AdaptiveDMS

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Document Management Systems

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Project Management Menu


AdaptiveDMS: Intuitive & Efficient

Project Files

Create unlimited folders, upload all file types and add tags. Search by tags, or filter by project and folder. Rapid server-side search lets you find 1/1000s of files in seconds. It includes full versioning, file sharing with teams, clients and suppliers, audit trails, a backup tool and archives.

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Shared Workflows

Shared Workflows include everything in Project Files but also allow more than one user to edit the same file e.g. Paul creates version1.0 while Vicky edits and uploads version1.1. It is possible to set time limits to avoid files being tied up for too long. File Sharing has an on/off toggle.

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Group Files

Group Files include everything in Project Files except group members may be from different departments, teams or projects. It includes a very simple set-up for permissions to determine who can create, edit, delete groups, assign files or archive.

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Dept. Files

Department Files are very similar to Project and Group Files except all members belong to a single department, that reflects the organisation's structure. As such, only certain user roles can set-up departments and create department permissions. Otherwise functionality is the same as Group and Project Files.

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Meeting Packs

Meeting Packs are commonly used for Committee Meetings and Board Meetings. A variety of files are collected into a pack/folder and are shared with meeting attendees.

For strategy level project meetings this is also a useful feature.

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Intranet

An intranet allows all staff to view all content. Whereas in Projects or Groups only members view content, with Intranet content is available company-wide. It is also possible for 3rd Party Agencies to collaborate in a single space with permissions. This acts like an internal CMS to share company news, polices or research.

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Rapid Server-Side Search
Find 1/1000s of files in seconds. Big Tech moved to "client-side search", which means they use YOUR computer's browser and CPU to search. For general web pages there is some logic e.g. hold frequently accessed pages in cache. But applying this to file management only serves to lower their running costs at the expense of slowing down your workflows. At extremes it can prevent you multi-tasking. We avoid this scenario as all system search is carried out on our servers, which enables us to offer you rapid search, without consuming your own system resources.

Section Index
File Upload File Access Assign/Share Files Assign/Share Folders
Archives Audit Trails: Assign Audit Trails: Not Downloaded File Back-Up
Shared Workflows Group Files: Permissions Dept. Files Search by Tags


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File Upload
  • Folders & File Types: Create unlimited folders and sub-folders to ensure files are organised methodically and can be accessed easily. The system accepts all file types. Images first go through a cropper: This acts for convenience and as a security measure to reduce the risk of malware hidden within images inside images

  • Upload: Users only view Project Names and folders where access is granted. Select project name and folder/sub-folder, or create a new folder. Saving files to specific projects and folders helps to locate them later. Add unlimited tags. In case users save files in the wrong folder, tags act as a simple way to search within a folder or across folders
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File Access
  • General Functionality: View all files, or filter by Project Name, Folder or Tag. Author and last modified are visible. Click an icon in the file column to download the required file version. Click +Tag to add more tags

  • Versioning: View All Files (full versioning) or toggle to see only the Latest File versions. Each updated instance of the same file name is stored automatically as a new file version. Only the author may update files

  • Assign: The assign button lets you share files with stakeholders, clients or suppliers. Assign defaults to sharing the latest version
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Assign/Share Files
  • Share Files: Easily share one or more files with stakeholders, clients or suppliers

  • Assign File History: View a list of all shared files and recipients. AdaptiveDMS protects against accidently sharing the wrong file. If you e-mail a file by mistake this action cannot be undone! Within AdaptiveDMS, mistakes can be correctly instantly by removing file assign
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Assign/Share Folders
  • Assign Folders: To share a large number of files you can select a folder and deselect files to exclude. Then filter by stakeholder/client/supplier to choose recipient

  • Assign Folder History: View a full history of all assigned folders. As with files, any mistakes can be undone, by removing folder assign

  • History Not Found: This means the file was not previously shared
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Archives
  • Archiving: When files no longer require regular access, it may be prudent to archive into longer-term, lower-cost storage. Archived files can still be accessed but not instantly. Users with archive permissions select relevant files/folders, can add tags and archive

  • File Delete: Most users cannot delete files. This is to prevent accidental or malicious deletion. Older files may be deleted after a fixed period of time, based on a pre-agreed compliance policy
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Audit Trails: Assign
  • Audit Trails Overview: All DMS products offer full audit trails, whereby a log is kept of all file activity, whether upload, download, assign/share or archive. Logs are essential to investigate issues. View full histories of all file sharing, including version, recipient and timestamp. Filter by client, supplier, staff or file name
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Audit Trails: Not Downloaded
  • Status Not-Downloaded: Knowing if files have been opened is useful in many circumstances. This may serve as proof in legal cases, or suppliers saying they never received change requests
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File Back-Up
  • Back-Up Tool: Whereas data is stored in a database, with sensitive data encrypted, files are rarely stored in databases - only file locations/paths might be stored in a database.

    Files and folders still require encryption, which means a separate tool is needed to handle back-up, so that files remain encrypted up to end points.

    Our tool is similar to Windows File Explorer. Select root or a particular folder and with a single click download all folders and files, as often as required. This is useful to hold one copy off-site
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Shared Workflows
  • Shared Workflows: Shared workflows allow different users to edit the same file. Only one user can edit at a single point in time to ensure the latest version is being edited. Time limits can be set to prevent files being hogged

  • Toggle: Each file can be set to shared or not shared, during upload and can be updated as needed. The rest of the functionality remains unchanged from Project Files
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Group Files: Permissions
  • Permissions: When a group is created with members added, for a member to be able to add or remove members, assign/share files or archive, the member must be granted permission

  • No Permissions: Otherwise users can be added to groups with no additional permissions granted, in which case these members can only view files. The remaining functionality is the same as project files
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Dept. Files
  • Permissions: Dept. File permissions also include edit, delete, assign and archive. However, there are more restrictions. Only someone senior can create depts

  • Functionality: The remaining functionality is the same as Project Files: Upload and share files within depts. Those with permissions can assign files outside the dept., archive and so forth
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Search by Tags
  • Case Insensitive Search: Enter a tag to search for files within a folder or across all folders. Importantly, tags are case insensitive. If a user enters the tag "Permit", "permit" or "pERMIT" our search feature works only on letters and ignores small or capital letters. This helps avoid instances of typos or different writing styles
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