capture and export tools

• scan directly to folders from local or remote locations
• Kofax® scanner interface supported for zone ocr 
• Kofax Release script for VisualVault  
• fax directly to folders and trigger automated processes
• email directly to folders and trigger automated processes
• folder watching to capture documents (ftp sites, etc.)
• all capture methods support ocr and pdf conversion
• Outlook® add-in for direct outlook interaction
• document export utility preserves folder structure

workflow

• pre-defined worflow processes for automation
• release approval workflow
• expiration approval workflow 
• document review workflow 
• training record management workflow
• ad-hoc workflow tasks
• add workflow tasks on the fly to a predefined workflow  
• assign workflow task conditionally based on metadata
• group-based workflow capability with work queues
• personal and group task list management
• interact with outside applications through workflow
• control new task notifications  
• password enabled approval task completion  

folders and sub-folders

• web-based interface utilizing web 2.0 technology
• drag and drop user interface for copy, move, and delete
• context (right-click) menu options
• move and copy using drag and drop
• define document naming conventions
• automated release approval workflow
• workflow status for folder's documents
• expiration workflow
• document review workflow
• automated document review and archival
• record retention rules
• unlimited custom fields (document meta-data)
• custom field types (text, date, numeric, and drop down)  
• role-based security with inheritance
• email subscriptions
• detailed audit history
• developer access to all folder capabilities
• document library folder and document statistics  

documents

• web-based interface utilizing web 2.0 technology
• drag and drop interface for move, copy, and delete
• drag and drop multiple documents
• context menus provide quick access to common actions
• single document upload (optimized for larger files)
• web-based multi-file upload
• multiple file download
• detailed document id card shows all relevent information
• associated content (parent, child, peer, forms, projects)
• create id cards without file attached to generate doc id 
• track paper documents
• document export utility
• unlimited custom fields (document meta-data)
• custom field types (text, date, numeric, and drop down)  
• record retention rules
• role-based security with inheritance
• detailed audit history
• developer access to all document capabilities
• send documents as links or attachments
• email dynamic links to documents (latest rev returned)
• email subscriptions to notify you of changes
• document states: draft, pending approval, released
• pre-defined workflow processes and ad-hoc routing

search

• quick search of all documents, meta-data, full text
• full text indexing of 130 document types
• custom meta-data fully searchable
• advanced search screen for detailed queries
• create searches with granualar grouped criteria  
• indexing server for optimal search performance  
• save and publish common searches for quick access
• quick search within a saved search
• use a saved search as a template for similar searches
• view search values for custom fields before searching  

configuation options

• customize visualvault without needing to modify code
• place company logo on login screen to brand visualvault for your company
• modify standard menu to highlight business processes using your words and layout
• place a header in the application for custom branding.
• configure tabs that are visible to the user in forms, projects and custom pages
• customize context menus in forms and custom pages
• create custom pages that bring together form lists, document lists and custom controls.
• focus users on business processes through configurations
• populate drop down lists with external data sources  

software developers

• integrate document management into other applications
• .net document management software development kit
• .net wrapper assembly uses web-services for remote communications
• all document management capabilites provided in the api
• visual studio(r) sample projects offer pre-built code
• code examples in c# and vb.net 
• pass through authentication for single sign on access

forms based processes

• web-based form designer to build out of any process
• integrated configurable workflow engine
• process dashboards provide status of each process
• dashboards support approvals and signatures
• send link to forms via email (customers and suppliers)
• integrated workflow engine sends links to employees
• tamper-proof form data storage
• export data from process dashboards
• data storage accessible to third-party reporting tools
• row, section, and field security on forms  

compliance processes

• interact with processes using html web forms
• customize pre-built processes or create your own
• examples of pre-built processes:
  • corrective action
  • preventative action 
  • customer complaints
  • return material authorization
  • non conforming materials report
  • internal audit findings
  • engineering change requests
  • customer survey (send link to customers via email)
  • deviation report
  • credit authorization
  • suggestions for improvement
  • supplier corrective action
  • supplier self assesment
  • code of ethics policy
  • harrassment free workplace policy
  • employee handbook receipt
  • change of employment status
  • receipt of confidential information
  • it support request
  • request for quote
• password enabled workflow approval tasks  
• password enabled form signature stamps  

audit logs

• each form revision has a point-in-time snapshot
• form process field level change log for fda validation
• employee audit log
• document audit log
• document revision history
• folder audit log
• detailed workflow history is preserved
• employee training logs

