Documents are organized in a document hierarchy adapted to the way in which each company is organized. The creation of directories and subdirectories in documents (folders) aims to shape itself according to the function of each organization.

All existing data in your hierarchy can be easily accessed through a browser or file manager.

The use of iPortalDoc does not require installing software on desktop. It is only necessary to available common tools such as: Web Navigator (browser such as Internet Explorer), Electronic mail reader (e.g. Outlook), and a file manager (e.g. Windows Explorer).

Since the majority of professionals knows how to use these applications, the learning process for using iPortalDoc is quick and easy.

Training is necessary for professionals with administrator positions. Tasks such as approvals, users creation, creation of workflows or building of models of documents are carried out by the person in charge, hence it is necessary to have specialized training in order to operate the software.

Each employee has his own role inside the organization. IportalDoc is flexible by atributing user roles. Each user belong to a group with specific permissions.

This way, each employee only has access to information related to his or her function or role, whether that be the folders which make up the document hierarchy or just the documents. Through this it is possible to eliminate the risk of confidential information being leaked.

Each employee only has access to files related to his or her function, whether that be at a level composed of hierarchy documents, regular document levels or iPortalDoc functions and actions, eliminating the risk of confidential information being leaked, keeping information more organized.

Regarding document security, iPortalDoc guarantees that documents will be protected against deliberate or accidental alterations done to content, context, structure and aspect, throughout its entire life cycle. iPortalDoc helps to preserve and respect authenticity by preventing any type of alteration to a document, except for the ones foreseen in the organizational process.

With only a word and a click, it is possible to do a quick search on iPortalDoc, obtaining all documents containing the search term in their key-words, titles, summaries, descriptions and/or authors.

The advanced search allows you to recover documents, by looking through all metadata. Besides filtering by type of establishment or client and introduction or elaboration date, we provide the opportunity to search by state of workflow, for instance, all proposals which are on standby for procurement.

iPortalDoc is available in 4 languages.

These are Portuguese, English, Spanish and French. That means that whenever an organization that works with iPortalDoc has employees of nationalities with a different language, they will be able to choose the language they prefer working with. All they need to do is change an option and the entire layout and menus will be altered to the desired language.

iPortalDoc also supports any type of character, therefore it is possible to translate this software to any language in the world, done through custom development.

Many of the documents created by an organization are stored in physical files, for reasons such as legal effects. Managing this becomes particularly difficult when the volume of documents increases. iPortalDoc has a field where the location of physical files can be stored. Whenever there is a need to find a document in a physical file, iPortalDoc will make this information available.

Through iPortalDoc, it is possible to share documents with the Corporate Social Network, IPBRICK.CAFE. All you need is a click to share your documents with all users or with a specific group of users.

iPortalDoc registers a history of all actions related to Users and Documents.

User Actions – When the user sends, approves, generates, signs, archives or performs any task on iPOrtalDoc, these actions are registered and available for consult on the user history menu.

Document Actions – All actions related to a certain document are registered, and it is always possible to know who did the action and what type of action it was.

The iPortalDoc software has an alert system which allows the user to never miss an important action. Because users send e-mails many times per day, alerts are sent to them via e-mail.

This system is also useful when the user is out of the company and needs to consult all the tasks that need to be done, as they can access this information through any mobile device.

iPortalDoc is completely compatible with all devices with access to the internet via browser.

This means that it is compatible with all desktop computers, portable computers, tablets, smartphones and will operate within the latest version of any browser in the Desktop version.

Organizing and Forwarding received mail will be much easier with iPortalDoc, since circulating paper will not be necessary and there will be a reduced chance of deviation. It is ensured that each letter or fax will reach its recipient, who is notified and it is registered when the mail has been read. The system provides easy access and the same letter may be read by many users simultaneously. Every action performed on a document will be registered and can be followed and commented on.

Any correspondence that is sent is registered and sent by e-mail or fax through iPortalDoc, eliminating the need of printing documents.

iPortalDoc sends all important notifications to your e-mail, such as as pending tasks, tasks that have already exceeded the due date or are about to exceed it and reminders about tasks that need to be carried out by employees.

It is possible to file messages in the document manager simply by labeling them, and these labels will automatically be associated to the document in question. It is also possible to save e-mails through the message file.

>>creation of reports and decision supporting instruments

It is possible to obtain detailed reports, through iPortalDoc, sorted by activity, employee or others, hence obtaining statistics of all company activity.

