The KnowledgeControl Paperless Office manages business documents, forms, letters and presentations. KC User access only the current versions of business documents for the business document library. This assures that no outdated documents are ever distributed.
Business Document Checkout
Business documents can only be initiated by authorized KC Users for approved customers, partners, projects or other approved business reasons. This assures all business information is distributed to only authorized recipients.
Business Document Workflows
Business documents, forms, letters, presentations or any business item can be workflowed. The KnowledgeControl Paperless Office server can be configured and deployed so that any business item in the Business Document Library is workflowed. The workflow assure that all business items checked out of the Business Document Library are reviewed by a manager before distributed to the recipient.
Business Document Collaboration
As business documents move through the workflow all comments and discussions are captured as part of the collaboration history providing employees and management with a 360 degree view of each document and the reasons for the modifications.
Business Document Workflow Email
The Paperless Office server generates a rich HTML email for each business workflow anticipated and sends it to the next person in the workflow. The business document workflow email delivers the KC User the business item, who or what project the it's for, the time and date it was initiated, a link to "How To" knowledge, a link to a example of a completed version of the business item, any collaboration history, a link directly to edit the business item, a collaboration comment form and the comment submit button.
Business Document Change Notification
Throughout the business document life cycle as changes are made or comments journalized the system sends the an document change notification to the KC User assigned to the workflow. The document change notification email contains information about the business document and a direct link to the business Item and collaboration history.
Business Document Time Manager
The Task Manager of the KnowledgeControl Paperless Office server manages the time spent on each business document. Through out the business document life cycle the KC Users assigned to the business document workflow can log Ongoing time each time they make changes or comments. When the document is complete and memorialized the KC User logs Complete time which finalizes the document life cycle. The total time is kept by the system as part of the document history.
Business Document Delivery Method
When the KC Users assigned to a business document determine that it is complete and ready for delivery to the final recipient a KC User selects a delivery method. The delivery methods available are:
- Email - The system moves the document to a new Task Assignment type to be emailed to the recipient. The action is recorded by the system as the next action in the history.
- Fax - If the system is integrated with a fax gateway the system hands the document of to the Fax gateway system and records the action as the next action in the document history.
- Print - The system records Print as the next action in the document history.
Business Document Memorialized
Documents that have been delivered and accepted or signed by the recipient are Memorialized by the system. This means the system freezes them are no additional edits can be done. This preserves the digital state of the document.
