Document Management Software Features

Access the Repository from Multiple User Interfaces

KnowledgeTree is accessible from:

• Web Browsers
• Microsoft® Windows® desktop
• Microsoft® Office® applications
• Third-party WebDAV clients

KnowledgeTree provides:

• an easy-to-use Web interface, accessible from modern versions of Mozilla Firefox, Apple Safari and Microsoft Internet Explorer.
• drag and drop access to the document repository, from the Microsoft Windows desktop.
• access to the document repository – through Microsoft Office toolbars and menus – from within Microsoft Office applications.
• the ability to persist Microsoft Outlook email messages and email attachments to the document repository.
• Office 2007 support for both client and server.

Document Creation and Collaboration

• Documents are stored on a Web-based, intranet/extranet platform, which promotes collaboration.
• Tagging and Tag Clouds allow you to share documents with colleagues, and let them know what other people are working on.
• Publish document and folder changes via RSS, and view RSS feeds on KnowledgeTree’s AJAX Dashboard.
• Use the built-in discussion forums to discuss documents with colleagues.
• Email documents securely to colleagues from within the repository.

Manage the User Experience

• A customizable Dashboard allows display of subscriptions, pending documents, checked-out documents, quick links, and more.
• Easily create and manage your own system Help content, from within the DMS.
• Supports skinning of the application interface, using custom generated skins.
• Support for adding custom disclaimers/messages on the Login panel, and as a ‘footer’ on each page.
• A ‘Request Help’ document action allows users to contact the repository administrator for assistance.
• Progress bars shows the status of tasks in progress.
• Add your own organization's logo to the header of every page.

Document Versioning

A sophisticated, yet easy-to-use, document versioning management system (using familiar ‘check-in’ / ‘check-out’ concepts) allows you to:

• store version comments on ‘check-in', and ‘check-out'.
• view detail on document revisions, and a full history on past revisions.
• access all prior versions of a document.
• compare document metadata on different versions of the same document.
• restore document content to previous versions.
• generate a document, through OpenOffice, that shows changes between two versions, and allows output of differences to PDF.

Document Security and Control

Powerful group and role-based security model allows fine control of access to documents, and of allowable document actions, including:

• default system roles that provide flexible security groupings, such as ‘Authenticated Users’, ‘Anonymous Users’, ‘Everyone’, and ‘Document Owner’.
• folders may 'inherit’ security settings for easy configuration.
• granular, detailed auditing of all document activities.
• full access log for all users.
• support for SSL/TLS encryption of web/desktop client communications.
• creation of Users or Groups in the internal database, or from an LDAP/ActiveDirectory source.
• synchronize your KnowledgeTree system's group membership schema with your Microsoft ActiveDirectory infrastructure.
• use multiple authentication providers in a single server implementation.
• delete inactive users from the system.

Powerful Document Indexing and Search Engine

KnowledgeTree includes a powerful Search Engine and configurable scheduled Document Indexing that provides:

• full text searching on content in the following document types: Microsoft Office, OpenDocument, PDF, XML, HTML, RTF, text.
• search on all metadata fields, including ‘custom fields’, ‘author’, ‘date modified’, ‘file type’, ‘workflow status’, etc.
• define simple, single string searches, or create complex, boolean search criteria.
• search results ranked by relevance.
• search result abstracts.
• wild cards, result snippets
• the ability for the administrative user to create Saved Searches, which may be shared with other users.
• schedule document indexing to run at low load times - offline indexing.
• a Plugin interface that supports the easy addition of new document indexers.
• EXIF Indexer for TIFF and JPG files extracts metadata embedded by some scanners and digital cameras

Document Metadata

• Create an unlimited number of custom metadata fields of multiple types, e.g. Tree, Lookup, and mark selected fields 'Required’.
• Group custom metadata fields by any number of user-defined Document Types, e.g. ‘Invoice’, ‘Brochure’, ‘Manual’.
• Users are automatically prompted to add metadata when uploading documents.
• Custom metadata fields are automatically added to the Advanced Search criteria list.
• View full audit trails on all changes made to a document's metadata.
• Supports a number of system populated metadata fields, such as ‘version number’, ‘unique document ID’, ‘document creator’, ‘date created’, ‘last modified date’.
• Easily import custom metadata values and simple metadata values, using KnowledgeTree Hot Folders (DWI).
• Support for custom plug-ins to auto-populate metadata drop-down lists with values from external data sources.
• create 'conditional metadata' fieldsets
• Tagging and Tag Clouds give users a great overview of the contents of your document repository.

