dokoni CONTENT Category Characteristics

– Document capture– Document processing– Document distribution– Content management

Document Capture & Management

With the rapid growth of unstructured corporate content, enterprises face increasing difficulties in managing docu-ments and electronic information. This is where dokoni CONTENT can help.

INTELLIGENT SHAREPOINT CONTENT MANAGEMENT FOR IMPROVED PROCESS PRODUCTIVITY

By providing a means of controlling enterprise content, and facilitating the management of unstructured informa-tion, dokoni CONTENT enables users to manage content within a familiar environment inside the Outlook & Desk-top modules, and to easily create and maintain corporate repositories. Content can be shared, managed, retrieved and contributed from frequently used application interfaces. Users can manage corporate content and stick to their familiar applications. This efficient combination makes con-tent easier to share, encourages collaboration, and boosts process productivity.

The Outlook & Desktop Integration modules simply visu-alise the SharePoint folder structure and libraries in their interfaces, from where both can be accessed and modified. Users save time by drastically reducing the need for con-text switching between SharePoint and Outlook & Desktop.

The content management module expands the function-ality of SharePoint, enabling users to build and manage corporate repositories, and to distribute electronic content in a secure and controlled environment. This shortens reac-tion times, increases the overall productivity, and ensures corporate governance – all of which reduces the cost of accessing and managing information.

dokoni CONTENT combines intelligent document distribu-tion capabilities with a comprehensive enterprise content management (ECM) functionality, enabling companies to leverage document management capabilities directly from the interface of their Outlook e-mail application and/or Win-dows Desktop Explorer and inside SharePoint.

– Improved usability through additional ribbons inside SharePoint: The additional ribbons in the SharePoint toolbar – Personal, Find, Manage, Export and Publish – offer additional sub-functions, and facilitate and speed up the operation for efficient content management with SharePoint.

– Filing and categorisation: Employees can create, adapt and evolve filing plans in a fully auditable manner based on specific permission rights. This enables folder security to be centrally managed and multiple filing plans maintained.– Folder templates: Templates for folder structures

can be defined by creating one core corporate filing taxonomy. Project files and folders are easily gener-ated and standardised.

– Dynamic filing plan: These can be created by admini-strators and business users based on metadata. This allows an enterprise taxonomy to be created on the fly.

– Expert search, saved searches & favourites: Powerful search features enable users to combine metadata and full text content searches to build search queries. Saved searches and favourites then enable users to keep track of their favourite documents.

– Offline publishing: Most parts of the repository can be published for offline and mobile viewing at times when the company network cannot be reached. Users can publish only certain documents or parts of the filing plan and the corresponding metadata.

– Document level security: Complex filters and options are available to restrict access to certain documents or folders, providing a specific level of document secu-rity and ensuring that users only update documents and content they have a right to view and edit. In this context, the “Mark private” function can be used to des-ignate documents or folders as private to certain users and groups.

– Audit trails and archiving of “history logs”: An audit level can be set for a folder level allowing users to archive folders for auditability reasons, with the log files automatically archived for full auditability. Pages or lists can be called up to display selected audit results accor-ding to specific parameters.

DATASHEET dokoni CONTENT

KEY FEATURES Document distribution

– Integrating Outlook with SharePoint: The Outlook Inte-

gration functionality enables users to integrate, manage, store and retrieve e-mails and attachments by simply dragging and dropping content into the filing system in SharePoint within Outlook.

– Downsizing of e-mail inbox: E-mail attachments can be stored from the Outlook e-mail interface directly to the dokoni SharePoint repository. Once stored, attach-ments can be replaced with an HTML link to reduce the size of the e-mail inbox.

– Desktop integration with SharePoint: SharePoint sites and repositories can be viewed inside the Windows Ex-plorer folder. These repositories are accessible from any desktop office application so that documents and other content can be stored directly in a SharePoint library. This is possible via “save as” or the “drag & drop” functionality.

– Bulk uploading to SharePoint: With this additional feature, several documents or content including their metadata and/or properties can be simultaneously up-loaded and downloaded. Users save time because they no longer need to handle documents one after the other.

Content management – Use SharePoint functionalities inside Windows Explorer:

All SharePoint sites are displayed as Windows Explo-rer folders. Users can work with SharePoint folders on their desktop and can perform SharePoint actions on documents, such as “Check-out”, “Check-in”, “Show versions” and “Edit properties”.

– E-mail management and content surveillance from within Outlook: Users can view all documents of the

SharePoint filing structure from within the Outlook interface.– Instant document access according to viewing rights:

Depending on their rights, users can access, view and manage files, manipulate the folder tree and search specific document SharePoint libraries, which are also displayed in Outlook and the Windows Desktop Explorer.

– Automatic management of metadata: E-mail attri-butes such as the subject, sender, recipient, etc. and other metadata or properties are automatically captured during storage to the SharePoint content repository without the need for manual intervention. Users can also be requested to specify content type and properties for additional items.

– Version management & “Check-in/Check-out” for documents: With the automatic version management, users can edit a document without replacing its previous document version. As a result, multiple versions of the same document are no longer shown in folders. Users only see and are able to access the latest document version because older versions are masked. However, it is also possible to display the older document versions if required. In addition, traceability and auditing of different document versions are ensured through the “Check-in/Check-out” functionality.

DATASHEET dokoni CONTENT

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Konica Minolta Business Solutions Europe GmbH Europaallee 17 30855 Langenhagen Germany www.konicaminolta.eu

WORKFLOW

CONTENT MANAGEMENT

OUTLOOK AND DESKTOPINTEGRATION

Desktop Integration

Outlook Integration

Interaction viadrag & drop

Interaction viadrag & drop

– Mark private

– My folders

– My favourites

– Expert search

– Saved searches

– Cut/copy/paste

– Zip & go

– Site level confi guration

TECHNICAL SPECIFICATIONSSYSTEM REQUIREMENTS – Dokoni Content Server

Software Microsoft SharePoint Server 2010 Microsoft SharePoint Foundation 2010

SYSTEM REQUIREMENTS – Dokoni Content Client

Operating systems Windows Vista (32/64) Windows 7 (32/64)Software Microsoft Outlook 2007 .NET Framework 3.5 Microsoft Outlook 2010 .NET Framework 4.0Browser Internet Explorer 7, 8, 9Supported languages English, French, Swedish, Finnish, Czech, Danishuser interface Supported languages English, Frenchadmin interface Important Escalation support from Konica Minolta is only recommendation available in English

The support and availability of the listed specifications and functionalities varies depending on operating systems, applications and network protocols as well as network and system configurations.