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Personal |
Professional |
Enterprise |
Metadata based document
tagging |
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FileSphere provides a business layer for tagging documents based on characteristics they have in common. Documents can be tagged according to industry specific, business specific or customisable metadata schema relevant to the user and the organisation. This allows documents to convey meaning that is not conveyed by the name of the document and makes it easy to detect duplicate documents. FileSphere Personal includes a single customisable schema only.
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Dynamic document views |
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Users can dynamically organise, reorganise and view their documents and files into personalised views based on the user’s metadata selection. This allows users to navigate through a large number of documents to find a single document quickly and easily.
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Drag & drop classification |
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Users can simply drag & drop
documents into a view folder to automatically
tag them with the view folder's properties. This dramatically reduces the time
it takes to tag multiple documents at once. Documents inherit the properties of the view folder into which they are dragged as well as the properties of each view folder in a hierarchy.
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Enforced classification (tagging)
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Document tagging can be enforced
throughout an organisation for all or some of
the schema properties ensuring
all essential metadata elements have values. |
Enterprise navigation |
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By allowing users to dynamically
organise their document hierarchy, they can
navigate to documents faster and no longer
need to remember document names or storage location to find files. |
Enterprise search |
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FileSphere provides comprehensive keyword
search functionality within document content,
metadata values and metadata attributes
across the entire document store. This allows
users to quickly find all documents relevant to a
particular keyword. |
Internet, Web portal and desktop
access |
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FileSphere is seamlessly integrated into Windows 7 and Windows 8.1 operating system, Windows Explorer, Microsoft Office applications (FileSphere Ribbon) and Microsoft Outlook. |
- Through its support for Windows Open, Save, Search and preview pane functionality, FileSphere is available within any desktop application.
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- FileSphere’s RetrieveAll Bar simplifies document access, providing the power of FileSphere’s built-in Retrieval Bar, on the user
desktop or from within an enterprise portal.
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- FileSphere’s Web
interface allows remote access, or
access from a desktop where FileSphere
is not installed, and provides users with everything they need
to manage their documents from anywhere, at
any time.
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Document templates |
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Template documents can be
accessed through the Template space, which provides unified and quick access to an
organisation’s standard templates and
master documents. |
Creating and adding
documents |
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New documents can be created and
automatically classified from within
FileSphere’s Windows Explorer
interface. Documents can also be manually
added using drag & drop or using right click
from the local file or from within
FileSphere’s Windows Explorer
interface. |
Existing documents can be
automatically added and classified from the
local file system using Pickup Folders. |
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Automated document
versioning |
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Document versions are controlled
automatically, with versioning automatically
performed when documents are opened for
editing (checked out) and returned (checked in).
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Document finalisation |
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Once complete and ready for issuing, documents can be marked as
finalised. Comments can be
added as part of finalisation and the document's major version number will be
automatically updated.
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Document retention |
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Individual documents or groups of
documents can be set to expire on a specified date. Expired documents are moved into an
'expired' section, where they can be archived and / or permanently removed by a user with administrator access rights.Expired documents can also be restored, if required ensuring no documents are mistakenly deleted.
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Document disposal
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Deleted documents are moved to the
Shredder from where they can be restored or permanently deleted. Permanently deleted documents are moved into a 'deleted' section, where they can be archived and / or permanently removed by a user with administrator access rights. Deleted documents can also be restored, if required ensuring no documents are accidentally deleted.
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Document migration
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FileSphere provides a migration utility, which allows file
system folder hierarchies to be moved or
copied into the repository and the documents,
contained within, to be migrated using smart tagging based on folder names.
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Personal workspace |
FileSphere provides a virtual office
desktop, with: |
- My Workspace – a space for active documents
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- In Tray – a space for
documents received from peers
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- Out Tray - a space for
documents sent to peers
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- Favourites - a space for
shortcuts to commonly accessed
documents
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Each of these spaces contains a
history pane, which acts as a 'recent documents' list for easy access and also provides a comprehensive activity log for security and audit purposes. |
Document status |
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Document status details, such as
checked in, checked out, finalised and the number of
versions, are clearly displayed to all users. |
Document sharing and review |
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To facilitate document review and
assist work processes, users can send other
FileSphere users documents or shortcuts to
documents. FileSphere tracks shared documents and records details such as the sender, the date and time the document was sent and any additional
comments. |
Sent and received document
notification |
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A system tray message notifies
users as documents are sent or received. Sent documents are automatically added to the sender's Out Tray and received documents are automatically added to the
recipient’s In Tray. |
Offline document editing |
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Documents opened for editing are
checked out to a user’s Workspace. A
local copy of the document allows the user to
disconnect from the central file store with the
document available for checking in when editing
is complete and once the user is back
online. |
Document and document group
shortcuts |
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Shortcuts to FileSphere documents
and groups of documents can be created external to FileSphere. FileSphere Shortcuts can
then be used for linking to files or for file sharing
and collaboration in a similar way that standard
file shortcuts operate within the file system. |
Automated document capture |
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Supported Microsoft Office application files can be automatically classified and added to FileSphere using the options available on the FileSphere Ribbon, and because FileSphere functionality is also embedded in the Windows 'Save as' dialog, files can be automatically classified
and added to FileSphere from within any Windows application. Additionally, files can be automatically classified and added to FileSphere using designated pickup folders on the file system.
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Scanner / camera integration |
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Scanned images can be tagged and added to
the file store directly from any Twain compatible
device including scanners and digital cameras, using the Acquire Images feature.
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Fax and printer integration |
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Any electronic files can be
automatically tagged and added to
FileSphere from designated pickup folders on
the file system. |
Central management |
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All administration, file management and
information storage is performed centrally
to ensure the implementation of enterprise wide
policies and security and to prevent unauthorised
file access.
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Microsoft Active Directory support
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FileSphere supports Windows Active Directory,
allowing administrators to centrally manage
authentication and authorisation services;
assign policies; and deploy software updates
directly to client systems. |
Familiar administration interface |

