The Contensis Document Management System offers a rich, user-friendly interface to access and manage documents across the enterprise.

The DMS delivers all the functionality you would expect from a mid-tier solution.

The system offers the following as standard:

• Integrated Security applied at document level through multiple interfaces
• Full audit trail and Reporting
• Document Retrieval and Searching
• Document Capture Integration tools
• Powerful File Management
• Full version control and rollback
• Document Conversion
• Indexing and Classification
• Workflow, Alerts and Tasking
• Archiving
• Anti Virus integration
• Open API for extending the interface, functionality and third party connectivity

Integrated Security applied at document level through multiple interfaces

Roles can be assigned at any level and the administration of users and groups is straightforward using the administration interface. Audit trails are a key feature of the system and notification can be provided either by email or by system messaging.

Contensis provides three different interfaces for its DMS:

• Enterprise Content Management Browser Interface
• WebDAV
• Office Add-In

The ECM browser interface replicates the popular Contensis interface and works on I.E. versions 5.5 and above.

The WebDAV interface allows for the straightforward integration between Desktop applications and the DMS repository. The Contensis WebDAV interface supplies a network share like connectivity. This means that from within the MS Word application you open a Word document directly from the DMS. This can be part of a checking out process ensuring that you are the only one who can make changes to it.

The Office Add-in provides a welcome addition to Contensis functionality. The features are extensive and enable Microsoft Office users to access content (images, documents etc.) directly from Contensis through a Contensis icon within the Office interface.

This means that documents can be checked in and out of the system, modified and version controlled. Essentially, end users can modify content directly from their native office applications with all the advantages of content management. Users using the system in this way do not necessarily ever have to log-in to Contensis itself.

Full audit trail and Reporting

Full Audit Trails are available to track historical workflow activities. Individual elements of the audit trail can be turned on/off as required. The audit trail covers almost any action that is carried out by a user.

It is also important to note that if a developer is using our API, any tasks carried out will also be auditable, there are no backdoors.

It is possible using the Dataview module to create almost any report you desire.

Document retrieval and Searching

The search facilities within Contensis are fully configurable.

Our search engine is a product in its own right that competes against some of the major enterprise search engines in the industry.

The search engine can be configured to search across both full content of files including Microsoft Word, PDF etc. as well as searching any other properties of a piece of content. Examples of these properties include Metadata, Date, publisher, author etc. There are about 20 standard properties available for searching and filtering purposes.

Document Capture Integration tools

Contensis supports the straightforward integration of industry standard document capture applications that can streamline the automatic capture of printed documents.

Powerful File Management

The system supports unlimited file types, document channels and document storage (only limited to database limits, currently 1,048,516 terabytes). In addition users can have their own MyFiles repository area within the system. The channels are fully configurable and allow sharing of files.

Full version control and rollback

The system has unlimited version control with the ability to roll back and compare previous versions. If a previous version is to be re-used it is simply a case of dragging and dropping the older content onto the template or where it is to be used.

Document Conversion

Contensis has a built-in document conversion tool. This opens up the possibilities for real-time document conversion, e.g. converting Office documents to PDF, HTML, XML, etc.  

Indexing and Classification

Documents are automatically indexed for searching purposes. 

Classifying content against a taxonomy is straightforward. To achieve this, an XML definition file is specified which contains a taxonomy and apply this to user input. Once an XML file has been specified, a user simply clicks on the value to be specified and they will be presented with a tree of information to choose their relevant category(s). A standard example that is available is the LGCL which can be set-up and operational in around 10 minutes, but any other taxonomy can be imported

Workflow, Alerts and Tasking

Many of our clients work with a simple two-step workflow with the built in ability to pass content during the editing process from one editor/contributor to another. There is however no limit to the number of steps that can be configured.

Upon every event within the workflow process, it is possible to enable the firing of an email notification to alert users of their tasks. 

Archiving

It is possible to carry out regular/automatic archiving of information with the use of Contensis publishing Schedules. The information is still searchable even though it is archived.

Anti Virus integration

Contensis supports the straightforward integration of industry standard anti virus applications.

Open API for extending the interface, functionality and third party connectivity

Contensis has a fully open API, which essentially allows any developer to carry out any action that can be performed within the GUI. At runtime any .net compatible code can be utilised to customise the site in anyway required. We make all page events available so that any overrides can be carried out to virtually anything that is presented.

It is also important to note that if a developer is using our API, any tasks carried out will also be auditable, there are no backdoors.

In addition the system is fully available through Web Services.

The system also includes a document library control that interfaces directly into the DMS repository. This can be used in an organisations Intranet to provide rapid application development.