DocSphere 5.23 Description:

The Docsphere system designed to provide additional information layer above Windows explorer shell file management. This information layer holds information about documents that are dissimilated on different locations on disks, networks and Internet.

DocSphere can handle Word, Excel or graphic files located either on the local hard disk or on a network drive. So Docsphere is the system for managing data about data or metadata. Or in other words Docsphere allows managing advanced card index of documents.

The basic unit of information management is link or Document Card. The card contains path to the target document or scanned image or to internet address (URL) or other entity and additional data (metadata) such as card name that can differ from the target file name, sorting keys, keywords and notes for searching, custom data fields that can be added by user for any custom needs.

The cards are organized in folders. Folders are organized in tree structure. The document card can be searched by sorting keys, keywords and notes, custom data fields etc.

The Docsphere system aim at this stage is not searching in the sea of information, but organizing the information that you have reached once for fast search and reuse for the next time you or somebody else will need it. Our plan provide Docsphere system with smart searching layer in the future.

The main advantage of the Docsphere system is that it allows managing and sharing the information about large amounts of documents on enterprise level with large number of users using shared database located on MSSQL server. The system can be easily integrated with other systems.

The system of cause can be used also for home needs, especially for building Internet card index. The system can be also shared on the base of Access 2000 MDB file, but this will work efficiently on good stable networks and until the database will be relatively small.

Included build in option for document scanning to graphic files to allow managing paperless office. The system starts automatically and user interface can be activated with double clicking on the gold cylinder icon in the system tray.

Because the system must work in office and in tight integration with document management work processes and stand in work time frames of these processes it's very important that the system will be provided with user interface that will allow fast and convenient work that will decrease as possible the (work/benefit) ratio.
So we provide the system with a number of automatic operations and integration with Windows shell, Microsoft Word, Microsoft Outlook and Internet Explorer etc.

· The system proposes the variety of the ways to acquire new documents. By manual addition with appropriate dialog. Using Copy-Paste commands of Windows Explorer. By Drag and Drop from Windows Explorer to the Docsphere document list area. Using right mouse click menu of Windows Explorer. Using the custom Docsphere toolbars in Microsoft Word. From Scanner.
· The system raise automatically document card on events of new file creation in the Windows Explorer. For instance every time we create new Word document there raised Docsphere card for this document ready for editing and saving. The file types of interest can be defined in system configuration.
· The system creates toolbar and allows opening document cards directly from the Microsoft Word.
· The system creates toolbar in Microsoft Outlook mail items and allows create and manage cards for these mail items.
· The system allows acquire new documents as image files from the scanner.
· The system creates Toolbar in Internet Explorer and allows opening card for specific Internet address (URL).
· The system automatically updates the database if name or path of the document was changed. The system also logs every event of file renaming to special renaming log. This option is off at default configuration because of very easy slowing down the work with shell, but can be activated in system configuration panel if needed.
· The system writes automatically to log every event of opening document in the environment of Windows Explorer shell. From this log we can see what files what opened, when, at what computer and by what user

DocSphere 5.23 Limitations:

· Limited to 200 links

DocSphere security information

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