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Request a demonstration: If you would like to know more about this solution, please either call us on 01858 468345 or use our enquiry form and we will arrange an online or 'in-person' demonstration for you. Links and further information: ICON's Business Process Management Solution ICON System Benefits and Risks Download flyer: |
Electronic Document Management System With an average of over thirty thousand files being added a month, ICON currently stores and manages nearly two and a half million files for its clients (April 2011 figures). The system’s file handling functionality allows administrators to:
Users can:
Designated Folder Types File navigation in the ICON System mimics Windows Explorer’s folder and sub-folder based style; this should therefore be instantly familiar to all Windows users. Users can navigate through folders and sub-folders to upload or download files as required. Photograph & Certificate Folders The ICON System has been designed with two special folder types:
‘Photograph’ folders are pre-set to display the images as thumbnail previews laid out in a table format. Clicking a thumbnail pops up a larger preview image with additional information such as image dimensions and file size. Many companies need to track when certain certificates, such as Fire Safety and Gas Installation Inspections, need to be renewed. When a user uploads a file to a Certificate Folder, additional information can be provided specifying:
Reports relating to upcoming certificate tests and renewals can then be easily generated on a property-by-property basis or across a set of properties as required. For further information please refer to ICON's Statutory Certification Management solution. Multiple File Uploads A file handling plug-in allows the bulk upload of files to the System. Users can browse for local files and build up a list to upload. Sets of selected files can be uploaded or whole folders can be added to the queue. This functionality allows the user to quickly upload a set of, for example, CAD drawings or photographs. Once loaded onto the System, the file descriptions are automatically created from the file names. These can be amended as required, or just left as they are. Document Notifications ICON has mimicked the traditional 'drawing issue sheet' such that once a set of files are uploaded, selected members of the project team can be sent an email notification. The publisher selects which documents to add into the issue and which users should receive the notification. If the documents are being issued for comment or approval, a due date can also be set. The user receiving the notification email will also have a corresponding task created in the system that can be tracked in 'My Tasks'. File Download ‘Basket’ When browsing files held in the system, a user can create a list of files to download in one process. The user can select files individually or choose to add all files in a folder to the download ‘basket’. Sets of folders can be added as required. When the user initiates the file download, the System zips all files together into one compressed file and sends that to the user’s computer. The compressed file contains a set of files in folders in the same structure as the folders on the website. File Locking It is quite common for users in separate organisations to want share working files. In these situations keeping track of who has the ‘master’ copy can be a difficult process. This functionality allows users to ‘lock’ a file on the System, whilst they work on it, before uploading a revised version. Whilst a file is locked it can still be downloaded, but only the user who locked the file is able to upload a revised version. File locks can be removed by an administrator or by the user who locked the file in the first place. To avoid files being locked ad-infinitum, it is possible to specify a time after which the file will be automatically unlocked. The length of time is specified by a system administrator. |
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