Frequently asked DMS questions
How does DataViewer DMS help my organisation? Let’s find out…
DataViewer provides security through enforcing strong passwords. You can configure the structure of passwords, using SSL in the web access or you can integrate with Active Directory to only authorised access.
DataViewer automates the correct filing of the files into the correct directory \ server. It allows controlled access to files preventing the ability to bypass the security. Checking Out, Checking In, and Creating new documents can be automated ensuring files are named, stored and version controlled accurately. This makes finding the correct version document easy.
DataViewer allows viewing of CAD files without the native CAD files. It ensures the correct template is used when new CAD files are created. It controls access to files. DataViewer’s DMS makes Check In, Check Out and Version Control easy.
To ensure your documents and their associated intellectual property are not copied from the screen or printed you can add Watermarks. For example; you can add the users name who is accessing the document, and or the date and time. You can add disclaimers and statements of rights also.
DataViewer tracks and can generate reports on who views and or edits documents. DataViewer also keeps the index data history so you can see what the data was before the person edited the information from the DMS.
The following steps provide a high-level description of a typical project:
- Gather your requirements. For example, what is your version control approach? What is the workflow for a document’s approval? Or, we can introduce a best practice approach. We review your current document archive and naming conventions,
- A proposal is created so you understand the total cost for licenses and implementation,
- DataViewer is configured to meet your requirements,
- DataViewer is installed on your servers remotely,
- Your document archive is imported,
- You are provided training,
- You undertake user testing and advise any changes or issues you find, and
- Go live.
DataViewer can automate through an online form the creation of new documents. The process includes capturing required index data, naming the file correctly, storing it correctly and providing the correct version.
DataViewer can automate the document Check Out Check In process ensuring accurate version control, file naming and capture of the associated author.
Documents can be accessed and viewed across the organisation without the native application. You can markup changes required to better communicate your requirements. Changes can be compared to ensure requests are made. Communications becomes easier and can be checked to ensure requirements were understood.
The correct document with the correct version can be found in seconds. This allows you to have the best information promptly. You can act with confidence.
DataViewer can automate through an online form the creation of new documents. The process includes capturing required index data, naming the file correctly, storing it correctly and providing the correct version.
DataViewer can automate the document Check Out and Check In process ensuring accurate version control, file naming and capture of the associated author.
DataViewer will not change your existing file names. It will not change their location either. It will index the files and the words they contain. It will also use the folder names, file names and file properties to create a powerful index of your files with no need for manual data entry.
We store the files in windows folders. This allows you to choose the folder structure and their locations. We do not store the files in the database for the following reasons:
- If you change or add one file you need to back up the entire database.
- If the database is corrupted or lost all documents are lost.
- If you choose to stop using the software in the future you have complete access to the files and data with no need to convert information.
- It makes it difficult to distribute files across servers and locations. This prevents have files close to where they are accessed the most.
DataViewer allows you to decide the version control naming convention. For example A,B,C or 1,2,3 or A,B,C,0,1 based on the stage in the process the drawing is at. You can also choose when the document changes versions.
With DataViewer, you can setup different version control methodology, naming convention and folder structure for different projects. This allows you to conform with your client requirements.
First, DataViewer makes it easier to use the correct templates, folder and filenames. By making it easier staff are more likely to confirm to the standards. Secondly, DataViewer removes the ability to create unauthorised structures. The operator clicks a button to create a drawing or a series of drawings. After choosing the project they are offered a choice of templates. The individual files, folders, versions and file naming is automatically assigned.
DataViewer supports true concurrent licensing. This allows you to install the DMS on an unlimited number of desktops and add an unlimited number of users to the system. DataViewer only limits the number of people that can be logged onto the DMS at one time. As soon as a person is logged out, the license is immediately released so there is no delay.