Workflows

• Build sophisticated workflows for managing document generation.
• Support for an unlimited number of workflow ‘states’ (steps) and ‘transitions’.
• Easily create document review states, with any number of transitions to different states.
• Notify selected roles or groups, by email and on the Dashboard, when they need to act on a workflow.
• Limit document access during the workflow process, to only those users involved in the workflow.
• Automatically trigger automatic document ‘move’ and ‘copy’ actions on workflow transitions.
• Automatically trigger custom plug-in.
• Chain multiple workflows together, using the ‘move workflow’ trigger.
• 'Copy Workflow' trigger makes a copy of a document that reaches a specified state.
• Control access to workflow transitions by group, by role, or through permissions, dynamic conditions, and ‘check-out’ state.
• Assign automatic workflow triggers to specific document types or folders.
• Search for documents by workflow state.
• Generate reports showing the number of documents in each workflow, and workflow state.
• Users add comments on workflow transitions.

Internationalization – KnowledgeTree in Your Language

• Support for international languages – European languages as well as iconographic languages (Japanese, Korean and simplified and traditional Chinese).
• Easily add new language packs, using pot files for development.
• In addition to this:
• KnowledgeTree Client Tools for Windows is available in a number of different languages.
• Users can select their default language on the Login panel.

Easily Import Documents

• Bulk upload of documents – using ZIP files, or import documents from server file-system.
• Scheduled, out-of-process indexing allows for large bulk document uploads.
• KnowledgeTree Hot Folders (DWI)* allows the import of documents with externally generated, custom metadata.
• Import of system fields – including, ‘document version’, ‘created date’, ‘modified date’, ‘author’, and ‘owner’.

* This feature is only available in KnowledgeTree commercial editions.

Flexible, Easily Customized Application Architecture

• Integrate your applications with KnowledgeTree via SOAP Web Services.
• KnowledgeTree Hot Folders (DWI)* provides powerful drop-folder integration capability.
• PHP5 and MySQL5-based architecture - low barriers for developers wishing to customize and extend the application.
• The concepts of ‘Portlet’ and ‘dashlet’ simplify the addition of enhancements to the KnowledgeTree user interface.
• Easily customized user interface templates and i18n (internationalization) schemas
• Powerful plug-in architecture that exposes the core application ‘actions’ and ‘triggers’, and allows quick and easy extension of all system functionality, including file parsers, document management, workflow, and storage and authentication providers.
• Backend integration with OpenOffice.org allows server side manipulation of documents, such as conversion to PDF.

* This feature is only available in KnowledgeTree commercial editions.

Map the Repository Structure to your Organizational Structure

• Create users, groups, and roles that map to your organizational structure and processes.
• Manage folder permissions, and assign permissions to groups and roles.
• Create document types for the different classes of documents that you use in your organization.
• Create sets of metadata fields for documents – and define whether they are ‘generic’ (applicable to all documents), or specific to a particular document type.
• Create metadata fields as simple text fields, or as complex structures, such as drop-down lists and tree fields.
• Slice through the typical hierarchical document taxonomy – browse documents by custom metadata fields, or by Document Type
• Ensure metadata consistency by creating required metadata fields
• Custom Document Numbering plugin to create your own numbering schemes (by document type) to use as the system document IDs

Scan Documents Directly into the Document Repository

1. KnowledgeTree Desktop Imaging – a tool in the KnowledgeTree Client Tools for Windows toolset – provides:
   • the ability to capture documents – using a TWAIN-compliant imaging device – to review capture results, to add metadata, and to upload the document to KnowledgeTree – all within one easy-to-use wizard.
   • OCR* technology, which converts the content of a captured document into PDF metadata, allowing KnowledgeTree to index the document so that it is easily found in document content searches.
   • support for TWAIN-compatible imaging devices, which allows use of a range of devices – from desktop scanners to high volume scanners with automatic document feeders.

* Requires Microsoft Office 2003 installed on the client workstation

2. KnowledgeTree's Hot Folders Service (DWI)* provides:
• a simple and high-volume integration interface for third-party applications such as back-office document imaging workflow applications, fax servers and many other applications that can write documents directly to a Windows file share.
• support for integration with a number of popular bulk imaging solutions including, Kofax's Ascent Capture and VircoSoft Corporation's vFiler™

* This feature is only available in KnowledgeTree commercial editions.

Reporting

You can generate and view the following types of reports:

• Detailed reports on repository access, filtered by username, date, and time delta.
• Sophisticated repository reports, specific to your location in the document repository.
• Document transaction reports on a per-user, or system wide basis.
• Full transaction histories on folders and documents.
• Detailed reports that display the number of documents by workflow state, and by document type.