Document Management Software | Document Management System

By: Jonas Construction  09-12-2011

The Document Management system streamlines day-to-day operations and lowers administrative costs by eliminating the time spent on manually copying, routing, filing and searching for paper documents. It also mitigates the risk associated with not finding the critical documents you need to support issues like change orders, work site delays and supplier disputes.

Key features of the Document Management system include:

Jonas Software Integration Automatically saves and stores all documents created in the Jonas solution, including invoices, work orders and reports. Documents are electronically filed by customer, job number, work order number and any number of other user-defined classifications schemes.

Microsoft Office Integration Tight integration with all Microsoft Office applications, including Outlook, allows users to archive e-mail messages, Excel spreadsheets and other documents using a simple drop-down list located directly within the office application tool bar.

Search and Retrieval Full text and tag-based search options allow you to quickly find the document you need – even if you can’t remember where it is stored.

Paper Integration Use a scanner to capture paper documents and archive them within Document Management to create electronic files that are easy to locate and retrieve.

Reporting Create summary level financial and other reports using a new, easy-to-use report generator, and export directly to Excel.

Approval Work Flow Electronically route documents, such as AP invoices, to managers and supervisors for approval. This eliminates lost or misplaced paper documents and expedites the approval process.

Version Control Tracks document changes by user to create an audit trail for error corrections and annotations and prevent accidental deletions.

Burn to CD Quickly and easily burn all documents related to a single job, individual customer, time and material billing or user-defined criteria to a CD for easy document sharing outside of the organization.

Security and Access Control User level security controls access to documents on a user-by-user basis. For example, designated documents can be shared among the entire project team for enhanced collaboration, while access to private documents can be restricted to retain confidentiality.

Storage Capacity Virtually unlimited storage capacity offers the scalability you need to create a complete digital archive of all your paper and electronic documents, photos, correspondence and more.

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