Files and folders are only seen by those who have permission to access them
Our intranet document management makes it easy for you to manage your documents and folders restricting access by groups or individuals. If employee handbooks were different for office and manual workers access control could be used to only show the relevant document to each group.
Your organisation’s files are stored in an intuitive folder structure
Engage’s document management allows your colleagues to store their documents in a folder structure chosen by the business or by your users. Storing documents this way means that you can separate out content and provide staff access to the parts that are relevant to them. Each department can have their own set of folders only accessible to them as well as folders shared with the whole business. It’s all flexible and can easily be changed to suit the way your business works.
Filter your search to see just the type of document you are interested in
Documents can be sorted into categories to quickly give you access when you know what type of file you are looking for. Categories can be configured to suit your business so you can group your documents by department, project, client, policies or procedures – however you like.
Automatically convert documents to PDF for fast viewing *
Converting documents to PDF enables document preview in your search results. Documents can be previewed to make sure you have the correct one without needing to download the entire file (especially good if you are working with large documents). Converting to PDF also prevents people editing your documents, great for policies and procedures. Issuing a PDF doesn’t leave you with lots of duplicate files, as when the original document is updated the PDF is as well. It is also permission controlled enabling you to give access to the original to a select few while making the PDF freely available.
* PDF conversion requires a third party plugin
Get document sign-off before your content is released
The approval process can be used to allow an individual or a group to approve documents before they are released on your intranet. Using document approvals gives you the option of vetting content, particularly content that may be legally sensitive or may be subsequently released externally. Approvals can be made by an individual, a whole group or by just one of the members in a team depending on the needs of your business.
Capable of managing millions of documents
Our document management application has been tried and tested over many years in many different organisations; within both an intranet and an extranet and to manage millions of documents. As part of Engage it can be deployed over different time zones and multiple servers (it also works nicely in a single office too)