| Product Information |
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| Overview |
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| Future Filing is a dynamic document management system designed for the paperless or less paper environment |
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| Features Grid |
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| DEFINITIONS |
| Audit Trail: Detailed knowledge on all actions taken by all users, such as what information they viewed, emailed, printed, faxed added notes to, moved, created and more. You can export this listing to Microsoft Excel ® for further analysis. |
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| Auto Filing/Batching Utility: Scan in your documents and let them file themselves away. With this powerful function, you have the ability to automatically file/batch your information into the security confines of Kixzo with very little hands on activity. With its information capturing prowess, the data contained in your document is extracted using optical character recognition (OCR) and inserted directly into Kixzo's Indexing fields for easy searching capabilities. Stage I includes zonal OCR, whereas Stage II includes OCR, Intelligent Character Recognition (ICR) which is handwriting recognition and Optical Mark Recognition (OMR) which is recognizing marks, an example are the bubble charts we've all done at one point in our life. |
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| Classification Protection : Adds another layer of security by giving the administrator the ability to further delineate the access of users to information. You can restrict folders and drawers by using a hierarchy protection classification based upon the military's labeling of Classified, Secret and Top Secret |
Classified : groups or individuals with this restriction right can access documents listed as: 1. without a restriction or 2. classified. They can NOT access information listed as Secret or Top Secret.
For Example:These are rights you may want to give to front line employees and Supervisors. |
Secret : can access documents listed as: 1. without a restriction, 2. classified or 3. secret. Can NOT access information listed as Top Secret
For Example: These are rights you may want to give to Managers and Directors |
Top Secret : can access ALL information: 1. without a restriction, 2. classified, 3. secret or 4. top Secret.
For Example: These are rights you may want to give to Senior Management. |
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| Create New Microsoft Word ® and Excel ® documents : The ability to create new Microsoft Word ® and Excel ® documents in the Virtual notebook. This functionality speeds up your process of creating documents that you want stored within the security parameters of KIXZO by eliminating the step of creating documents outside the program and then bringing them into the program. This functionality requires you to have Microsoft Word ® and Excel ® installed on your computer system. If these are not installed then the system creates a note document. |
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| Desktop or Network : Set-up KIXZO to run on your desktop as a single system with multiple users or one user or on a network of computers. |
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| Docu-Split: This easy to use function gives you the power to scan in a multiple page document and re-arrange the order of the documents or create new files. For example, you scanned in a 20 pages of random information. You want pages 1-5 separated and called INVOICES, pages 6-13 separated and called CONTRACTS and the remaining pages (14-20) separated and called COMPETITIVE ANALYSIS. Docu-split makes this simple. In addition, say in the pages called INVOICES you wanted page 2 to become page 1 and page 5 to become page 2. This is simple with Docu-split. |
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| Document Archiving : Place your infrequently utilized files into "cold storage", where you can have them automatically deleted after a designated time frame. |
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| Document Mark-ups : Gives you the ability to highlight information within a document using ink markings, shapes (i.e arrows, lines, etc...) , text boxes and color arrangements. Very helpful functionality that allows you to highlight key areas of a document for others to view. These mark-ups can be easily removed by you at any time. |
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| Document Deletion Enhancement : Similar to the Unmerge/Merge functionality, this allows you to remove pages from a file. For example, say you scanned in a 10 page document and realized that page 8 didn't belong in this file. With this functionally you can delete page 8 and leave the other pages as part of the file. |
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| Emailing, Printing, Faxing : The freedom to send or receive faxes and emails and to print. The emailing for the BASIC differs from the COMPLETE, the BASIC uses an internal email where the COMPLETE integrates Microsoft Outlook ® |
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| Executive Data Back-up: An automatic daily backup of all data stored in the system using a 3 month rotation. This back-up stores the most recent 3 months of data |
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| Folder Fields : When creating a new drawer or folder, there are "characteristics" that describe the contents of that folder. For example, for a medical office, you may have one folder per patient. The folder for that patient would contain "characteristics" such as the patient's name, address, phone number, insurance information etc... As the system administrator you establish what these "characteristics" will be and where they are needed, such as at the creation of a new drawer, binder or folder. You can have up to 20 fields. |
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| Folder password gives you the ability to password protect a folder and its contents. Only users with the proper password are able to open the folder to access its contents. |
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| Instant Messaging System : A built in messaging system that allows you to communicate with other logged in users in real time. |
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| Indexing:Similar to Folder Fields (which adds searchable fields at the drawer/binder/folder level), Indexing provides you with the added power to attach words in predetermined fields to a document for searching and general lookup information. When combined with the Auto Filing/Batching Utility, the indexing fields are auto-populated based upon the information extracted from the document using optical character recognition (OCR) and Intelligent Character Recognition (ICR). |
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| Link Documents : Linking gives you the power to connect documents. For example, you have a work order and you want to connect it to the invoice, with this feature you can Link the documents so that every time you open the invoice, the work order is automatically opened as well.
