Key Features

Document "Check In/Check Out"

SmartCabinet extends document check-in/check-out capabilities to any authorized user by enabling quick, secure access to the document repository from any location while providing a complete audit trail. Specific permission and security rights provide a simple and fast way to deliver shared access of multiple documents to multiple parties.

Version Control

Documents checked out and back in are automatically assigned a new version number. This "automatic versioning" feature allows users with appropriate privileges to review the changes made to a document over time. Only users with Full Access rights can check out a document. Users with Read-Only rights can view a document, but not check it out or modify its content. And say goodbye to the confusion of "who has the most up to date revision of this document?" With SmartCabinet, search results will always take you to the most recent version of any document. And we’ll store those earlier versions too for handy reference.

Full Text Search Control

SmartCabinet uses an optical character recognition (OCR) engine that has been engineered and designed for corporate volume needs. SmartCabinet findability identifies text even within low resolution doc’s and documents containing multi directional or color text. Use our "word search assistant" to locate words close to other words. And SmartCabinet will highlight these words in the document and take you right to them. Now that's findability!

E-mail Notifications

E-mail notifications or "Auto Alerts" allow authorized users to view new and existing documents and be automatically notified via email when specific events occur. Notification lists can be created to track when any document is checked in, checked out, modified, deleted, viewed or activated. Notification can also occur when new documents, such as leases, amendments, and reports become available. This greatly reduces the hard copy paper challenge and allows users, owners, and investors to actually subscribe to content.

Document Conversion

File formats can be scanned and uploaded into an electronic repository, automatically converting the document into a fully-searchable PDF format as well as retaining a copy in its original native file format. Scanning is integrated right into the interface, providing a seamless method for entering documents into the system without requiring the purchase and maintenance of desktop software for OCR and PDF conversion.

Date Management

When a document is checked-in, the user has the option of specifying expiration, renewal, and termination dates surrounding the document. Users can also set up advance date notices that will notify a user or workgroup when the date approaches. For example, users can set up notifications to automatically occur before leases expire.

Document Repository

By using SmartCabinet to organize and store all of your documents, your organization creates an enterprise-wide standard for how you classify your content. This standardized terminology of doc types, sub types, and meta data drives productivity and efficiency by automatically enforcing these naming conventions across geographical and company boundaries. Every employee, vendor and partner can now quickly and easily find, access and share documents using the same terms and language.

Document Classification

SmartCabinet creates a standard throughout your organization for how documents are classified, automatically enforcing naming conventions across geographical and company boundaries. Employees, vendors and partners can locate, access and share documents using the same terms and language.

Anytime, Anywhere Access

External users can access, search, retrieve, view or download information using any supported internet-connected PC browser. Anywhere, anytime access is available 365x24x7 from any Web browser at home, work or on location at a customer, partner or vendor site worldwide.

Security

To safeguard the integrity of files in SmartCabinet, all users must log into the SmartCabinet web site with a valid user name and password. Each user's access to documents and content and administrative functions is controlled by the following security elements.

• Individual Permissions — a user can be given permission to only access specific properties, buildings, tenants, vendors, and folders.
• Security Groups — a user can be assigned to one or more security groups which can possess specific permissions, ie, a marketing, accounting, or legal group.
• Permission Levels — a user can be assigned a permission level of Read Only or Full Access for each property, building, tenant, vendor, and folder.
• User Type — each user name is associated with a user type which defines which documents and functions the user can perform (if any).
• User Expiration Date — an expiration date can be defined for each user name. This allows you to auto expire external users at the end of a given project for example.

Audit Trails

Beyond robust reporting for your documents and content, SmartCabinet provides full featured audit reporting including:

• Security group users and permissions reporting
• Security group audit trail user and permissions
• Notification group reporting by property
• Notification group user and subscriptions reporting
• Complete action and detail reporting by user-system
• Complete action and detail reporting by user-documents
• Reporting by user permissions
• Complete user audit trail

Workflow

A workflow establishes an approval process for content. Content entering a workflow must be received and approved before it is released into SmartCabinet. Users can invoke a Check In workflow for ad hoc, or on the fly routing of a piece of content. Criteria workflows are automatic and content is routed based on the document type. This is useful for lease that must route through the abstracting and accounting process as well as budgets, marketing and legal documents that require their own sets of approvals.