training record management

• track employee training for each document revision
• group based training assignments
• adding user to groups creates all training requirements 
• employee training record automatically maintained
• automated approval route including supervisor sign off
• organization wide training log for audit preparation

web form templates

• web-based form designer to build out of any process
• forms rendered as html forms in cross browser format
• integrated configurable workflow engine
• process dashboards provide status of each process
• dashboards support approvals and signatures
• send link to forms via email (customers and suppliers)
• data storage accessible to third-party reporting tools
• revision manage form templates
• auto id naming of each form instance
• role-based security
• control field visibility based on security or conditions  
• attach documents to forms
• mult-page form supported
• print-preview mode for each form instance
• publish organization form library for internal use
• collect data from customers, suppliers, employees
• electronic signature stamps for approvals
• password enabled form signature stamps  
• populate lists and text boxes from other data sources
• auto fill fields based on a other fields selected value
• advanced or simple view modes
• confirmation page configuration
• fillin fields on another form from current form
• add workflow tasks on the fly from the form or task  

form process dashboards

• oversight of data collection using dashboards
• automate virtually any process
• create multiple views of the same form data
• drill down from dashboard into form instance
• context menus for quick access to related items
• tamper-proof data: warning displayed if form modified outside the application
• field-level change tracking supports fda validation
• role-based security
• email links to forms for fill-in or review
• setup public access for data capture from web-sites 
• mass completion of workflow tasks

audit logs

• each form revision has a point-in-time snapshot
• form process field level change log for fda validation

integrated workflow

• pre-define workflow process for each form template
• send data to other applications
• group-based workflow assignments
• modify pre-defined process on the fly
• easily add a new workflow task from task list
• workflow status visibility
• organization wide workflow status report
• conditionally route forms
• password enabled workflow approvals

example forms

within visualvault

• use desktop email client to send document \ form links
• optionally use integrated web email to send attachments and links
• workflow tasks send notification via email with links back to document or form
• customize email notificaitons
• use visualvault as an email client

capture tools

• available email service provides direct monitoring of email accounts.
• send messages and attachments directly to visualvault folders.
• auto conversion of attachments to pdf format supported
• apply footer (time, date, document id) to attachments
• monitor multiple accounts and route to multiple servers
• setup automated workflow process to route attachments

microsoft outlook

• outlook add-in available
• save messages and attachments directly to visualvault
• navigate folders
• locate documents when sending new messages
• send as attachment or link to document

kofax support

• capture documents and forms using kofax ascent (r)
• zone ocr can transfer image text to document meta-data
• visualvault server can be local or remote
• automated pdf conversion capability
• setup background services for automation
• direct upload with Kofax release script for VisualVault

folder monitoring

• map watched workstation folders to visualvault folders
• conversion to searchable pdf format available
• runs as unattended background service
• monitoring console provides real-time feedback
• automated workflow processes can be initiated

automated invoice processing

• move invoice paper based forms into visualvault
• make invoices searchable
• dynamically route invoices for approval based on metadata
• dynamically file in document library based on year, month and vendor information

capture inbound faxes

• monitor efax accounts for new inbound faxes
• map each fax number to a visualvault folder
• conversion to searchable pdf format available
• runs as unattended background service
• automated workflow processes can be initiated
• no need to configure expensive fax servers

send outbound faxes

• this feature available in version 2.7
• right click on documents to send outound fax
• cover sheet templates supported
• no need to configure expensive fax servers

software developers

• integrate document management into other applications
• .net document management software development kit
• .net wrapper assembly uses web-services for remote communications
• all document management capabilites provided in the api
• visual studio(r) sample projects offer pre-built code
• code examples in c# and vb.net
• pass through authentication for single sign on access
• overloaded authenication capability
• database schema provided
• class reference is fully documented
• all forms capability in api
• workflow api allows tasks to be created
• all projects capability in api

web application

• asp.net web application
• 100% managed code
• configurable portal technology
• ajax - web 2.0 integrated interface
• single sign on with active directory, novell edirectory, nt 4.0, and ldap
• configure how names are displayed
• network load balancing supported for scalability
• 2000 users per web server when using dedicated server
• configure to authenticate with smtp server
• scalable service environment

indexing and search

• indexing of over 130 document types
• search through millions of documents in seconds
• search document content and metadata
• manage multiple VisualVault sites with one index server
• verify indexing status and configuration

repository

• all data stored in sql server 2000 or sql server 2005
• one point of backup and security
• automated database creation and upgrades
• multiple database support for test environments, archival, and large implementations

web services

• visualvault capture products use the web-services api
• .net wrapper assembly provides developer project reference