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Athento is based on an Enterprise Content Management system that provides basic functionality, to provide coverage for any way that document management is used (version control, collaborative work, workflow, searches, reports, etc.), while, at the same time, offering users the option of adjusting their system settings to better suit their needs.

Uploading documents

The system allows users to import documents in the following ways:

  1. Drag and Drop 
  2. Importing using forms
  3. Desktop synchronization
  4. Using WebDav
  5. Monitored FTP folders
  6. E-mail
  7. Importing various documents at the same time using the Import button and block-assigning metadata.

Version Control

The system allows for the management of minor versions as well as major versions.  The minor versions are used to indicate minor changes in the documents, while major versions are used to indicate significant changes in a document.

When a new version is generated, earlier versions are automatically archived. These versions will be available to users for reference. The system also allows users to compare versions (metadata, attachments, etc.) and provides the ability to restore an already-created version.

 

 

Creating content

The system allows users to create different types of documents:

  1. Picture: To create images.
  2. Notes: HTML documents.
  3. File: Any kind of format. This is the default document type in the system.
  4. Forum: Allows users to communicate with others by posting messages.
  5. Collection: To create a virtual set of documents for quick access.
  6. Folder: To create traditional folders
  7. Athento Mail: to capture e-mails and attachments. 

Additionally, the system permits the creation of document types that meet the client’s specific needs.

Metadata scheme

As a default, the system uses the Dublin Core scheme for metadata.

Nonetheless, Athento’s cloud service allows users to adapt the metadata scheme by document type, in accordance with the client’s needs.

 

Searches for content and metadata

The system indexes the content of all documents (that are not images) and their metadata, allowing for quick searches and advanced searches, using one or more pieces of the metadata in nested searches.

It also offers a powerful search engine. Search time is two seconds for a random search in a repository that has a volume of four million documents. The system has filters that shorten these times and limit the size of the repository of documents on which to search.

Additionally, it has a search engine which suggests the most relevant results, helping users to search faster.

Indexing the content of images (OCR)

Thanks to its powerful document capture engine, Athento is able to extract text content. This guarantees that documents can be found by text that they contain.

 

Workflows for approving or revising documents

The system incorporates approval workflows that make the lifecycle stage of a document change. By default, the lifecycle starts in "project" state, a draft state, and ends in "approved" state. By default Athento comes with 2 workflows:

Serial workflow: Allows the addition of many users (or user groups) as you want in the review. In order for the document to be approved, all users must give their approval in the same order that has been stated by the workflow creator. If one of them does not approve (and they will be asked to put their reason in writing), the document goes back to the creator of the revision to correct the mistakes and starts with those users who the creator wants. That is, with this type of flow, users conduct a sequential review.

 

Parallel workflows: Allows you to add many users (or user groups) as you want in the review. The reviewers only give an opinion regarding the document. They cannot approve or reject a document. This is only possible for the workflow creator. For this workflow, it is possible to set a deadline for the completion of the task. Users can share their opinion whenever they want to as long as they do it before the deadline.

 

When the document starts a workflow, the system automatically sends an e-mail notification to the user(s) who have the task assigned to them. The tasks also appear in the Tasks panel within each of the user(s)’ individual panel(s), and each user can access the document by simply clicking on it.

 

Working collaboratively with documents

To manage the collaborative work of users, the system allows you to carry out control actions for the collaborative activity you’re working on:

Version control: The system allows for the recording of major and minor versions of the document, so that small or substantial changes to documents can be noted. The file system permits archiving of older versions, recovery and comparison between versions.

Check-in and check-out: Documents can be blocked by users with permissions to do so, so that the work of several users on a document does not become further complicated.

Document history: Athento ensures traceability of all operations carried out on documents, so users can better coordinate their work visually, at the same time that the security of information is guaranteed.

Subscriptions to events about documents: Users will receive email notifications regarding events that occur connected to documents, such as changes or initiated workflows.

 

Client for desktop synchronization

Athento offers a desktop synchronization tool. This software application is called Nuxeo Drive and keeps local and server documents synchronized.

Once the Nuxeo Drive client has been installed and configured on a local computer, the documents on that computer are saved so you can access them and work on them offline. The next time the computer has an Internet connection, changes in the local folder will be uploaded to the cloud. Changes on the server are also automatically downloaded to your local computer.

 

Sharing information with external users

Athento lets you share information with external users to the platform. To do this, Athento incorporates the "Easy Share Folder" document type. The contents of this folder can be accessed via a URL that recipients receive, that direct them to the folder and its content.

Access control

The system enables the creation of users and groups. By clicking a button, you can create users or groups. The groups are assigned to the user when creating or editing users. These groups can be used to give permission to large groups of users from spaces to which they are given or denied access. Similarly, the system allows the inheritance of permissions.

Exporting data

The system provides users with several mechanisms for exporting data.

  • Individual files: The system lets users export a document in .PDF, .XML, .XML as a .ZIP file, or binary exportation to .ZIP files, and to export data in .XML format.
  • From various files: You can export complete hierarchies of documents, including all documents in the system. You can export .XMLs containing the metadata of the documents along with your blobs. Additionally, you can export files as such in a .ZIP file.

For individual or bulk export documents, users should use the Export view, which is accessible from the sub-menu to the right of the screen.

In the case of individual documents, this button is located within the More option of that same menu option

 

Compatibility with Internet browsers

Meeting standards: The platform will have a completely web-based access; for easy access, regardless of the browser, this implements web standards for navigation that have been established by the W3C. As mentioned in previous points, Athento can be accessed from any browser using http: or https: protocols. However, since not all browsers implement the mark-up languages in the same way, Athento recommends using the following browsers for an optimal user experience.

 

Web browser

Versions

Mozilla Firefox

10.0 or higher

Google Chrome

18.0 or higher

Internet Explorer

8 or higher

 

 

 

 

 

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