Groupmax_Document Manager (English)

Document Manager

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Document Manager is a program that was developed to achieve efficient management and usage of electronic documents.
Document Manager manages, in a unified manner, documents created on computers (clients) over a network. Document Manager also helps you classify and arrange documents so that, when you need information, you can find it easily. Electronic documents can thus be used efficiently.

Features of Document Manager
Groupmax Document Manager Version 3 has the following features:

Documents are managed in a unified manner so that information can be shared
You can manage documents in the Document Manager database.
Documents are classified and arranged systematically
You can create folders in the database according to the user environment.
Documents can be searched for using various methods
You can search for a document by browsing the folder hirarchy or by narrowing the range of target documents using classification indexes.
Documents can be recycled
You can recycle electronic documents through updating and modification.
Cooperation with Windows application programs
You can use Document Manager to manage documents created using Windows application programs such as Word and Excel.

	How can I use Document Manager to manage documents conveniently?
	You can use Document Manager to support sales activities. For example, you can classify and manage information, search for information, and create proposals from managed information.

Functions of Document Manager
Document Manager has the following functions.

Document management using document databases
Documents created using application programs are registered in a document database. In the database, not only the documents, but also the attributes of the documents such as the creation dates and creator names are managed.
Management of ordinary document databases (to easily classify and arrange documents)
Groupmax Document Manager groups documents having the same attributes into one database. Such a database is referred to as an ordinary document database.
- Management using ordinary document databases and folders
  In an ordinary document database, you can register document templates called document formats.
  By using these document formats as the basis for creating documents, you can manage documents in a standardized manner. Ordinary documents are created using Word, Excel, or another application program.
- Document management using classification indexes (to search from various angles)
  Ordinary documents can be classified in different ways, or using different points of view. Classification indexes form hierarchical structures, and you can define more than one classification index if necessary.
  You can use multiple search conditions to narrow a search. For example, you can search for project-A-related patent specifications written by someone in the Engineering Department.
- Time-series version management of updated documents
  Document Manager maintains various versions of individual ordinary documents; each of these versions is assigned a number in the order in which it is created or updated. Even when an ordinary document is updated, the old version is kept in the database.
- Types of document searches
  Ordinary documents can be searhed for using the following methods:
  
  - Search by browsing the folder hirarchy and narrowing target documents
  - Search using information assigned to a document as search conditions
  - Search using classification indexes
  - Search using the result of a logical operation on search results
- Sharing documents among multiple servers (document distribution)
  You can distribute copies of a document managed by one server to other servers so that the document can be shared among multiple servers. (Note that only ordinary documents can be distributed.)
Purpose-oriented document management (form-based document databases)
You can create and define a database according to the tasks concerned. In such a database, you define document formats called forms and fill them with data to create documents. You can also write comments on a document created by another user and send the document back to the creator.
Security-assured document sharing (setting access permission)
When documents are shared, you must determine the extent to which documents are shared and limit the users who can read information. Groupmax Document Manager assures precise security control even when documents are shared.

Optional products
Groupmax provides various optional products for expanding facilities. See the following information for details about optional products.

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