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web hosted document archive

Customers who use our 'affiliate portal' access their electronic document archive via a secure-access web hosted document management system called ADOS.

ADOS document management: web server

Put simply, our ADOS web server solution allows you to create an electronic filing cabinet of all your business information online.  With it you can capture, organise and access fixed content, images, documents, reports and other business critical information, simply via a secure internet portal.a universal interface. So staff require minimal training resulting in a far more efficient way of working.

electronically file all types of information

These days information comes in many formats and from many different sources. With ADOS that's not an issue. Paper documents, electronic files, bar codes, email and internet forms – they’re all effortlessly manageable with ADOS.

regulatory compliance

To assist your business in meeting today’s document compliance regulations; the ADOS server automatically applies a digital signature to every document.

fit for your business

ADOS is a totally scalable solution. It doesn’t require customisation or programming so it’s quick and easy to implement – typically no more than a week including full training. Administrators can be assigned to centrally configure and define business rules.

ADOS web client

The ADOS Web Viewer displays documents that have been saved to ADOS via the web. In addition to common document viewer functions (zoom, rotate, next page, last page, annotate, print page), the ADOS Web Viewer allows the user to create new versions of a document, edit a document's index field data, and view previous versions of a document.

document searching

Users can query for existing documents using specific index data, query across multiple categories, and perform full-text queries. Users can also sort, edit or add documents.

categories & queries

Users can only see document categories to which they have sufficient permission. Categories are grouped together with their saved queries, if any, and shown in a tree structure. A query that locates documents will have the results displayed in a hit-list.


hit-list

All documents found as a result of a query are shown in a hit-list. The index columns of the hit-list show the index data for each document. The order in which index columns are displayed can be modified. Double-clicking on an entry in the hit-list will retrieve a copy of that document from the ADOS Server and open it in the ADOS Web Viewer.

viewing a document

A preview of each page of the document is shown in the left hand pane - clicking on the preview allows you to select a specific page. The right pane displays the selected page. A newly opened document's first page is displayed by default.
 
ADOS documents are stored in Microsoft's Composite Document Format. The pages of a document can consist of scanned images (paper pages), electronic based documents (e.g. MS Office documents) and proprietary document formats (e.g. Adobe PDF). The ADOS Viewer natively displays most other document types, regardless of whether the original application that authored the document is present on your system. To edit the document, ADOS requires the native application to be present on your system.

full-text query

The ADOS Web Navigator lets you query for documents that contain specific text strings. This is called a full-text query. To enable full-text queries, ADOS sends the documents to Microsoft's Indexing Service. The Indexing Service creates and manages a catalogue for all ADOS documents.

sending document links

ADOS Document links can be sent to any email address in the Internet or local network. The ability to send a document depends on the local installation of a email client.

editing a document

The ADOS Web Viewer lets a user modify a document if they have sufficient permissions. Examples of modifying a document include editing, removing document pages, adding a file (composite documents) or editing the document's index data.
 
A modification to an existing document creates a new version of the document. Earlier versions are not affected - a user can always open and view previous versions.

Each modification of a document is logged to ADOS. The time of modification and the user who changed the document is logged to ADOS.

locking, modifying & saving documents

In general the ADOS Web Viewer supports only local editing of documents on the user's system. In other words the document must be physically downloaded and edited using the associated application (e.g. Microsoft Word) on the user's computer. Therefore the document is Checked Out (locked) to prevent another user from modifying it at the same time.  One exception are TIFF pages. To edit TIFF pages one can use the annotation toolbox based on an ActiveX plug in component. The ActiveX Component will be installed automatically in the Microsoft Internet Explorer client the first time it is used.
 
To preserve any changes, the user must Check In the modified document. This creates a new version which then becomes available to other users. 

adding files to documents

It is possible to add any file to an existing ADOS document. Every modification of an existing document creates a new version of the document.

using the annotation toolbar

The ADOS Web Viewer's Annotation tools can be used to add 'notes' and other details to scanned document pages. The annotation bar is used to select an annotation function. Note that annotations can only be added to native TIFF and JPEG documents. Adding or removing annotations will create a new document version.

document workflow & history

From the Hitlist you can view and assign workflow parameters for a document and also see a full history of the document with an audit trail

You are able to set up workflow parameter within ADOS with associated tasks that can be assigned to categories or user groups once a document with a workflow process associated to it is uploaded to the system.

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