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FileSphere’s administration
interface is displayed in a Microsoft
Management Console (MMC) window,
providing an intuitive and familiar environment
for administrators to manage FileSphere
functionality. FileSphere Personal includes classification and version administration only.
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Comprehensive administration |

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The administration console provides
access to all administrative functionality including
security and access control; auditing, monitoring
and activity logs; classification schemas;
services; file storage settings; and management
of deleted and expired documents and versions.
FileSphere Personal includes classification and version administration only. |
Document level access control
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In a similar way to which Windows grants access to documents, user and
group access can be granted/denied to
individual documents or groups of documents.
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User and group access control |
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File access can be controlled by
assigning groups or users to specified access
levels and then assigning these access levels to
documents. Users are only able see files to which
they have been granted access. |
History and audit trail |
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FileSphere maintains complete document lifecycle and
historical information for each file and its
revisions. The details kept for each
document transaction include user, type of
access, and date and time of access. Activity logs and document history logs are accessible by users with administrator access only. Logs can be sorted and exported as plain text or comma
delimited files. |
Multiple document repositories |
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Multiple document spaces can be
created and used, for example, to cater for situations where separate
business divisions each require a separate
repository. Each file repository can be physically
distributed across multiple drives to increase
efficiency and capacity, appearing as one
repository to the user. |
Enforced use of document management |
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FileSphere can be configured, using
Windows Group Policy, to enforce saving of files
to the file store from within Microsoft Office
applications. This prevents users from creating
and saving Microsoft Office files in their local
file systems. |
Files maintained in their native
format |
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FileSphere maintains files in their
native format, enabling administrators to restore
files to the local file system, if required, without having to use FileSphere. |
Backup and restore |
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To backup the entire file repository,
including files, versions, metadata and
schemas, FileSphere provides a wizard driven Backup and
Restore tool. Backups can also be used to
transfer a file store from one repository to
another.
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Import and export |
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FileSphere's wizard driven import / export tool provides administrators with a simple way of backing up, restoring or transferring schemas, metadata, documents or documents with their associated metadata.
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Scalability and performance |
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To enhance performance and
scalability, FileSphere Enterprise utilises
Microsoft Internet Information Services for
enhanced Web services communication, and
Oracle or Microsoft SQL Server for enhanced
file metadata management. |
Microsoft Outlook integration |

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Individual emails and attachments can be tagged and automatically added
to the file repository from within Microsoft Outlook,
using FileSphere Outlook folder property rules. |
Mail server integration |
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Individual emails and attachments can be tagged and automatically added to the file repository directly from email servers,
using server rules. |
Enterprise desktop integration |
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FileSphere is seamlessly integrated into the Windows operating system, Windows Explorer, Microsoft Office applications (FileSphere Ribbon) and Microsoft Outlook providing a familiar application interface for users. Through its support for Windows Open, Save and Search functionality, FileSphere is available within any desktop application.
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Client API |
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FileSphere APIs provide
third party organisations with a development
interface for integrating information
management into any enterprise or web
application. |
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