voo:docs

Document Management

Documents

You store documents in voo:docs using the File Utility. This allows you to upload files into the document store, and to categorise them by creating folder structures for them to be loaded into.

Available across suite

Documents loaded into voo:docs are available not only in voo:docs but are exposed across the rest of the suite modules, and can be linked to those modules that support it.

Version control

The main benefit of having a single document store is that voo can control the versioning of the document - when it changes in one place, all the linked documents refer to the altered document without any fuss.

Document Projects

A document project is a collection of one or more documents that are stored in voo:docs. A document project allows for documents of disparate types to be gathered together in one place, and be worked on by a team. For example, if you are putting together a bid for a contract, you might upload a sample contract, any RFI documents, some background research that may have been done of the company and any number of spreadsheets to back up the financial aspects of the bid. All in one place, a single point of reference for a team.

Roles and Permissions

Document Projects are controlled by the standard voo Roles and Permissions, so it is possible to tightly control access to these Document Projects, and allow only certain team members to Edit the Project, while those that only have an interest in the Project can be given Show access. Document Projects can be linked to each other, so in the case of this bid example, you could create one Document Project for all the legal and contractual work, and allow full access to your legal team, while giving read access to the rest of the bid team, and create a second Document Project for the financial work, which the legal team would only have read access to. The two Document Projects can be linked, so each team understands the existence of the other documents.

Package

Once worked on and created to everyones satisfaction, you can create a Package. This is a zip file that contains all of the relevant documentation in a single downloadable format for easy onward transmission to, for example, the company that has invited the tender.

Document Project Perspectives

Once a Document Project is created and underway, it is possible to create a Document Project Perspective. A Perspective is a way of looking at a Document Project so that certain aspects of the Document Project are not available for viewing.

Editing a perspective

When you create a perspective, you are not editing the original documents, the perspective is in effect a controlled version that you create in order to redact sections of it. You can add extra pages, redact some pages and reorder the whole document. This can be downloaded and forwarded on as a zip file to the recipient.

Document Title

You can set the title of this document project using this field - the title will be the primary reference point for this document project.

Document Description

You can outline what the document project is for, and any other details that may help in this field.

Document Publish

You can set a document project to be published or not using this boolean field.

Document Author

You can record either your own name or select another system users name as the author of the document using this dropdown field.

Documents Attached

You can attach files to this Document Project and the files are represented in a list with a representation of the document shown in graphic form.

Reporting

A standard set of reports is provided within voo:docs - these detail how many documents have been produced per publisher for any given month, and the most versioned documents.

Workflow

Your staff can alter the standard supplied workflows using the built in workflow editor to suit the needs of your documentation teams. For example, Draft/Review/Revise/Publish may be a standard document flow in your organisation, by altering the standard workflow to reflect this, voo will operate in the same manner that you have been used to.

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