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Xythos
What does Xythos
The need to better protect enterprise content and simplify how it can be shared is a challenge many organizations face today. Users have outgrown email as a collaboration tool and want consumer friendly solutions to get their jobs done. IT organizations must deliver easy to use web services for managing and sharing content or they will lose the chance to better control it and respond to increased compliance and security requirements.
Distributed, mobile workforces can benefit from web-enabled document collaboration services by becoming more responsive, sharing best practices, and minimizing work duplication. The Xythos document content platform helps them automate business processes and manage content from its creation to ultimate disposition. Open standards-based document collaboration applications offer a cost effective alternative to traditional ECM systems which can help organizations improve how they manage content while preserving the value of their existing technology investments.
Intriged by the ease of use of Xythos, the strength of the solution and the benefits it has when implementing Xythos within your organisation? Note that you can have your own secure document content management and collaboration platform for only 460 euro a user (when having at least 30 users)
One of the strong points of Xythos is that it uses standard technology such a native browser you have on your workstation. Xythos has an intuitive web interface wich allows for quick access to commonly used commands and easy organisation of files and folders.
Find out for yourself how easy and user friendly you can work with the Xythos web interface. Click on the link and follow our online tutorial. It will take you less then three minutes to have a complete understanding of the Xythos Web Interface.
How to upload files into Xythos
Having a tool for document content sharing and collaboration such as Xythos is great. But many files and documents are stored on workstations, servers and networkdrives. Xythos provides several ways that enables you to easily upload all this content into your Xythos platform.
Using the webview, you have two modes of upload, basic and advanced. Basic upload allows you to browse one file at the time. Advanced upload allows you to drag and drop files - or even complete folders - to the advanced upload screen and to upload them in one go.
Another way of moving files into Xythos is by using the Microsoft Web folders. When using Microsoft Explorer as your web browser, you can create a web folder by simply clicking the ‘Launch Web Folder’ button on the toolbar menu. It will establish a connection within the windows network places and display a link to the Xythos folder. Drag and drop content to this web folder and it will be stored into the Xythos folder
How to Share files with Xythos
Using Xythos, you can send links to files, instead of sending the files themselves, which is both faster and saves unnecessarily wasted disk space. There is no need to make duplicate copies of a single file when you simply send a link to the original file. In this manner, every user is always looking at the most recent version of the file. On top of it, the original files stays at the datacenter where it’s securely stored, being included in backup procedures etc.
Tickets allow both non-Xythos and Xythos users access to your files and folders By using the ticket functionality, you may allow specific access to your folders, their sub-folders, and the files within. A folder ticket can be thought of as a direct online link to a folder. The person with whom you'd like to grant access to the file or folder will receive an e -mail with the online link. When the link is clicked, the user is taken to the Xythos interface and the folder's file and sub-folder listing displays just as you would see it in its regular folder listing screen. Tickets can be created for one file or folder, or any combination of multiple files and multiple folders.
When granting access to files and folders through tickets, you must define the type of access orpermissions the user(s) should receive. In addition to setting access/permissions for your ticket, you may also password protect the contents. When the user receives the ticket link via e-mail, they will be prompted for a password when attempting to access the link. If a user is granted Read and Write permission for a ticket, however they are not provided the password then they will not be able to access the contents of the ticket.
Xythos allows you to create searchable keywords for files, which are called Tags. Tags are used for files and cannot be used for folders, however, you may Tag all files in the folder. In order to Tag a file you must have Read and Write permission for that file. If, however, you would like to search for a Tag, you need only have Read to view them. When creating Tags there is not any type of character limitation, so the Tag may be as long or as short as you would like; there is also no limit to the number of Tags a file may have.
Classification is Xythos' solution for managing an organization's documents records in a more regulatory and standardized manner. Using Document Classes, Document Class Properties, Retention Rules, and Permission Templates, classification administrators and users can adhere to organizational policy and standardize the process by which you maintain communication within your company
The classification module is an optional part of your Xythos system. Whether the module is enabled is controlled by your system administrator. Functionality within the system is controlled by using roles. Roles are defined by the abilities granted to them. Users can be granted all or partial access to the classification functionality. Therefore, depending on which role you have been assigned to, some or all of the screens described in this help may not be available to you.
You can assign one or more document classes to a folder such that when a file is uploaded to that folder, the document can be classified by choosing a class from the list of document classes assigned to that folder. Once the classes have been chosen, you can designate a default class such that the specified class is the first choice in document classes when uploading files to that particular folder.
A document class is a categorization of a particular file which includes properties, as well as an optional retention rule. Document classes can be assigned to folders such that any file uploaded to that folder must be classified according to any of the document classes assigned to that particular folder.
How to Automate with Xythos Workflow
Xythos Enterprise Document Manager Release 7.2 enables knowledge workers to increase productivity and automate business processes with more out of the box workflow capabilities. Advanced workflow task search enables users to track and manage work flow processes with greater ease. New enhancements ensure that the workflow owner can now provide clearer instruction and communication to all participants throughout the process.
Xythos allows you to create a wiki. A wiki is, essentially, its own website that enables both you and properly permissioned users to add, remove, edit and change content. Wikis allow for linking among any number of pages. When you create a wiki using Xythos, a folder which shares the name of your wiki is automatically created in your Document Manager.
With Xythos you have:
- Customizable Content Management Platform
Integrated File Collaboration File Management Software - Content Compliance Management
Web-based Document Management Software System - Secure File Management
Remote File Access
Secure Research Collaboration - WebDAV Document Management & Collaboration Tool
Control Document Access
Document Version Control - Content Management Software Installation
Customized Document Management Software - ...