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CNG-SAFE is a complete Document Management and Workflow software product. Most businesses find a way to operate with their documents scattered across filing cabinets, shared drives and personal hard drives. At some point this inefficient approach becomes too costly – due to compliance, physical space, labor or some combination of the three.
Input
We make it easy to file all documents whether they are scanned images, Word, Excel, PDF, CAD, email, photos, faxes, etc. Users can scan, import, drag- and-drop, print-to, or save-as to input documents. CNG-SAFE also allows you to create new documents within the filing structure. All documents are stored in their native format in centralized repositories.
Structure
CNG-SAFE provides a very structured filing environment. In the paper world, file rooms contain file cabinets. For example, you may have 5 four-drawer file cabinets for your clients, a cabinet for your vendors, a personnel cabinet, etc. Within those cabinets are folders and within those folders, documents.
Structure
CNG-SAFE provides a very structured filing environment. In the paper world, file rooms contain file cabinets. For example, you may have 5 four-drawer file cabinets for your clients, a cabinet for your vendors, a personnel cabinet, etc. Within those cabinets are folders and within those folders, documents.
With CNG-SAFE it’s exactly the same. The concept of CNG-SAFE is a Repository containing Cabinets, within Cabinets there are Folders. Those Folders contain Tabs where all Documents reside regardless of their format or function. This structure eliminates the inefficiency of multiple clicks to drill into a folder-sub-folder structure to get to a document.
NEW - Scheduling
Cabinets, Folders, or Documents can be scheduled for action on a specified date. A user can assign a scheduled item to other users, and items can be routed on a scheduled date, any scheduled item can be scheduled multiple times. A user may also add a scheduled item to an Outlook calendar or send an appointment request.
Search
Because documents are filed into CNG-SAFE using standard naming conventions (templates) that you create, searching for them later is simplified. Users have three ways to search for a document. Quick navigation of the folder/tab/document structure is most efficient. Users can search for a document based on keywords or metadata – such as creation date, created by, etc. Thirdly, users can search for documents which contain text based on strings of text within the documents.
Interface
Users access the system via a client interface or through a browser. CNG-SAFE is available in both “installed” – installed on your computers, accessed locally or over the internet; or “hosted” – where the software resides on our servers and you access your documents via the internet. The hosted version is perfect for clients with limited IT resources. Regardless of the delivery method, the product is the same – CNG-SAFE.
Security / Audit / Reporting
Users are only able to access and work with Cabinets, Folders and Documents they have rights to. User rights are controlled by the System Administrator. From the time a user logs in until they log out, their actions are tracked in a log file, which can be queried in the event of an audit to determine who did what, when, and from where. From a rights management perspective, the system can interact with the Windows Active Directory and pull user data in and grant rights to certain areas of the system. From the Repository and Cabinet level, access is either “on” or “off.” If you don’t have access to a particular cabinet, you won’t see it and won’t know it exists. At the folder and document level you can specify user access rights in even greater granularity.
Workflow
All businesses operate by document workflow processes. These processes are the lifeblood of a company. Examples are processing invoices for payment, reviewing contracts, entering billing information, order entry, etc. CNG-SAFE includes powerful workflow capabilities. Not as an optional add-on, but part of the core product. Workflow can be performed manually or based on business rules defined in SAFE and provides alert and escalation automation as well as reporting and management to monitor and control processes.
Integration
Document Management is one important tool, but not the only software used by most companies. CNG-SAFE provides an API and out-of-the-box integration utilities to help integrate to other software systems in use. Out-of-the-box, CNG-SAFE integrates with all of the Microsoft Office applications. We store documents in their native format, so if you want to edit these types of documents from within CNG-SAFE, and you have access rights, you simply use an application like Word or Excel to do the edits – no need to learn a proprietary system. CNG integration tools allow you to leverage data already housed in within other applications like Customer Relationship Management (CRM) or Accounting systems. This data can be used to populate index fields in CNG-SAFE when creating a new folder – eliminating the possibility of errors from having to re-key data. |
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