DOCUNIZE Management System for Microsoft Office Templates

Transcription

1 Product Description DOCUNIZE Management System for Microsoft Office Templates COC AG Marktler Str Burghausen Germany

2 DOCUNIZE Management System for Microsoft Office Templates Template management. An issue that concerns almost everyone in a company. Letters, faxes, quotations, invoices, contracts - all company members independent of department or subsidiary work with templates. And all of them use , but do they also use the CI compliant signature? This subject especially concerns marketing and quality management since these departments create and monitor the use of company-specific templates, e.g. for an appearance that is in accordance with the applicable CI/CD guidelines, for topicality of the contents, etc. And the IT department must be able to ensure a quick provision, control and administration of all templates. There are almost no professional tools on the market for this job, least of all for companies with a large number of users. Consequence: Every IT department, every company uses a self-developed tool. The development and administration effort resulting from this is comparatively high. Professional management of templates - with DOCUNIZE Why not do it the easy way - with DOCUNIZE. DOCUNIZE is a professional and intelligent template management system for MS Office templates. DOCUNIZE allows you to centrally add new templates and maintain existing ones. So all employees, no matter in which subsidiary or at which location they are, automatically have access to just the current, approved templates. Accordingly, the product ensures that the CD guidelines are observed and that all templates used are legally correct. Administration front-end for template management Page 2

3 Reduction of administration effort Templates, documents, user profiles are centrally generated, updated and managed. Redundant templates and different versions are thereby avoided automatically. Even templates stored locally on notebooks (e.g. in case of mobile staff) can be easily updated. The templates are synchronized automatically by logging on to the server. DOCUNIZE is multi-client capable. So, different locations, branch offices and subsidiaries of a company can be served with their specific templates and signatures. Time saved at every workstation Studies show that approx. 30% of the working time is invested in searching. With DOCUNIZE, documents and templates can be organized according to business unit, department, category etc., which facilitates searching. Moreover, access is controlled via employee profiles. Every employee can see only those documents that are relevant to him/her. This increases clarity and at the same time minimizes the search effort. End user front-end for template selection: integrated into MS Office or via web browser "Guard" for corporate design and legal security Changes to CI concerning individual templates (e.g. change of logo or new signature conventions) can be implemented in real time with DOCUNIZE. For all subsidiaries world-wide. Also legally relevant data in templates - e.g. change of legal form or of members of the supervisory board in a letter template - can be updated and made available centrally and automatically. Apart from Microsoft Office templates, signatures for Microsoft Outlook can now be made available centrally as well. These signatures can be defined individually for different company divisions. Here, as well, any changes are synchronized automatically. Page 3

4 DOCUNIZE The benefits Reduced administration effort through modular templates DOCUNIZE allows you to define text modules ("snippets") for multiple use in templates. Thus, for example, a footer with company signature has to be defined only once and can then be used in as many templates as required. If the board of management or the company name changes, you only have to update the footer text module accordingly and all templates concerned will be up to date again. Templates can even be defined as multi-language versions via text modules. + Time saving when changing templates + Central execution of changes in many different templates + Instantaneous availability of changes + Reduction of the number of templates to be managed + Reduced administration effort through multi-language templates Dynamic contents without programming DOCUNIZE offers the administrator options for integrating dynamic contents and fields into the template without any programming. Thus, the templates can easily be provided with variables based on the user profile or the user's site. Optionally, Microsoft ActiveDirectory can be connected via an integrated interface to provide field contents. + VBA-free templates, no programming of dynamic contents + No Office-VBA know-how required for creating and maintaining templates + Time and cost saving when preparing and maintaining templates Fast and central maintenance of templates No flood of different template versions. DOCUNIZE allows you to centrally integrate new document templates and maintain existing ones. So all employees, no matter in which branch office or at which location they are, automatically have access to just the current, approved templates. + No redundancy of templates, no danger of confusion + CI compliant use and distribution of templates + Legal security Consistent signature DOCUNIZE automatically provides a company-specific signature for MS Outlook. This ensures that the company guidelines for signatures are complied with since any change will also be centrally distributed by the administrator via DOCUNIZE. Here all formats (html, rtf, txt) will be considered. Individual signatures can be defined and assigned e.g. according to division. + Provision of a company-specific signature in MS Outlook + Update of signature, e.g. in case of changes to CI + Individual signatures for different categories or divisions can be assigned Automatic data replication for mobile systems Especially for mobile users and external staff. As soon as a mobile staff member logs on to the company network with his/her notebook, the templates will automatically be synchronized. This is done by a sophisticated synchronization mechanism. Page 4