These reports, which can be exported to excel, are important aiding tools in decision making, because levels of productivity organized by area, department or employee will always be known.

It is possible to obtain detailed reports, through iPortalDoc, sorted by activity, employee or others, hence obtaining statistics of all company activity.

These reports, which can be exported to excel, are important aiding tools in decision making, because levels of productivity organized by area, department or employee will always be known.

Allows digital signature in documents in three different ways.

Signatures through the Citizen Card (CC) – Uses a reading device from the AMA (Agency for Administrative Modernization), with validation through a PIN number.

Digital Signatures – The process is based on digitizing the intervenor’s signature and inserting it in a document, when necessary.

Digital Certificate – It is also possible to sign a document through a digital certificate. This certificate can exist in two ways. A certificate representing the organization or one that refers to a member of the institution.

iPortalDoc allows you to download templates from Microsoft Office or Open Office, which allow the insertion of a documents of this extension. The user fills in the model and when he or she saves it, the document is directly sent to iPortalDoc and converted to PDF, so only the document is saved..

With models based on PDF forms/templates, a form is created and introduced directly into iPortalDoc. After it is filled in, it generates a PDF document, and the information inserted into each field in the form can also be saved as data.

iPortalDoc can even extract data from these fields, which are previously defined. An example is the extraction of the invoice total in order to generate the total billing, or the recipient of all letters written. This data is used later on to generate statistics in reports and to aid in the decision making process.

This function allows you to add comments or important notes to a document.

It is possible to enter Documents into iPortalDoc in five ways. Each of them fits a different purpose.

1 – The first method of document entry is through a scanner. Documents such as letters, fax, and others that are received by physical means, in paper format are later scanned onto a computer. The scanner may operate in two different ways. They can introduce the scanned document through e-mail or a shared file (file from the file system network).

2 – Uploading Documents. Documents can be uploaded onto iPortalDoc, by previously choosing a file or subfile in the document hierarchy. A window or insert form is opened where it is possible to insert metadata such as tile, type of document, workflow, entity, code, date, document editing, description, key-words, summary, author and others. The fields are not mandatory and can be filled automatically. The document entry is done in a quick and complete manner.

3 – Generating documents in the iPortalDoc interface. IportalDoc can generate documents in PDF format by filling out web forms. For example, when it is necessary to produce and send an internal document such as a questionnaire, this can be done by going on the interface, entering the information in the fields and sending the document to the intended recipients.

4- E-mail Archives – Many of an organization’s important documents are located in e-mails, but it is not always easy to manage this information efficiently. IPBRICK has developed an innovative solution for filing and managing e-mails, which counts on a renewed interface for the classification or forwarding of information. It also allows you to save all sent and received e-mails, while users are notified of e-mails that still need a response. These notifications can be defined by the user, type of entity, client, supplier or time period, and all e-mails are generated independent from the users involved. It is also possible to associate e-mails to documents and processes, as well as search for e-mails in a personalized interface.

5 – The method for entering hierarchy allows users to enter groups of folders, subfolders and files all at once. In the case of your operations system already having a hierarchy sequence of folders and subfolders with files, the iPortalDoc system allows you to enter all content at once, while keeping intact the structure of each folder through the hierarchy method.

Many documents are edited many times along their life cycle. There is always a need to correct or update produced and received documents. iPortalDoc allows you to update a document in the system without losing the previous versions.

The system shows the latest version of a document, while access to previous versions is very easy and intuitive.

The iPortalDoc development team has long since recognized that e-mails should be treated as documents. The reason for this is that e-mails, today, stand for physical letters in the past. The same types of letters and documents are sometimes received in envelope form today, as they were in the past.

Many of these letters/documents are now received through e-mail, and these are still just as important as physical mail. Examples of important documents received by e-mail are quotations, orders, invoices, complaints, contracts and more.

Concrete Example: A group of letters is received by a company. In the past, these letters would go through someone who had the job of distributing them to the right people. After reaching the recipients, these letters would need to be opened. There is always the possibility of letters not being opened or not reaching the right person. The same can happen with e-mail, and iPortalDoc prevents these things from happening.

Any e-mail is handled as a physical letter or document. The system labels opening a letter or e-mail as a task to be carried out. It makes the tasks that must be completed available to the user, through the Web Interface. Unread e-mails can be found in the list of tasks that need to be completed, making sure that no e-mail will be lost and avoiding any type of administrative error.

