Beyond robust reporting of your documents and content, DocClarity delivers full-feature audit reporting including:
- Security group user and permissions reporting
- Security group audit trail user and permissions
- Notification group reporting by folder
- Notification group user and subscriptions reporting
- Complete action and detail reporting by user-system
- Complete action and detail reporting by user-content
- Reporting by user permissions
- Complete user audit trail
As new users are added, high security passwords are automatically generated and assigned, taking security to the next level. Additionally, users names and passwords are sent to individuals in separate emails to further enhance security.
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.
Content Check In/Check Out
The capability to check documents in and out can be extended to any authorized user, enabling quick, secure access–from any location. User permissions and security rights are customizable and easily controlled, providing a simple gateway for multiple parties to access shared content.
A diversity of file formats can be scanned and uploaded to your electronic repository, automatically converting the documents into fully-searchable PDF formats, in addition to retaining a copy in the respective 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 Optical Character Recognition (OCR) and PDF conversion.
Access retrieved content in one click with our content link navigation bar. Links corresponding to your search results page conveniently remain visible in a navigational bar that allows immediate viewing of multiple items and their corresponding information. The items listed on the navigational bar are available for immediate recall, with just one click.
DocClarity delivers the ability to organize and store all of the content, your organization creates, uses, and abides by, establishing universal standards, enterprise-wide. Your organization’s standardized terminology including content types, sub types, and meta data drives productivity and efficiency, automatically enforcing naming conventions across geographical, division, channel, affiliate, network, and subsidiary boundaries. Each employee, vendor and partner are powered with the ability to quickly and easily find, access and share documents.
Administrators are allowed access to your organization’s Trash Bin, allowing them to view, monitor, and recover deleted content as needed. After all, accidents happen. Additionally, this feature is a powerful protection in self-audits and external audits.
Upon content check in, users have the option to specify date(s) of expiration, renewal, and/or termination tailored to that item. Users can also establish advance date notices that will notify a user or workgroup as the specified date approaches. For example, users can set up notifications to automatically occur before leases, contacts, or MSAs expire.
Email notifications or “Auto Alerts” allow authorized users to view new and existing documents and to receive automatic alerts 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. Notifications can also be set to occur when new documents, such as leases, amendments, and reports become available, greatly reducing the hard copy paper challenge and allowing users, owners, and investors the ability to subscribe to critical content updates.
Full Text Search Results You Can Rely On
DocClarity employs an Optical Character Recognition (OCR) engine, designed to support high volume capacities of leading firms and their clients. This acute level of “findability” allows users to trust the results of their queries. DocClarity delivers a superior platform, enabling identification of text in low resolution content, documents containing multi directional text, and content containing colored text. Additionally, the “word search assistant” suggests words similar to initial queries, expanding results, as needed. Retrieved content is delivered with searched content clearly highlighted, quickly alerting users to relevant areas. Now that’s “findability!”
Further define your search for content by specifying content you DON’T want included in your search results. For example, “Give me all the leases for this portfolio EXCEPT…” Additionally, folder-specific metadata is completely searchable, allowing you to find the content you need with ease.
Use our multi-select enablement to choose multiple items from search results. Simply click the check box of the content or folders you wish to include in actions such as downloading, copying, moving or deleting.
Make your content work with you, not against you…
- Release dates specified at check in – check your content in and schedule a future date of release to designated users.
- Shortcuts to content and folders in diverse locations – see content and folders pertinent to your search, even if you didn’t consider other areas.
- Multi-level content storage.
- Searchable content correlations based on workflows.
- Downloadable search results allow you to sort results as needed.
- Detailed content reporting.
It’s no secret – your users are diverse and engage with and respond to content differently. DocClarity maximizes engagement by allowing individual users to customize their experience by selecting from a variety of options to uniquely modify their own presentation. Some customizations include:
- Search results
- Query builders
Administrators simply use the handy check boxes to quickly and easily assign diverse permissions. These permissions limit the types of content and folders each user can access, protecting sensitive content from accidental or unnecessary access.
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.
DocClarity offers diverse User Types with enhanced functional differentiation for greater flexibility.
Documents checked out and resubmitted for check 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 in its native form. Users with Read-Only rights can view a document, but not check it out or modify its content.
Say goodbye to the confusion of “who has the most up to date revision of this document?” With DocClaity on your team, search results will always take users to the most recent version of any content. While we’re at it, we’ll store those earlier versions for handy reference too.
External and remote users can access, search, retrieve, view or download information using any supported internet-connected PC browser. Anywhere, anytime access is available 365x24x7–whether from a Web browser at home, work or on location with a customer, partner or vendor–worldwide.
DocClarity provides an automated solution for multi-step processes, such as the approval process for content. Content entering a workflow must be received and approved before it is released to the rest of your organization’s users and partners. Users can even invoke a check in workflow for ad hoc process or on the fly, routing of a piece of content.
Criteria workflows are automatic and content is routed based on the document type. For example, these workflows are useful within the commercial real estate industry, as a lease is routed through the abstracting and accounting processes. Criteria workflows can also streamline process in the creation of organizational budgets, market plans, and in legal research and document drafting processes. Essentially, if an organizational process invokes specific sets of approvals, criteria workflows can ensure compliance to standards.