Document management

You distribute digital documents through InSite (for employees ) and OutSite (for external visitors). You can create documents that will be a permanent part of your site, such as the employee manual. You can also create documents that in general will only be read once, such as news items and columns. Each document is based on a document template. The document template determines which users are allowed to create documents (authors) and which employees are allowed to read documents (readers).

Internal - InSite

You distribute the employee handbook, meeting reports, presentations, process descriptions and other relevant documents through InSite. Not only the site managers, but also (authorised) employees can publish documents. For each document, you can specify for which employees or departments the information is relevant, so employees only get the information they need.

The employees always have the correct information. You can exactly see who has not yet read certain information so you can take the appropriate action.

External - OutSite

External visitors can also read the information you make available to them. An external visitor cannot, however, submit a document!

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Description

You use document management to publish the documents on the site. In InSite for employees, and via OutSite for customers, contacts, anonymous visitors, etc.

All authorised users can create documents. In this case, this user is the author.

You can link a workflow to a document.

You can make available general and personalised overviews with documents. For the personalised overviews, you can specify that the reader must approve the document.

You can submit the following document types:

Stand-alone documents you can display together in an overview. You cannot open a document from another document. Examples here would be internal notifications or press releases.
Documents with different versions, with the most recent version always being shown. You can open earlier versions of the document from the most recent published document. Examples here would be an employee manual or a consultation report.
Documents in a group which are separate from one another. You can open a document from another document. An example here would be procedures for various processes in the organisation.
Example:

You have a document template for submitting photo blogs. Anyone can submit and read a photoblog. Reading a photo blog is not mandatory and, in the first instance, a photo blog does not have to be reviewed either. A person submitting a photoblog must enter a Title, an Introduction text and the Contents of the blog. Therefore, all photoblogs look basically the same.

Because there are often spelling errors in photoblogs, the Marketing department has decided that they want to check photoblogs before publication. You configure this in the Photo blogs document template.

If a user now adds a photo blog, it will automatically arrive at an employee of the Marketing department who you have set as the reviewer.

Note:

Portal pages, overview pages, external files and downloadable files are not documents. Page types based on Profit data, such as dossier items and projects, are not documents either.

Preparation

Configure Document management
Use document management to distribute documents through InSite and/or OutSite. This will mean that uncontrolled documents are not doing the rounds through the organisation. Documents are based on templates with which you determine which employees may draw up documents and which employees may read documents. Examples of documents are newsletters, minutes, personnel regulations, etc.