Document Management System
PantraNet releases employees and contacts from the constraints of non-virtual document management systems and it enables IT departments to fulfill and manage the needs of system users. With it, your enterprise’s employees and business partners can securely login to your system from anywhere, and work with the documents and business records they need, whenever they want, with no need to ‘be at’ or ‘go to’ the office. That results in a lot of people getting a lot more work done, in a lot less time, with a lot less gas, workflow delays, IT complications and costs.
Each document’s profile contains a list of employees and external contacts that can access the document. That unique capability opens a gateway of time saving possibilities for employees and contacts to more efficiently organize, interact and collaborate, from anywhere, anytime, on any device, 24/7.
Converged Document and Email Management System
Below is a view of three documents and one email that have been stored in a system subfolder. PantraNet is the only system that can store and arrange documents and emails together in a centrally organized system of projects, files, cases, contracts, etc. That cuts time spent organizing and synchronizing information, because employees can get the entire information picture without having to look in separate document and email systems.
Secure Document Exchange Portal
As part of PantraNet, your enterprise acquires a built-in, secure document exchange portal and collaboration service. That means no more FTP upload sites to manage, or third party document exchange services. That means a secure desktop method for employees and their contacts to organize, attach comments to, keep record of and exchange confidential documents.
System Tools
Our unique ‘action’ and ‘view’ commands include easy to use check-in, check-out, owner, author, publisher, subscriber, filing, add comment, view comment, view access list, view audit trail, open, replace, version control, content access lock, content edit lock, receive and send automated document change notifications, delete protection, sales management and search functions.
Our functions enable teams of people to collaborate, track, organize and complete more work faster, with less time spent on organizing and waiting on paper processes, and no time spent struggling with technology.
Access To Documents
Mobility:
people can securely access documents from anywhere 24/7, in-the-office, at a client’s office, in the courtroom, the clinic, the car, or on the construction site
Secure document exchange portal:
As part of PantraNet, your enterprise acquires a built-in, secure document exchange and collaboration service. That means no more FTP upload sites to manage or third party document exchange services. That means a secure desktop method for employees and business associates to organize, annotate, record and exchange confidential documents.
Roles and relationships:
anyone entered in your system can be given secure access to the documents they need according to their relationship to, or role in, your enterprise.
Privileges:
anyone with owner, author or manager privileges on a document’s profile can select groupings of people by project team, contract team, case team, etc., and assign each team member various levels of public, read only, subscriber, privileged and/or editor access to the document.
Audit trail:
our service can generate log files that identify who has accessed documents or altered the profile or content of a document.
Document change notifications:
when document subscribers request, they can receive automated system notifications that a file’s profile or content has been updated.
Cross referencing:
PantraNet allows users to cross-reference documents and emails in the filing system. When a cross-referenced email or document is edited and updated, or whenever comments are added to its’ profile, all of the cross-referenced documents will be updated simultaneously. It means that users can never be using an out-of-date document because they opened a copy from the wrong folder.
Organization Of Documents
Client projects & contracts, client matters, client case workflow
Our document management tools enable enterprises to categorize and organize a filing structure that suits the various types of client, case, matter, project, and contract centric activities, that suit their unique business needs.
When users login, they can find the documents, email, confidential business records and shared comments they are entitled to see, organized by the file structure the enterprise has created.
Retrieval Of Documents
All documents retrieved are in secure format. Users retrieve lists of documents by using the filing system search filters. Users specify the parameters of what they need, and find it with a click. The system displays for each user, a folder for each project/case/matter/contract & etc. that the user is associated with. Inside each folder are the documents and emails that the user is entitled to see. Each document and email has a profile into which users can enter and exchange comments that attach to the profile in an identified, time-stamped chronology. This is a team collaboration feature that eliminates strings of multiple emails between members and that maintains a permanent record of decisions.
File In Box
The File In-box works like an email in-box. It lets team members exchange and update files without needing to email them back-and-forth to each other.
In conjunction with the ‘Commenting’ feature it allows team members to aggregate everyone’s ‘comments’ about a document or email in a date stamped chronology. This eliminates the need to exchange and organize multiple emails from various sources. New Comments added by a Team Member trigger notifications in respective user’s Files In-box that comments are being added, or that changes are being made, to the document or email in question. (Application; instead of me sending you.
Commenting
Allows users with authorized access to a document or email to append “Comments” to any document or email to which they have access. (Application: let’s say there are two lawyers drafting a document for a Client.
Profiling Documents
Profiling is done by document owners, authorized authors and subscribers
Profiling controls what data each user can edit in the document’s system profile
Profiling manages what a user can do with the document once they have access to it
Our flexible suite of document management functions makes it simple for enterprises to organize information and teams of people by case / client / project / contract / activity. Our unique organizational tools enable enterprises such as:
Auto Complete Templates
- medical assessment and treatment clinics to manage confidential medical documents and records through a process of scheduling insured patient referrals from insurers for appointments to meet rosters of doctor(s) and caregivers; giving everyone involved access to a system of organized case medical documents and emails, that can be accessed, viewed, edited, annotated with shared comments, and relied upon as the knowledge base used to prescribe and authorize treatments through the provision, monitoring, and billing for patient care.
- law offices to organize their content into a client, case and matter structure and easily manage the access and use of documents by partners, clients, associates, juniors, assistants, clerks.
- architectural, engineering and construction offices organize documents and email into a structure of client, project and contract folders where every team member can access all of the information they need to support their role and relationship.
- professional consultation, trade service enterprises and organizations that need to organize employees, documents, email, projects, clients, letters, maintain records of client services and products purchased and sold.
- political and not for profit organizations that need to provide staff and teams of volunteers with intermittent or occasional access to organizational information and communication services
- municipal government offices and school boards that need to provide staff, students and volunteers with a document management system that serves all the stakeholders. PantraNet enables your . The ‘public facing’ side of your PantraNet service allows you to grant web access to documents and information systems commensurate with their job description, and students with access to repositories of information for their year, grade, class.
Enterprises have more than documents and employees to organize. They need to manage voice and email as well as teams of external associates and constituents, around clients, projects, contracts, matters and cases of various kinds. As part of records keeping they need a method to allow teams of employee and external contacts to publish and collaborate amongst one another using all of these information types. Only PantraNet makes it possible to satisfy these diverse needs on a single integrated service platform.
Law, architectural, engineering, contracting, manufacturing, school boards, municipal offices, political parties, real-estate development companies, and insured medical service practices, are only some examples of enterprises that need to organize teams of employees and external contacts, and provide them with a system that organizes and manages their individual documents and contacts. For regulatory and operational reasons, businesses must be able to find every letter, computer file, email, financial record, contract, sales order, purchase order & etc. that has been produced by every employee. PantraNet provides a simple and elegant solution.
With draft documents being attached to email, and subsequently updated, exchanged and forwarded, it is difficult to know where things are and to ensure everyone is working from the latest information. That explains why a study of 600 small and medium sized enterprises revealed that the average employee spends approximately 15 hours per week just on organizing and retrieving information. PantraNet reduces the time it takes to manage information by hours per week per employee. That translates to more work done, greater case throughput and more billable hours.
SCREENSHOTS FOR DOCUMENT MANAGEMENT FEATURE SECTION
Below is the Edit File Home Page. Each link in the Edit Information area, leads to fields of profile information that authorized editors can change.
If you follow the General information link on the Edit File page shown above, it leads to the Edit-File General Information page shown below.
If you follow the Contacts Access Rights link on the Edit File page shown two pictures above, it leads to the Edit Contacts' Rights for Files page shown below:
