Version Control

LINK ECM 4.0 can automatically manage multiple versions of a document or file to insure you are always dealing with the most recent file. Link back to the original instead of always trying to guess who has the most current file. See “Check In” and “Check Out” Documents.

Scalability

The system is designed to handle any size document repository.   Unlike systems that utilize BLOB technology, LINK ECM 4.0 manages files and indexing separately.  The architecture allows for unlimited repository size and provides an ability to utilize a number of backup solutions.

Advanced Search

LINK ECM 4.0 provides standard search capabilities by file name or location. The additional ability to also search by metadata profiles and full text search give the user instant access to information. Searches can be saved unique to an individual user or made public.

Email Management

LINK ECM 4.0 can automatically import emails for full communication management.  As a permanent storage system to automatically manage all your emails or specifically file vendor or client emails within individual folders.

User Security

Multi-Stage Authentication by tickets, username/password pair, or other mechanisms.  It supports Single sign on, SSL, Kerberos, LDAP, NTLM, & Active Directory among others.  Ownership with Groups or Users with an extendable permissions model allowing access control that is repository wide. 

Document Preview

Incorporates Flash based preview to allow inline or windowed previews. Quickly browse through the documents a search returns with the preview option.  This eliminates the need to open all files to determine the information you want.

Automated Workflow

Utilizing an industry standard JBPM Java Business Process Engine allows defining workflows to automate handling of actions, events and tasks. If you are looking for a basic approval or a multi-step workflow process the system can manage any size automated workflow.

Workflow Timeouts

Workflow is successful if all contingencies are addressed.  If you have an employee overloaded or just out sick the system can be programmed with alternates to insure your data is processed within a specific time frame.

Custom Actions

Rule based workflows can be scripted and automatically initiated without relying on users to manually start them.

Windows Explorer Interface

Web Interface

Access LINK ECM 4.0 anywhere you are in the world with advanced functionality through your web browser.  This secure SSL connection will provide you access with data encryption to safe keep your information.

Document Scanning Interface

LINK ECM 4.0 can be integrated with any scanning device or setup to use a custom interface to automate the scanning process.

Metadata Tagging

Identify and Tag documents based on keywords to allow quick searches such as “approved”, “in processing”, “Matter # 28970”.  Metadata can manage any file data and is fully customizable.

System Timeouts

Import Utilities

The system allows the import of data in any file type.  Transforming the files to a new format or keeping them in a native application can be automated to simplify this process.

Open Search

Adheres to the Open Search standard to allow federated search across multiple repositories with one easy search within your browser.

Hierarchical Folder Structure

Replicate any folder structure that your organization currently utilizes to allow seamless transitions from older file shares.

Microsoft Office Integration

Collaboration

Instant messaging and online collaboration is becoming a larger part of daily business. LINK ECM 4.0 can provide a method for managing data specific to projects or clients and make collaboration amongst teams or department members seamless.

Notifications

Allows email alerts or other types of notifications to be sent informing managers or users of events, such as, pending approvals or needs review.

Approvals

Advanced workflow capability allows multi-stage approvals to be handled throughout the organization.  Approvals can be forwarded to an individual or a team and are fully exposed in the systems audit trail.

Team Collaboration

Data within a team environment is difficult to manage and can often be duplicated and require manual manipulation to distribute.  With LINK ECM 4.0 you can automatically distribute and move data in a team environment with full audit trail of the events.

Check-In Check-Out

Files can be checked out allowing a working copy to be edited, while allowing read only access for the original copy all while maintaining file integrity.

Audit Log

Stores audit trail information such as User, Timestamp, Host Machine, etc. The audit log can provide detailed information on all activities or be limited to specific events.

File Locking

Most users frequently modify documents.  Data can be locked or have user’s rights limited to insure only authorized users are making modifications.

Auto Filing

Apply Business Intelligence or utilize our Advanced Document OCR Scanning to intelligently sort and file documents by content , type, date, client name, etc.

Custom Scripting

Utilize scripting languages such as JavaScript or PHP to extend functionality via REST-style execution.

Multiple Database Support

MySQL, SQL Server, Oracle, and PostgreSQL supported.

Document Conversion Tools

Full Text Search & Indexing

Search globally using Boolean keyword(s) to find hidden data inside your documents including Microsoft Office, Word, PowerPoint, Excel, PDF, TIFF and dozens of other formats..

