Xythos Enterprise Document Manager Features

Content Collaboration
Comprehensive Library Services
Customizable AJAX Interface
Email Integration

Xythos Enterprise Document Manager offers one integrated solution that can manage your organization's documents and files, as well as its institutional content and records. Read more about document management and records management.

Productivity and collaboration

• Customizable interface based on Web 2.0.

  Customizable Ajax based application menus let users configure Enterprise Document Manager to meet their individual needs. Advanced right-click menu options deliver the speed of desktop performance inside Xythos web pages minimizing the need to switch between different environments.

• Xythos Drop Box.

  The Xythos Drop Box is a fast and easy way to collect time-sensitive material and preserve and verify its original state. Use the Xythos Drop Box to automate the document submittal process including bids and proposals, open job requests, team projects, and other types of time-sensitive content. With Xythos Drop Box there’s no question about when a submission was received or who delivered it. Drop Box works together with other Xythos features too – allowing you to receive instant notification of document deliveries. You can also create and customize as many Drop Boxes as needed without any programming requirements.

• Document upload capabilities.

  Basic and Advanced upload capabilities give users multiple ways to easily add content to their Xythos system. Browse one file at a time or drag-and-drop files or folders onto the Advanced upload screen. The upload mode can be easily switched at any time by selecting “Basic Upload” or “Advanced Upload” links on the Upload screen.

• Email integration.

  Xythos document collaboration works together with email. When documents are added to workspaces or changes are made to existing content Xythos can send email notifications. When users want to share folders or files Xythos can send invitations. Inside email clients Xythos can transform file attachments into secure links helping eliminate security risks and reducing storage consumption. Xythos can even email file links from within other desktop applications helping accelerate content collaboration.

• Basic and advanced search.

  Many documents in organizations are “lost” simply because users don’t know where to look for them. Xythos helps make searches easy with multiple methods to easily discover documents and files. Enterprise Document Manager offers filename and content level keyword and wild card searches. Integrated search filters can comb through pdf’s, image files and hundreds of other formats. Searches can be performed on metadata, content tags and the content of Xythos Wikis. Searches can also be saved and named for re-use and sharing.

• Integrated Wikis.

  Integrated Wiki support improves collaboration “around” content and artifacts that are not “documents”, such as research results from clinical trials, media files, or even externally hosted content. All Wiki collaboration is stored within the Xythos system ensuring that project content and discussions are comprehensively managed. Because Wikis are managed just like every other document in Xythos, users do not have to learn a new application in order to take advantage of new collaborative features.

• RSS.

  Allows users to easily stay informed by receiving the latest Xythos content through a RSS feed. Subscribe to any folder, document or Wiki through Xythos RSS and receive automatic updates when content is added, modified or deleted. Xythos RSS also provides a standards-based feed that other applications can also use to track changes, allowing document collaboration to be easily integrated within other business processes.

• Process wizards.

  Take the guess-work out of common tasks with Xythos Wizards. Team members now have the opportunity to concentrate on their primary mission rather than taking time to perform administrative tasks. Wizards also provide relief to IT teams burdened with user requests for workspace configuration and management.

Security and compliance

The need for security and compliance must be weighed against the ability for users to have quick access to information. With Xythos’ comprehensive document management security, organizations control who can access content and who can access individual folders and documents. This approach enables all documents to be filed in one place, providing a complete, unified view of content, documents and records.

Whether organizations are implementing practices to help ensure continued corporate compliance, improve electronic audits, or are merely looking for tools to help facilitate an initial round of compliance measures, Enterprise Document Manager helps meet stringent compliance requirements. Here are just a few of the security and compliance features within Enterprise Document Manager:

• Elimination of email attachments with Intellittach technology, automatically replacing email file attachments with secure links.
• Document classification when content is uploaded to Enterprise Document Manager.
• Access definition for classes and groups so that users have access to the content they are authorized to use.
• Open security model that integrates with common authentication methods such as LDAP and Active Directory.
• A records management module that is Department of Defense 5015.2 certified.
• Comprehensive retention and expiration policies.
• Complete audit trail that records which users have accessed which documents, and what modifications, if any, they have made.
• Management for scanned images and electronic documents
• Inherited security so that documents added to a folder can be assigned permissions, automatic logging, and automatic versioning set at the folder level.
• Document-level access control guarantees that only those who are permitted to, can view information stored in the system providing an added layer of content security.

• LDAP Integration:

  Enterprise Document Manager can authenticate with user directories like LDAP and Active Directory, providing an easy and secure way to manage user and group access rights and allowing organizations to perform a search against the LDAP server in order to authenticate users.

• JSR 168 Portlets:

  Xythos provides sample JSR 168 portlets with the Enterprise Document Manager. The portlets were designed to run against JSR 168-compliant servers such as BEA Weblogic. Out-of-the-box portlets include a File Search portlet, a Bookmark portlet and a Folder Content portlet.

• JSR 170 Support:

  Enterprise Document Manager provides flexible and robust APIs for customization and custom development and support for JSR 170. As a result, developers are able to use this standard to invoke features within the Xythos platform.

• International Support:

  Enterprise Document Manager supports several languages, including multi-byte character sets. Multiple time zone support permits file change time stamps to occur in local time zones, improving international file collaboration and local date standards help ensure that users can more easily recognize file changes in their accustomed format.