TechnologyOne Enterprise Content Management (TechnologyOne ECM) delivers a host of features to help organisations manage all their information needs.

 Automated Responses
 Common Distribution Interface
 Control of Hard Copy Documents and Files
 Customer Contact
 Applications Server
 Desktop
 Document and Image View Manipulation and Markup
 Index Design Wizard
 Integration
 Integration with Email
 Rapid Registration 
 Rendering
 Reporting
 Searching
 Sentencing and Destruction
 Spell Checking
 System and Document Security
 Workflow

Automated Responses Back to top ^
Generate responses to customer queries that are automatically populated with TechnologyOne ECM metadata including folder links from the initial document resulting in single click registration of responses. Responses generated are automatically registered within the system, tied to the original document and can either be printed or automatically distributed via email, allowing you to easily track status with minimal effort. This also reduces the need for intensive training as the Response Wizard guides users through the required steps.

Common Distribution Interface Back to top ^
TechnologyOne ECM provides a Common Distribution Interface allowing for a single user interface when communicating with internal and external users as well as customers. This allows users to deliver documents to colleagues internally and customers via fax and email directly from their desktop. Workflows may be attached allowing the automatic distribution and processing of the document.

Control of Hard Copy Documents, Files and More Back to top ^
TechnologyOne ECM provides for the registration and control over hard copy files and documents, including control over multiple copies of the same document. Users are able to request notification of movements of documents either to a physical location or to a user. Bulk transfer of files and documents are also catered for using either tethered or portable bar code devices. And these documents may then be included in the standard searching and workflow facilities. TechnologyOne ECM is not restricted to files and documents as it allows for a hard copy object to be a video, book, magazine, water sample, etc.

Customer Contact  Back to top ^
Create your own Customer Contact register to record customer details, attach workflow tasks and monitor and report on each contact with your customers - regardless of the format used to communicate.  Efficiencies are achieved by maintaining all customer documentation and contacts within a single integrated solution.

Application Server Back to top ^
TechnologyOne ECM's Application Server is considered as middle ware.  All applications that access any information managed by TechnologyOne ECM must first request the information from the Application Server.  This provides a layer of security which allows you to expose TechnologyOne ECM data and functionality to the Internet, intranet and over a WAN (Thin customers) with confidence by enforcing security and applying business logic. This infrastructure has enabled the development of TechnologyOne ECM features such as TechnologyOne's Webforms and Document Explorer. TechnologyOne ECM's Application Server enables you to enforce security over the database, and file store, and enables all documents and metadata to be accessed using a simple URL.

Desktop Back to top ^
TechnologyOne ECM's Desktop increases your organisation's ability to capture critical information by enabling documents to be saved directly into TechnologyOne ECM from all common MS Windows Applications. This encourages users to 'save' to a central repository and provides a user interface to TechnologyOne ECM that is common to most users.  It also allows for the integration into a wide variety of applications without the associated cost and maintenance of specific integrations and ultimately reduces the time and costs associated with staff training, as staff continue to work with familiar applications.

Document and Image View Manipulation and Markup Back to top ^
TechnologyOne ECM includes a fully featured document viewer that supports all popular formats.The viewer provides a range of functionality to view, manipulate and markup documents and images.

Index Design Wizard Back to top ^
Use the TechnologyOne ECM Index Design Wizard to create additional indexes (record series). This allows you to build a metadata model tailored precisely to your business' requirements.

Integration Back to top ^
TechnologyOne ECM integrates seamlessly with your core business applications, providing a single view of your business from the desktop or the web. Get the information you need, when you need it, with multi-dimensional views of your information and easy to use search terms.

Integration with Email Back to top ^
TechnologyOne ECM can be  integrated with Microsoft Outlook, Lotus Notes and Group Wise email. Email can continue to be used as the corporate communication channel whilst TechnologyOne ECM provides the corporate vault into which information is stored.  User profiles created in either TechnologyOne ECM or the email customer can be shared, thus avoiding double entry of profiles. More information on email management can be found here.

Rapid Registration Back to top ^
TechnologyOne ECM provides for rapid registration of documents, whereby users establish favourite folders to register emails, facsimilies or Word processed documents through a simple click and drag function.  If a customer email address exists in TechnologyOne ECM, upon receiving an email, the relevant customer file will be automatically presented to the user to allow for fast registration. TechnologyOne ECM folders can be workflow enabled to allow for automatic routing of documents, meaning that when a document is filed/referenced against a workflow enabled folder it will automatically trigger the associated workflow. The Rapid Registration screen also allows for responses to incoming documents via email, fax or Word etc to be quickly created.

