Document Control & Approval-Zhiyuan Technology-Industrial IoT

Document Control and Knowledge Management

Zhiyuan's document-management system supports custom workflows, multiple batches and levels of approval and stamping, document changes, historical versions and returned documents. It supports Office and WPS, single-user and multi-user management, and independent local-network deployment. Cloud deployment and mobile document management and approval let managers review documents while away.

Platforms, users and access

Area	Functions described
Server	Windows Server 2003/2008/2012, 32-bit and 64-bit.
Client	Windows 2000/XP/2003/Vista/7/2008, 32-bit and 64-bit; Windows 8/2012, 32-bit. Web login using password and verification code; mobile login.
System languages	Chinese and English versions.
Personalization	Custom company logo and system name.
User management	Department structure; user accounts, including creation, disabling, deletion, profile information, email settings and statistics; positions; groups; rapid import of positions and groups; permission templates; notifications and notification-channel settings.
Login security	User-account and mobile login; separate permission to log in from PCs or phones; device-bound account access; account locking after a configurable number of failed passwords; mandatory password setting at first login; prevention of simultaneous multi-location logins; and restricting users to internal-network access.

Files and folders

Area	Functions described
Folder permissions	Create subfolders, rename, upload, copy, cut/move, delete and download folders; control folder and file visibility; share, edit tags and set reminders. Permission templates enable rapid setup and permissions can be locked.
Delegated administration	Limit the folders and users an administrator can authorize. Multiple administrators and directory-specific administrators reduce the top-level administrator's workload for medium and large enterprises. Different PC users can see different directory trees.
Upload controls	Allowed filename extensions, file sizes and filename content; content-based duplicate-upload prevention; automatically opening a designated folder at login; and folder passwords.
File permissions	Preview, read-only access, download, editing, renaming, cutting/moving, deletion, sharing, comments, ad hoc workflow creation, tag editing, opening historical versions and reminders. Rapid permission templates and file passwords are included.
Templates	A template library standardizes company documents. Upload, delete and organize library folders; use templates quickly and designate favourites.
Knowledge maps	Custom company-wide, departmental, personal and training knowledge maps.
Search	Search filenames, notes and tags; full-text Office-file searches; a search-engine-style interface.
Folder reminders	Yearly, monthly, weekly or daily reminders to authorized recipients; event-based reminders when a folder is deleted or its files are uploaded, deleted or changed; custom message content.
File reminders	Yearly, monthly, weekly or daily reminders; event-based reminders for file deletion or modification; custom content and authorized recipients.
Online editing	Edit files and upload changes automatically as new versions. Multi-format document editing locks a file so others can only view it and see who is editing.
Online viewing	Preview Office, PDF, CAD and image formats; play supported videos; automatically watermark Office and PDF files.
Versions	Create historical versions after editing, restore prior versions and configure how many versions are kept.
Folder sharing	Share internally or externally with controlled upload, download, viewing, editing and deletion permissions; set validity periods and access-count limits.
File sharing	Share internally or externally with download and viewing permissions, validity periods and access-count limits.
Operation logs	Record editing, deletion, downloads, sharing and viewing; identify the operator, time, computer name, IP address and device/channel—PC, web or mobile.
Approval	Custom workflow engine with automatic electronic signatures and signature timestamps, plus electronic stamps and stamp timestamps for Word/Excel. Approval workflows organize multi-format document processing.
Distribution and circulation	Distribute and circulate documents, notify recipients and review their viewing records.
Lending	Lend documents to colleagues or request them from colleagues; set lending permissions and periods; recall documents early; retain lending logs.
Changes	Workflow-controlled changes preserve the pre-change version and record a change history.
Obsolescence and archiving	Invalidate documents through a workflow and archive them in an obsolete-document store. Approved documents can be archived automatically to a specified folder.
Related attachments	Associate attachments with a document and show an attachment icon. Create attachment folders, upload attachment files or link existing library files. Control file and folder permissions.
Organization tools	Custom folder colours, file/folder tags, desktop shortcuts, document comments and likes, favourites, and searchable notes describing uploaded documents.
Recycle bin	Deleted files/folders enter the recycle bin. Ordinary users can restore items but cannot empty it. Administrators can restore items and empty it.

Projects and collaboration

Area	Functions described
Project progress	Enquire about project progress.
Node document templates	Define required document templates and approval requirements for each workflow node.
Centralized project records	Automatically collect node attachments into the designated project folder.
Node approval and signatures	Approve node documents through subworkflows; apply electronic stamps or signatures after approval; create historical versions when documents change.
Communication and reminders	Retain communication throughout workflows; provide tiered intelligent reminders.
Project statistics	Report project progress and documents, view project details, and search by project number, name, customer and type.
Collaboration	Announcements, work reports and plans; pending, completed, overdue and supervised items; sent items; in-progress pending work; and collaborative management.
Workflow management	Node permissions, settings, requirements and completion times; optional supervisors for effective control. View review/signature comments, workflow diagrams, execution status and progress in real time.
Comment visibility	Restrict who can see collaborative-work comments.

Mobile, reports and system security

Area	Functions described
Mobile	Browse and search documents; upload and download; share with time or access-count limits and QR codes; create or process collaboration items; use a handwritten signature.
Reports	View current online-user counts, users' folder-permission usage reports and configurable exports of operation records.
Security and logs	Support for common antivirus software; record login/logout times.
Backups and storage	Scheduled automatic server-data backups; automatic local client backups of online-edited files; visibility of server hardware/storage use.