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| Microsoft Outlook ® Integration : Integrates this familiar tool to send and receive emails. Your computer system must have Microsoft Outlook ® installed. |
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| Multi Security Levels : Protect your valuable information. Each user has a unique ID and custom password to access the system. A second layer of protection is data encryption of all stored information. A third layer is a password protected folder where the data encrypted information is kept. A fourth layer is the ability to assign user rights to the various rooms in the system. |
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| Optical Character Recognition: Converts your image documents into editable typed text |
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| Paper Form to Electronic Form Converter : The ability to take a form that currently exist in a paper format and create a duplicate copy of it in an electronic format. This is extremely helpful for commonly used forms. This reduces copying and printing cost and makes the forms easier to distribute and maintain within your organization |
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| Content Search : KIXZO gives you the power to search within the contents of Microsoft Word, Excel and PDF documents. |
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| Personalized Cabinet : Create your own cabinet that is only visible to you and the system administrator. This is your personalized space to store your confidential information. Think of it as the file cabinet that maybe in your office or cubicle. |
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| Quick Document Searching : Quickly find your information using OCR'd text, keywords or notes created within the system. Utilizes the "and" "or" functionally to search for information. |
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| Reads PDF files : Ability to read PDF files within the system. |
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| Save Stamping : Whenever a document or file is opened and its contents are changed, to prevent loss of the changes this document must be saved. This saving is "stamping" and logs the user's ID, the time/date of the save and the name of the file. |
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| Spelling Checker : Checks the spelling of your notes in the Virtual Notebook . |
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| Keyword Tagging: Keyword Tagging gives you the ability to Index your documents for easier searching. |
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| Template Cabinet : This is a "read-only" cabinet where you can store the forms created from the Paper Forms to Electronic Forms Converter . Information stored in this cabinet, such as forms, are fully accessible by users with the assigned access rights. When a file is opened, the user can make "updates" to a file, but must save these changes outside the Template Cabinet (put the changed file(s) into the Main Cabinet) because files in the Template Cabinet are "read only". In addition to forms, this cabinet can be useful for other "read-only" type documents. |
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| Unlimited Drawers /Binders and Folders : Gives you the freedom to create an unlimited number of drawers, binders and folders within the Main Cabinet |
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| User Inbox: Like the inbox on your desk, this contains files or task that you are currently working on. Your inbox is only viewable by you and the system administrator. |
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| Virtual Notebook: Very similar to a paper notebook, this notebook promotes information collaboration horizontally and vertically throughout your organization by allowing all authorized users to input notes on a document for all to view. With the virtual notebook you can do an assortment of functions such as create new documents (see Create New Microsoft Word, Excel documents) , add notes, markups, and more. |
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| Voice Notes : The ability to add voice notes to a stored file. Voice notes are accomplished with the aid of a microphone. |
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| Web Based: Need to access your information anywhere you have an internet connection? With the web based version you can easily access your data by simply going to your internet browser. |
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| Work Flow : Use this exciting feature to quickly and easily route documents to other users within Future Filing. |
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