Symfoni

• General-purpose document management solution for different types of organisations
• May be used as correspondence archive and journaling; project management, documentation, activity –and meeting tracking (integrated with email and calendar)
• Processes and documents might be based on predefined templates, structures and keywords.

Symfoni Document Manager can be delivered with add-on functionality for journaling and archiving documents. All functionality is controlled by roles so that only persons responsible for journaling will have access to journaling actions and views.

Documents in the system can be organised as needed by the organisation, e.g. by topic, cases, customers, suppliers, processes etc. The main folder is defined as needed, and sub-folders, documents and activities are attached to the main folder.  By using predefined forms for letters, notes, minutes of meetings etc., the users can easily perform routine tasks and simultaneously save these in the system. The system is integrated with Swing, a 3^rd party tool for integrating Notes and MS Office. Paper2Symfoni scanned letters can also be placed in the system.

Document Manager is delivered with an application for defining standard process templates.  A process template is a predefined folder structure including the necessary document templates within each folder for activities, correspondence, status meetings, milestones etc. for the specific process (project, case, etc).

Administration is made easy through a rich selection of views. Among the choices are views of the entire main folder structure, responsibility, documents, activities etc. The solution offers smart ways of navigating to a document’s main folder or parent document. You can retrieve a document in views sorted by author, sender/recipient, keywords and or by free text search.

Supporting functions
Symfoni Document Manager requires Symfoni eOffice, which supports information and knowledge functions in the organisation. Example of eOffice databases used in the solution is:

Contact Manager – is utilized every time an external sender or recipient is registered in a document. All external contacts are registered in the Contact Manager giving the organisation a central address register for all their contacts; vendors/suppliers, customers, partners, press contacts etc.

When registering a company, information such as name, address, type of enterprise, industry and persons within your organisation that are in contact with this company, can be entered. An unlimited amount of contacts can be attached to a company. Private persons not affiliated with any organisation can also be registered.

Employees contains information about all the employees. The application contains information such as superior, department, position, function, type of employment etc. Employees is used each time the Document Manager retrieves information about authors of documents, responsible for the different cases/folders etc.

E-mail is integrated so that documents and messages can be distributed directly from the Document Manager solution. Activities and meetings generated directly in system are also created in the calendar in your mailbox. Meetings will be created as appointments and activities will be created as to-do tasks.  This gives the user a complete view of all their tasks and activities.  Mail from the mailbox can be transferred to the Document Manager, or retrieved from the process system, by a simple on-click action.  

Intranet/Internet
Symfoni Document Manager contains full interactive functionality for the web client with a user friendly and intuitive user interface.

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