Auto Naming

Documents can be automatically named based on your business rules. You can utilize information contained in the file to automatically name documents or use a sequential numbering scheme to provide virtually unlimited naming options.

CSV Creation

Automatically convert your data into Excel tables and apply business intelligence to capture and collect data for repurposing into reports, forms, etc. or utilize CSV for automated input into another application. LINK ECM 4.0 can convert data into a format that will be accessible to your application specific needs.

Document Profiles

Profiles are a collection of fields containing metadata associated with your file.  Profiles can be customized to manage any data type, number of fields tracked and integration with other databases.

Open API

Utilizing industry heavyweight standards such as Apache Web Server, Java, Hibernate, Web Scripts and more allows deep integration with your existing business software for high ROI.

Document Control

Audit logs and notifications and security built in can insure that no one can access data that is restricted and all access is documented and controlled at an enterprise level.

OCR Robot

LINK ECM 4.0 provides a unique feature to manage and insure your data has all been OCR’s and becomes fully searchable.  Our OCR Robot will regularly inspect your entire database and automatically OCR any document that has not been OCR’d regardless of its position in the database.

Open Authentication

The system supports NT or mixed authentication.  When you are dealing with internal company employees they can be managed with active directory integration and external or guest users can be accepted with other authentication options.

Portal Add-ons

The ability to merge data with portals to simplify processes is the future.  Team collaboration, specific task or assembly of data can all be accomplished with integrating multiple portals with LINK ECM 4.0.

Customized Reports

Journal reporting or advanced integration with report engines like Crystal Reports can provide an unlimited capability to query and extract information to meet any reporting requirements.

Retention Scheduling

Automatically manage document/data retention with retention policies.   The system will allow custom actions to take place based upon specific policies or predefined date schedules.

Retention Policies

Manage a variety of retention policies based upon document type or automatically assign retention policies based upon your predetermined preferences.

CIFS Interface

With most ECM systems new users frequently experience a learning curve or require a tremendous amount of front end training.  With LINK ECM 4.0’s CIFS interface all data is exposed in a Windows Explorer interface.  New users can immediately use the system and save files to logical drives as they have in the past.

WEBDAV Interface

LINK ECM 4.0 provides a WEBDAV interface in addition to the WEB, CIFS and FTP interfaces.

FTP Interface

Scanning at remote locations can easily be accomplished with LINK ECM’s FTP interface.  Scans can be directed to FTP and automatically process within the system.

Automated Data Extraction

With LINK ECM 4.0’s advanced scanning OCR engine you have the ability to automatically extract data from documents for filing or integration with other applications.

User Templates

LINK ECM 4.0 allows a variety of templates to drive basic functions within the system. Whether you want a standard folder structure or email notifications messages, templates can make it easy to format and display items in any format required.

Invoice/Form Processing

With advanced OCR scanning LINK ECM 4.0 has the ability to automatically extract data from structured or unstructured forms. Technology can manage your data instead of adding people.

Link ECM comes standard with user training videos built right into the system.  Users can refer to the training videos anytime for training or reference purposes.  Client specific video training may also be added at any time.

This feature allows a user to send password protected access to viewing specific documents in the system to outside users.  Any Link user, if given user permission, can email specific document URL’s to others with password mandatory and times sensitive access.

Link ECM 4.0 users can use the check in/check out feature to edit documents on the fly.  This prevents business with have several versions of documents in existence at one time.  When a document is checked out the Link ECM 4.0 for editing, it cannot be accessed by another user until checked back in.  Link ECM 4.0 also keeps an audit log of all versions of documents including times of check in/check out; users involved, and historical records of document edits.

Link ECM 4.0 allows a user to access multiple views for ease of work and personal preferences.  Views may include any combination of preview, profile, tree, process, helps and tips.

Link ECM 4.0 offers regular monitor view and widescreen monitor view for ease of use and full functionality for all users.

Link ECM 4.0 users can use the advanced search field to set up searches which will be used at a substantial frequency and then save those preferences as a “saved search.”  Example: Set up saved searches for invoices 30 days out, or 60 days out; search for all expenses for the current month; Search for all documents related to a specific case or subject.

Link ECM 4.0 allows users to “tag” any files which associates them with a category that may be helpful to grouping or retrieval purposes.