Document Management Software

The Novo document management system provides full-text searching within Microsoft Office and PDF documents.  Our external directory search capability also allows you to point to other network directories (shares) and index/search Microsoft Office and PDF documents within these directories.  In addition, it has its own built in WYSIWYG HTML editor for creating Multimedia HTML documents directly through a web browser.

Some applications of our system include:

• Company Intranet/Extranet Portal - electronic document management & sharing with internal employees and external customers
• Centralized Policies, Procedures and Employee Training for HR Managers
• Technical Documentation Repositories for Engineers
• Business Process Documentation
• Centralized Product Specifications and Testing Results for Plant Managers
• Machinery Troubleshooting for Plant/Maintenance Managers
• Easy to Manage Company Intranet for Internal Web/Documentation Publishers
• Lessons Learned/Best Practices documentation for Knowledge Engineers

• Staff Efficiency: prevents staff from wasting time trying to find documents or re-creating documents they cannot find.

• Reduced Employee Training Time: ability for new and existing employees to acquire job knowledge faster with quick access to job procedures, business processes, etc. -  reducing training time and providing higher job quality

• Centralized & Retained Employee Knowledge: prevents knowledge from leaving when an employee leaves

click to see selected feature below Web Based, Industry Standards Work Flow System Flexible Security & User Roles Search Quality Features Active Directory/LDAP Integration Advanced Search Features Services (API) Add'l Information Access Features Content Editing Features User Feedback Mechanisms File Attachments Question Management External Directory Index/Search Reporting Content Quality Features Internationalization

Web Based, Configurable, Industry Standards

• Completely Web Based - only a Web Browser is needed to administer & use the system 

• Easily Accessible on your Corporate Intranet or Web Site

• Industry Standard Architecture (MS SQL Server, ASP/ASP.Net)

• In-House & Hosted (ASP) Editions available

• No Additional Hardware Required (can typically be installed on existing servers)

• Utilizes Existing IT skills with minimal need for re-training

Flexible Security & User Roles

• Access Levels: Ability to define where articles can be viewed (Public, Intranet, Department or Private)

• User Roles Management - allows customizable user roles so you can define what your users can and cannot do

• Multi-Department/Group Knowledge Management - allows documents to be managed at the department/group level.  Each department can create and manage their own information

Active Directory/LDAP Integration (Optional Module)

• Maps Active Directory Groups to Departments and Roles - providing single sign on and easier user administration

• End User Active Directory Authentication & Search - single sign on for corporate end users.  Also allows searching Active Directory for End User Authentication

• Built in User Authentication - complete built in User Management if Active Directory is not used 

Web Services (API) (Optional Module)

•  Integrate Novo software with 3rd party software applications allows our software to be integrated with your existing software

Content Editing Features

• Robust Formatting: MS Word like toolbar allows HTML document text to be easily formatted.  

• Image & Multimedia Flash File Capabilities: Uploading and inserting images and multimedia Flash files is easily done through a built in image/flash file manager.  

• Spell Check: Has a built in spell checker within the Editor

• Tables, Hyperlinks and More: Other HTML document editing features include the ability to insert tables, hyperlinks and more.

File Attachments

• Multiple Formats: Ability to upload a file of any format as an attachment 

• Searchable Attachments (Enterprise Edition): Attached MS Office and PDF documents are completely Full Text searchable

External Directory Search

• Index/Search: Ability to point to other network directories (shares) and index/search Microsoft Office and PDF documents within these directories

Content Quality Features

• Document Routing and Approval: Ability to enable Knowledge Base editor changes/submissions to be automatically routed to an administrator before the article is publicly viewable

• Automatic Document Archiving and Version Control: If enabled, automatically archives an article each time a change is made.

• Article Review/Expiration: Ability to set review/expire dates for individual articles

Work Flow System (Optional  Module)

• Use & Benefit: In certain cases, documents that have been added or changed require multiple people in various departments to approve the new or changed article. The Novo Work Flow System provides a flexible method for automating AND keeping track of these approval tasks. The benefit is improved quality and sharing of documents.
• Predefined & "On the Fly" Work flows: Ability to create flexible work flows from a list of predefined tasks you setup or "on the fly" as documents are being created.
• Completion/Approval Paths: Ability to define work flows with various completion/approval paths.
• Rules Based Auto Assignment: Ability to automatically assign predefined work flows to documents based on flexible business rules (i.e. when an article is added to a particular category).
• Auto Email notifications: Email notifications are automatically sent to the appropriate person when tasks are completed or rejected.
• Work Flow Task "Queue": Empowers managers to view pending task status, assignment, predecessor relationships and deadlines (with color coded due dates for past due, current, future).

Search Quality Features

• Full Text Search Capability: Searches ALL text (titles, summaries, keywords

• Basic and Advanced Knowledge Search: Ability to do a quick or advanced searching

• Search Relevancy: Displays search results with the most relevant articles listed first

Advanced Search Features

• Searchable Attachments: Ability to do Full Text searching of attached MS Office and PDF documents

• Natural Language Engine: Obtain better search results by eliminating unimportant words

• Thesaurus Engine: Allows for better search results by expanding related words

• Search Filters: Provides the ability to use broad or narrow search filter classifications

Additional Information Access Features

• Table of Contents: Easy to view Drill Down left navigation tree

• Categorization of Articles (Enterprise Edition): Allows the ability to associate knowledge base software articles to one or more search filter categories (for narrowing down search results).  

• Content Types (Enterprise Edition): Allows knowledge base administrators to define broad article/document types (i.e. Policies, Technical Tips, White Papers, etc.).  Searches can be performed on one or more Content Types providing more relevant search results. 

• Email Articles: 2 Click Email Article feature allows for knowledgebase articles to be emailed as attachments or hyperlinks back to the knowledge base.

• Printer Friendly Articles: Provides the ability to view/print printer friendly articles OR complete chapters.

User Feedback Mechanisms

• Hit Tracking: Ability to track number of times each knowledge base article is viewed

• Voting System (Enterprise Edition): Ability for web users to rate an article on its helpfulness

• Search Phrase Logging (Enterprise Edition): Ability to track search phrases being used and the number of articles found as a result of the search

Question Management

• Submit a Question: If enabled, visitor questions are automatically emailed to Administrators and stored in the document management system for easy review 

Reporting

• Basic/Advanced Reporting: List articles by a variety of different filtering options and report on popularity/votes

• Search Phrase Reporting: Review search phrases used and number of matching articles

Internationalization

• Multiple Language Capability: Ability to create knowledge bases in different languages.  Allows you to create links from your web site to the appropriate knowledge base language.

• Translation Workflow:  Allows editors to create articles in their default language and flag them to be translated in other languages.  Emails are automatically sent notifying translators of an article to be translated.

• Time Zones: Ability to set the time zone of the knowledge base server