Making life easier with pick lists and look-ups
FileStore EDM makes it easy for users to add metadata to documents with features such as look-ups and pick lists. Organisations can ensure consistent adding of metadata to large numbers of documents by referencing standard data field entries. These can be quickly imported from look-up data tables held in formats such as Access, SQL or Excel. For example, referencing an employee ID number can enable automatic population of fields such as Name, Date of Birth and National Insurance Number.
With pick lists, users can quickly consult a pop-up list of all entries previously used in an index field. This ensures fast and accurate metadata entry by prompting users for the correct type of information.
Enforcing correct usage
Organising folders and documents with FileStore’s taxonomic capabilities gives organisations the opportunity to manage their information assets with library-like precision.
To prevent users from storing documents in an arbitrary manner, FileStore enables the application of rules and permissions. This allows organisations to ensure the enterprise folder hierarchy remains intact and users only store documents in designated locations.
For DCS client Gate Gourmet, we delivered a FileStore HR records management solution which facilitated the creation of new employee records. Creation of a new employee folder in FileStore triggers automated creation of sub-folders such as Payroll, Pension and Appraisals and ensures staff only import documents into the relevant sub-folder.