including all comments made by users).

Delegate to other users

Delegate your responsibilities to another user - the workflow history will record that they acted on your behalf.

Track Correspondence

Handle emails & paper

Manage emails and paper documents in the same process.

Scan paper documents

Scan paper documents and store correspondent's addresses in document libraries along with the scanned copy of the correspondence.

Use mail merges to generate acknowledgement letters & replies

Merge the correspondence documents in a document library with an MS-Word mail merge template to produce form letters.

Store acknowledgement letters & replies with the original correspondence

Attach a copy of each acknowledgement or reply letter with the original correspondence in Document ONE with a single click of a button.

Use workflow to track action

Assign correspondence to internal or external users for direct action or the preparation of a direct response.

Search & Retrieve

Search across libraries

Search within a document library or across multiple libraries.

Search metadata

Search on standard metadata (e.g. Author, Date Created) and on custom metadata (within a single library only).

Search text

Full-text searching - search for text in file attachments (e.g. .doc & .xls files).

Use boolean operators

Use ‘and’, ‘or’ and ‘not’ when specifying search criteria.

Use wildcards

Use wildcards (e.g. ‘*’) when specifying search criteria.

Re-use search criteria

Save search criteria for re-use.

Order your search results

Define the order in which search results will be displayed.

Search documents & folders

Search for folders as well as documents.

Interface with external search engines

Export document metadata in XML format into a relational database where it can be accessed by an external search engine.

Control Access

Control access to document libraries

Define which users have access to each document library, and what that level of access is.

Control access using roles

Use roles to define control which functions users can perform.

Restrict access to folders

Restrict folders so that they (and the documents they contain) can be viewed by authorised users only.

Restrict access to documents

Restrict documents so that they can be viewed by authorised user(s) only.

Control edit access

Restrict the ability to edit a document to authorised user(s) only.

Manage Document Life-Cycles

Record status of documents

Record the status of a document throughout its life-cycle, from ‘In Progress’ to ‘Completed’.

Record publication state of documents

Record the publication state of a document throughout its lifecycle using organisation-specific keywords.

Check documents in & out

Check a document containing a file attachment out to a new email or to a hard drive.

Prevent updating of documents

Documents can not be updated at certain stages of their life-cycle, e.g. during an approval workflow, or after they have been completed.

Archive documents

Move documents into archive libraries where they can be referenced but not updated.

Control Versions

Create revisions

Create a revision of any document to save a snap-shot of it at a point in time. Revisions can be read but not edited.

Create versions

Create a new version of any completed document. Previous versions can be read but not edited.

See next & previous versions

All versions of a document contain a link to the previous and/or next version of that document.

Update version numbers

Edit the default version numbers if required.

Manage Folders

Create folders

Folders are the containers that hold documents. Folders can be electronic or physical; if physical, they are the equivalent of a physical file.

Allow users to create temporary folders

Enable authorised users to create temporary folders for storing documents. Temporary folders have to be subsequently ratified by the Library Manager.

Create related folders

Link any folder to one or more related folders.

Specify retention codes

Add retention codes to folders to flag how long the information that the folder contains should be retained for.

Nominate favourite folders

Users can nominate the folders that they use most often as Favourite Folders.

Use barcoding

Create barcode labels for physical folders to speed up issuing & return.

Track folder movements

Track the movement of physical folders both within your organisation and between your organisation and external parties (e.g. off-site records storage).

Manage user requests for folders

User requests for folders are placed in the Folder Movements database where records staff can see a list of all new requests, grouped according to the location of the folder (i.e. on-site or off-site).

Create new parts

Create new parts for folders.