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1. Type of Documents supported |
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a. All types of MS Office Formats |
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b. Autocad .DWG drawings files |
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c. All picture files and media files |
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d. Any other scanned image or text files |
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2. Work Flow |
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UPLOAD First Time |
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a. Upload a document to a project folder or to a temporary folder (Scrap Folder) |
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b. Enter Metadata during update (Metadata is user definable for each type of File Types) |
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c. Saves the file as version 1.XXX or other (facility to enter version no manually or automatically, does not allow duplicate) |
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d. Facility to ask for approval of this upload, and if yes, then asks for User Name |
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e. Saves and Closes |
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OPEN |
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f. Shows a tree navigation |
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g. Shows files with version and certain metadata in a grid format . |
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h. Shows files in thumbnails (small, medium, Large) if they choose to view in thumbnails |
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i. Shows files sorted on ABCD / Date / Size etc. |
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j. User selects a file for check –out , file is copied to a defined location in local directory and opens the same in AutoCad or other related application as the case may be. |
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k. On completion of editing the user saves the file at the same place locally. |
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Check-IN |
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l. Selects the file from the location and allows to Check-in the file |
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m. Saves the file as a new version (allows all metadata to be entered, copies from earlier metadata and allows for editing of metadata.) |
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n. Rest options same as upload. |
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3. Versioning |
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Any no of versions can be kept for one file
Should have permission of Admin for updating older versions. i.e. all versions other then the last can be checked out for viewing only , they cannot be checked in after updation. Only Admin can do this. This also means user cannot lock the file if it is checked out by one user, because it will not be updated and checked in again. |
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4. Users and Rights Management |
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| User Level |
Rights |
| Admin |
All rights |
| Project Leader |
All rights for projects handled by the user. |
| Team Members |
Check in for the latest version / Check out rights for all versions |
| Others |
Rights given by Project Leader. |
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5. Email Facility |
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Project Leader, Team Member (who is given specific rights to send emails) can send email of the project files to any one of the project email ids (defined at the time of creating project folder). Keeps a central track of all emails sent (delete facility only with Admin) |
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6. Backup/ Restore Facility |
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Complete backup (by way of .dmp file), Incremental Backup (already done in TBA)
Backup to Physical format: automatically creates a complete tree of folders and also all physical files in their original format in these folders. |
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7. Same document multiple places |
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Should make provision for placing one document in multiple folders (without physically moving the same into multiple places) |
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8. Search and Views and Navigating. |
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After Login Screen a central view shows a tree view on the left. , another section for recently worked files by the user. Another section for files requiring approval by the user. Another section for status of various files sent for approval by the user.
Still another section for Project Wise Files status. |
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9. Folders and sub folders (Projects) |
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Defining Project: creates a folder of the same name with date. Project details are kept in a separate project master.
Project Details are as follows: |
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- Project Name:
- Project Start Date
- Project Client Name
- Project Client Contact name(s) and contact nos, email ids.
- Project Status : S: Started , W: Work in progress, C : Completed, L: Locked and archived for records.
- Project Team Members.
- Project Completion Date:
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