5 + Permanent availability of templates, also for the mobile staff + Optimized synchronization mechanism Efficient and structured access to templates DOCUNIZE enables you to organize your documents and templates according to business or functional unit, department, category etc. The employee can manage template access and signatures via profiles. As a result, only the templates relevant to him/her in his/her current role will be displayed to him/her for selection and only the fields relevant to him/her will be filled (e.g. when various functional units have one common secretary s office, which therefore requires different signatures). + Optimal overview of all templates + Minimized search effort and easiest provision and finding of the required templates + Time saving by role-based filling of data fields + Easiest intuitive operation and optimal integration into MS Office + Personalized access via web front-end from anywhere Convenient features for faster working With DOCUNIZE, templates for MS Office applications can be easily customized to your requirements. Without any programming, just by configuring the template, e.g. address data of the user calling the template will automatically be inserted into the template. Features such as favorites, own templates or template search considerably facilitate working with templates. + Fast, automated creation of letters, faxes or other templates + Logging of the document creation process + Time saving when searching for available documents + Legal security of distributed documents Controlled logging and filing of documents Automatic document naming ensures that a preset file name can be assigned to all newly created documents. The default storage location can also be defined centrally. Thus, DOCUNIZE ensures that the file naming conventions will be observed company-wide. Moreover, DOCUNIZE logs the history of a document in a log file. The log file assists you in finding documents and at the same time offers you various options to evaluate document data. + Time saving when searching for available documents + Data security and legal security of distributed documents Multi-language capability for global template management DOCUNIZE is the ideal tool for global companies. Document and front-end language can be set separately. Templates can easily be made multi-language capable - simply by translating text into the desired languages and integrating it. No development know-how is required. + To be used internationally + Generation of multi-language templates + Interface language can be directly selected by the user + Localization for the languages required - without any programming Future-proofness through current Microsoft technology DOCUNIZE uses the most current Microsoft technology. The template management system supports the new Office format (Office Open XML); the features of this new format are fully utilized, and that even with Office 2003! DOCUNIZE works with the current versions of Page 5

6 .NET Framework and SQL Server Compact. + Use of the potential of the new Microsoft Office format + Easy integration into other systems such as SharePoint or CRM through standard interfaces + Compatible with current and future Microsoft Office versions + Security of investment Page 6

7 Overview of features Feature Description of the main features available End user features Management and call of templates for MS Word, PowerPoint and Excel as well + as other document types List of favorites + Template search + Template groups, filters and categorization + Provision of signatures for Microsoft Outlook + Offline availability + Personalized working through profiles / roles + Multi-language capability of end user front-end + Web front-end for personalized access from any place or PC + Administrator features Efficient graphical administration tool + Modular template design + Dynamic content (AD, profile, document fields) + Templates without any VBA code + Multi-language capability of templates + Template identification by meta data + Definition of template filters and categorization + Central definition and assignment of signatures + Synchronization of templates and profile data + Central, global distribution of templates + Template filing in databases with reporting options + Interfaces: Active Directory, MS SharePoint, XML, Webservices + Technical and product features.net technology compatible with future Microsoft Office and Windows versions + Optimized for terminal server use + Use of the new Microsoft Office format (Office Open XML) + Microsoft Windows 7 and Windows 8 certification + Regular program updates + Professional product support (phone, web, ) + Page 7

8 Technical requirements Version DOCUNIZE Client Microsoft Office 2010, Microsoft Office 2007, Microsoft Office 2003 (SP3, Compatibility Pack) Microsoft Windows XP, Vista, 7, 8 with: -.NET Framework VSTO Runtime SE Microsoft SQL Server Compact 3.5 (dll-files license-free) (The client setup includes all required client components) Backend Microsoft SQL server 2005 or higher Terminal server (optional) Web server (optional) Microsoft Windows Server 2003 or higher Microsoft IIS 7.0 or higher For further information on DOCUNIZE and for demo request, please contact COC AG Marktler Straße Burghausen Germany Phone: +49 (0) docunize@coc-ag.de Page 8