How To Simplify Document Management and Searching
How To Simplify Document Management and Searching
Electronic document management systems (EDMS) include an array of features and capabilities that simplify the way organizations manage critical engineering documents and workflows. While these features are important, none are more important than the way it simplifies document management and searching for documents. The primary function of an EDMS is to help organizations remain organized when storing a large number of files and documents. ImageSite includes several ways to help organizations simplify document management and searching by providing the following system capabilities below.
Full Text Search
Full text search is a technique for searching a single word or string of text characters contained in a document or drawing. ImageSite’s full text search capability allows organizations to transition seamlessly from the paper world to the digital world. With this functionality, users can locate a file(s) or document(s) without knowing the specific file name or location. Users simply type a word or phrase, and the system locates the characters they are looking for.
Automatic Versioning
Document version control is the process by which versions of a file or document are managed. It helps workers understand which version is current and should be edited or submitted. Most operating systems include a rudimentary form of version control for files using the same name. This method is limited, as it does not ensure the files reside in the same location as the others and does not provide a way for users to locate back versions, or often even tell if they are the latest versions.
Conversely, the version control capabilities in ImageSite enable users to save files and documents using a specified versioning scheme - storing each version in the file’s version history. This allows versioning to happen per the organization’s specifications as often minor revisions to documents or drawings don’t require a full version increase. ImageSite makes it easy to locate the most current version of a file or document. If needed, workers can quickly locate back revisions of a file without needing to search through their computer for a file that may or may not exist.
Document Metadata and Advanced Search Filters
Document metadata contains valuable information about a file and can be used as the basis for a search within ImageSite. It can include descriptive information about a resource, reference information about the contents of a file, and more. ImageSite’s search filters allow users to investigate folders and documents using simple Boolean operators. It also enables organizations to filter search results using information such as the folder or file name, description, version, requesting company, discipline, status, drawing number, owner, project, and more.
File Directory Structure
ImageSite uses a Windows-like directory structure for visualizing the location of files, making it easy for workers to find files and documents within a given project they are familiar with. Since workers only have permission to access the projects assigned to them, there is less information to scan through ensuring they can manually locate a document quickly if a file has been misnamed.
Additional EDMS Features
Our EDMS solutions
ImageSite and EngineBox are eQuorum’s robust workflow and document management solutions, created to help workers manage their essential workflows while maintaining complete control over their engineering files and documents. Not only do they provide a secure collaboration site for workers, but they also help organizations manage document distribution with third parties like vendors, contractors, and customers. Both systems are offered at a competitive price, enabling organizations to get a quick return on their investment by providing the features and functionality needed to help organizations improve efficiency, productivity, and collaboration. Companies can choose from concurrent user subscriptions or named user subscriptions, ensuring organizations have subscription options that make sense for their business.
ImageSite®
Our single source engineering workflow and document management system. Built in HTML5 so there is no software to deploy to client computers or mobile apps to download. Offered as an On-premise or Private Cloud system.
Our EDMS solutions
ImageSite and EngineBox are eQuorum’s robust workflow and document management solutions, created to help workers manage their essential workflows while maintaining complete control over their engineering files and documents. Not only do they provide a secure collaboration site for workers, but they also help organizations manage document distribution with third parties like vendors, contractors, and customers. Both systems are offered at a competitive price, enabling organizations to get a quick return on their investment by providing the features and functionality needed to help organizations improve efficiency, productivity, and collaboration. Companies can choose from concurrent user subscriptions or named user subscriptions, ensuring organizations have subscription options that make sense for their business.
EngineBox™
EngineBox is a cloud based workflow and document management version of ImageSite that resides outside the corporate network.
The eQuorum Customer Promise
In 2005, eQuorum developed the first all browser-based EDMS. The system, although for on-premise use, was still created to remove client software and JAVA from user computers and allow users to have a single viewer based on the simple navigation functionality of browsers. Today, eQuorum provides that same application in a private Cloud or a SaaS Cloud option. We can do this because we are, and have always been, browser-based, understanding the enhanced speed, security, and usability of this technology.
With the abundance of document management systems on the market today, there’s no doubt that choosing the right Cloud document management software can be a difficult decision. eQuorum is here to provide a comprehensive, powerful, and most importantly – affordable Cloud document management solution. We believe in providing real value to our customers by eliminating unnecessary costs, providing industry-leading functionality, and equipping your team with the right tools using cutting edge technology to bring your products to market faster.
Resources
eQuorum®
We specialize in engineering workflow and document management. Our comprehensive, yet easy-to-use software provides the solution to manage data from design to manufacturing and production, to sales, support and administration.