IT Consulting, Customized Software Development

DocuPro - Document Management Solution

A web-based document management and contract management software with features for capturing and organizing your documents, share documents with other users, version controlling of documents and provide restricted access to users on documents. The application has been customized based on the needs of the users and allows for more customization as per the customer needs.


The main feature of DocuPro is its ease of use. Users require not more than a hour to learn to use this application. Since it is a web-based software, basic knowledge of browsing the internet is more than enough to use the system.


Features

DocuPro consists of two modules bundled into one application. Document Management System allows users to manage their documents and organize their documents. Features include grouping of multiple documents into one category, organizing documents into multiple categories, versioning of document, access-level control on each document.


Contract Management System is integrated with the Document Management System. Contract Management System allows users to store all their contract documents in the system.




Capture Documents
DocuPro allows the users to capture documents by:
  • Scanning of documents : Client version of DocuPro allows users to scan document from a scanner and store it in the DocuPro database. Multiple pages are scanned and saved in PDF format and stored in encrypted format in the database. OCR is performed on the scanned document and text retrieved and stored with the document.
  • Attachments : Web-based version of DocuPro allows users to browse and attach any kind of documents under a header. Documents can be grouped and saved under a common header for easy retrieval. DocuPro can extract text from MS-Word documents, Excel, PowerPoint, HTML and PDF documents.
  • Email : Microsoft Outlook plug-in allows users to extract emails and store in the database for indexing and retrieval


    Organize Documents
    Docupro allows to create categories of documents, with user-defined fields for each of the categories. Once documents are saved in the database and indexed, DocuPro allows users to categorize documents into multiple categories. Only one copy of the document is stored in the database, and the system allows to store it in multiple categories.


    For example: User might attach an Purchase invoice from ABC computers and can organize this document under Purchase Invoice Categories, Documents from ABC Computers category or any user-defined categories.


    Retrieve Documents
    Documents can be retrieved either by a basic web-based search or an advanced search. Advanced search allows to search on any of the field conditions as specified during the organizing of the document.


    Tree view of categories allows the user to retrieve documents by just browsing through the tree structure. Users can save their search criteria for retrieving documents at a later stage.


    Export Documents
    DocuPro allows authorized users to export documents to PDF format or Email document to their email address, along with the option of downloading the document for future reference.


    Users can share documents with other users by just one click. Shared users can comment on the document.


    Favorite Documents
    DocuPro provides users with options to mark documents as favorite documents, which will be displayed in the main page of the portal. Users can monitor the changes to the documents as and when users modify the document and receive regular email alerts when any changes happens to the documents.


    Document Versioning
    Advanced features allows users to version documents based on the changes made to the document. Administrators can merge documents based on versions or discard changes and rollback to the previous version of the documents.


    Security
    DocuPro allows the following security for each of the user:

  • Category Security : Administrators or Category Owners can specify who can access documents filed under the category. Exception can be provided for specific documents.
  • Document Level Security : Specify which users has security on a particular document.
  • Group Level and User Level Security : Almost all features of the system are based on the security of the users.
  • Integrated with Active Directory Services : Since the application is based on Microsoft Windows Technology, Active Directory Services login security can be implemented on the system, along with the Internet Server security features.
    Audit Logs
    The system maintains a complete audit log of all access to the documents and can be viewed by owners of the documents and administrator. Audit logs can be exported to Excel for further analysis.



    Microsoft Outlook Plug-in
    Our plug-in allows users to move the email directly from Outlook to DocuPro system and allows to index the email or categorize the email message.


    Notes
    DocuPro allows authorized users to comment on each of the document. Forum-style messaging is inbuilt in the system, and the complete messages entered by users will be displayed when an user opens the document.


    Integration with native plug-in viewers
    We believe that the best way to view a document is to view it in the native format. DocuPro doesn’t use any plug-in or ActiveX control to view the document, and relies completely on the browser and its capabilities to view the document.


    Contract Management System
    The built-in integrated Contract Management Solution provides users with a complete contract management system with the following features:

  • Unlimited contracts and sub contracts
  • Attach documents and index documents for each contract
  • Specify contract period
  • Alerts before contract expires, allowing user to define their own days before alert has to be displayed
  • Automated email alerts when contract is expiring
  • Client details and contact details to be maintained along with the contract
  • Secured access to the contract and all details
  • Document level access to different groups and users
  • Web-based reporting on each contract
  • User defined notes and forum-style messaging for each contracts
  • Access your contract information from anywhere in the world using the browser
  • 100% web-enabled application
  • Option to export contract details to PDF format
  • Renew contract and add more details during renewal
  • Complete history right from the beginning of the contract till to-date status of the contract displayed in an easy-to-use format


    Licensing
    The application comes in two versions: Client Version : Client version is installed on each client desktop. Client version is used for scanning and attaching documents and for organizing documents.


    Web-based version: Web-based version is used by all users for retrieving documents, attaching documents and all other features except for scanning of documents.


    The base license of the application includes 5 client licenses and unlimited web license.


    Technical Details
    The entire system is based on Microsoft Technologies, using the latest development tools. The system has been developed using Microsoft Visual Studio 2010 along with Microsoft Silverlight Technology.


    Supported Browsers : The application can work with Microsoft Internet Explorer Version 6.0 and above, Mozilla Firefox 3.0 and above and Google Chrome browsers.


    Client Application : The client application requires Windows XP and above, along with a hard disk space of 10MB to install the application. The machine requires Windows Net Framework 3.0 or above, and should have all the drivers required for scanning of the document.


    Application Server : The application users Microsoft Windows 2003 and above to host the application, along with Microsoft Internet Information Server (IIS) 6.0 and above. Open Office has to be installed on the server for conversion of documents into other formats. Open Office is an free software and hence requires no licensing.


    Database : The application uses Microsoft SQL Server and is also compatible with mySQL database server. The database requires atleast 1GB of free space and should have the capability of increasing as and when more documents are added. The system provides the users with either storing the documents in the database or as encrypted files in the file system.