Overview

With the eDocs™ module, documents that are in electronic format such as scanned images, digital pictures, Word, Excel, PDF, or virtually any electronic document can be stored and viewed from within the Document Collection module. Even digital audio or video clips can be managed within the eDocs™ module.  

eDocs™ utilizes a designated, shared folder or SQL database on the user’s network to store these electronic documents.  When a user double-clicks a document icon, or the View button for a document, the eDocs™ system communicates with the Windows OS, telling it which application to open in order to view that document. By clicking a Microsoft Word document, eDocs™ uses the native application, in this case Word, to open and view the document. Any document type can be linked and stored in the eDocs™ system and any type of document can be opened, if the user has the proper application to open it.

Primary Features

In addition to adding electronic documents or scanning paper documents through the eDocs™ Tab, users can also perform the following actions on documents:

Link -Links an electronic or scanned image that is in the eDocs™ repository but not associated (or linked) to a specific document within a folder.

Unlink - Unlinks an electronic or scanned document that is currently associated (or linked) to a specific document within a folder.  The resulting unlinked document will continue to reside in the eDocs™ repository where it is available to be linked to another document or deleted from the eDocs™ repository.

Get Latest - This will make a copy of the most current (or latest) version of a document into a user’s designated local check out folder.

Check Out - Makes a copy of the most current version of a document into a user’s designated local check out folder for the purposes of editing or updating that document.  Therefore, in order to control document versioning, other users can only view documents that are checked out by other users.

Check In - Saves a copy of the most current version of a document after a user is finished editing or modifying it. FileOnQ™ automatically keeps track of version numbers, the date and time a document was checked back in, and the user who modified that document.  Once a document has been checked back in it is available to be checked out by another user.

Undo Check Out - “Puts back” a checked out document without saving any modifications or edits, and therefore, without changing the version number.  Once a document has been “put back” it is available to be checked out by another user.

View - Allows a user to view an electronic document or scanned image without being able to modify or edit it in any way.  The system allows for multiple users to view a document at the same time.

Show History - Shows the complete history of a document. Events such as Linking, Check In, and Check Out are automatically recorded by the system. The details of each of these audited actions includes; Date and Time, User Login, User Name, Operation, Document Name, Version & Comment.