Rendering Back to top ^
Any TechnologyOne ECM managed document, regardless of the origniating file format, can be rendered (converted into a PDF version) to enable viewing within a web browser.  This means that the document can be shared with a wider range of people, including your mobile or field workers and a rendered document is often quicker to download over a slow bandwidth. Rendering documents ensures the integrity of the original document is retained and can be implemented for TechnologyOne's Off Line Manger, VERS compliance and for archival purposes. Rendering also means that users don't need the originating file software, therefore reducing reliance of occasionally used and often expensive software.  Nominated documents can be automatically rendered or specified by selected users as required.

Reporting Back to top ^
TechnologyOne ECM has a standard suite of reports which cover queries such as security summaries, metadata integrity issues as well as help you manage user performance by providing information such as outstanding tasks on tasklists. Where particular workflows are developed, reports can be written that disclose the activity of that workflow and whether tasks are completed within set timeframes. Reports can then highlight where service standards are high or low and help provide insight. For example, in the Customer Contact module users are able to measure performance against established service level standards and graphically represent the results. Alternatively, within the document management areas, users can report on volumes of documents, classifications of documents, documents received within date ranges and present them in a graphical form to support or enlighten operational activity.

Searching Back to top ^
TechnologyOne ECM provides a comprehensive, powerful and flexible search engine. Users are able to search folder information, document properties and document content, or combinations of all of these. The results of a search are presented in an easy to interpret format with the user able to see the classification or précis of the document, cross references, notes and the number of pages in the document. Display and editing of documents is provided to packages such as Word processing, spreadsheets and CAD packages, whilst still retaining the saved original document. TechnologyOne ECM will also save your searches and has a toolbar search function.  You can also filter the documents that appear in your search results and can define your own filters and share them with other users.  In addition, TechnologyOne ECM provides the ability to search for Customer Contacts even if you don’t know precisely how their name is spelt. Simply enter your best guess of how the name might be spelt into the new phonetic search field on the contacts index and TechnologyOne ECM will give you all the names that sound like what you have searched for. For example, a phonetic search for 'Smith' will also return 'Smyth'. Phonetic searching is available over surnames, given names and business names.

Sentencing and Destruction Back to top ^
TechnologyOne ECM provides a highly automated sentencing and destruction facility. The metadata model caters for the implicit association of your approved disposal authority with the normal subjects and keywords used by your organisation.  The Sentencing Wizard automatically generates a list of candidates eligible for destruction for your review. The report is highly customisable allowing you to define all the necessary metadata. The Destruction Wizard executes the sentencing report in a completely automated fashion. The outcome of the destruction process is that the documents are permanently removed from TechnologyOne ECM whilst the metadata of the disposed documents remains. Disposed documents are visually flagged in TechnologyOne ECM with a red cross overlayed on the document classification  but that you can still search disposed documents. On completion of the disposal process the destruction report is automatically saved in TechnologyOne ECM.

Spell Checking Back to top ^
Spell checking is enabled at the point of registration so that users are able to spell check their document descriptions and notes as they save them. You are able to choose whether to enable spell check or not and which text fields in the database you will apply it to. Text fields on Webforms may also be set to be spell checked. If a field on a Webform is associated with a field that is spell checked then checking is enabled by default.

System and Document Security Back to top ^
All users of TechnologyOne ECM must be authenticated and the security within TechnologyOne ECM allows for the establishment of users and groups. User authentication is typically integrated to the organisations LDAP server to provide simplified user maintenance.  The key to the security system and workflow is the establishment of groups and the classification of documents. Users may belong to groups where a group may be defined as a single user or the whole organisation. As a result the security system and the workflow system may be established to cater for large complex workflow tasks or configured as a simple means for the distribution of information within the organisation. You are able to establish security over individual documents and force the re-entry of passwords for sensitive documents, whereby the password will have to be re-entered prior to the display of the document. This avoids unauthorised access to documents from a terminal logged on and left unattended.

Workflow Back to top ^
TechnologyOne ECM's unique graphical Workflow Editor helps you define your business processes and reporting and manage service delivery. TechnologyOne ECM automatically routes the information users need and when the task is completed, routes it to the next person in the process. By taking advantage of the information held within your organisation you gain the ability to effectively manage your core business process, ensure common service levels and reduce costs by automating the movement of documents. Workflows provide the means to automatically or manually route documents and information between users, core applications and your business partners, within as well as external to your organisation. TechnologyOne ECM's Workflow Editor is easy to use and provides click and drag facilities, testing, and import and export facilities including export to Microsoft Visio.