All documents entered into iPortalDoc are classified according to certain information which serves to identify them.

1 – All documents have what is called classification areas such as entity, type of document, code, data, author and others. When entering a document into iPortalDoc it should always be classified through this information. This identification can be entered automatically or manually when the document is introduced into the system.

2 – There are more specific classification areas, related to an area of business or department of a company. Some examples are topic, work area, department, company division, direction and others.

Imagine a document, which could be a letter, has to be elaborated in order to ask some questions to a supplier. This letter has to be written and then approved by many departments before reaching the administrator and earning final approval in order to be sent.

Under normal circumstances, this letter would have to go through every department (Judicial Dep., Technical Dep., Financial Dep.) and only after would it go to the administrator. This could result in loss of information, delivery errors and the process could take very long.

By “Handling Documents Simultaneously” on iPortalDoc, it is possible for all departments to work on the same document simultaneously.

The system is in charge of verifying which departments have not done their part, and then sending the document to the administrator for approval. This allows the administrator to be aware of which department is delaying the process, it speeds up the process and helps avoid administrative errors.

Only after each department has completed its part does the document get sent to earn approval.

iPortalDoc also allows you to associate communication records with documents.

These types of communication are e-mail messages, calls or chat conversations.

Most documents generate conversations and message exchange among many participants. There is much information in a message that is extremely useful and essential, for instance, for “Decision Support”, there is “Factual Proof” in order to review “Arguments” or get “Ideas”.

The information from calls, e-mails and chats is registered and attached to files through codes.

E-mails:

All you need to do is put the document code into the title or e-mail message, so that all e-mails containing this code will be associated with the document in question and will be accessible through the menu.

Chats:
The same process can be applied to chats. By putting the document code in the beginning of the chat conversation, the record of this conversation will appear associated with the document, and will be accessible through the menu.

Calls:
With calls, the process is similar, but the document code has to be said out loud during the call. Through voice recognition, the system stores and associates the audio. This audio can be accessed along with the document in the iPortalDoc interface.

iPortalDoc allows you to manage the life cycle of a document through the implementation of document flows. In order to do this, iPortalDoc offers a “drag and drop” graph function, which allows you to draw workflows in a very simple way, through the selection, movement, copying and pasting of objects. The workflows are created according to the needs and requirements of each type of process, so they don’t have any limitations related to the type of process.

iPortalDoc also integrates with Microsoft Office and Open office templates. It is possible to obtain MS Office and Open Office templates through iPortalDoc, with the possibility of using pre-inserted fields (name, company, and others).

A concrete example would be the “letter format” of the Organization. The model of the letter can be produced using Microsoft Word or Open Office Writer and later inserted into iPortalDoc, creating a template (document model).

Whenever an employee needs to write a company letter, he will simply have to access the iPortalDoc Web interface and select this type of document, and the MS Office or Libre Office templates will be shown automatically, already with the code, recipient entity, location, etc. Saving the document in MS Office or Libre Office automatically inserts it into iPortalDoc in PDF format, which will begin a defined process and alert all users.

iPortalDoc integrates with any OCR software, with KOFAX being the most common.

The iPortalDoc, also offers an OCR motor.

This means that if you purchase iPortalDoc, you will be able to obtain OCR iPortalDoc, which will tend to text recognition needs.

OCR iPortalDoc:

• Allows Text extraction
• Allows Information research in the extracted text
• Allows you to define OCR models. In other words, it allows you to retrieve data in specific document fields, which enables the automatic classification of documents.

Ex1: (extracting invoice values)

Ex2: (extracting the sender from correspondence)

Ex3: (extracting, locating and recognizing a brand or company logo in the document)

The integration between iPortalDoc and an ERP system gives you an integrated and widespread vision among systems, creating a simplified document management solution for users of both systems. This avoids the duplication of information records, facilitating the sharing and availability of documents created through ERP.

The documents created in the ERP system are automatically integrated on iPortalDoc, where they are organized on a virtual file and can release associated flows. When a document is uploaded to the ERP system, it is also classified and saved to the virtual file of the Document Management System. All the actions, states and individuals associated to a document are visible in its history.
Updated and easily accessible information constitutes an added value, reducing operational and maintenance costs significantly, as well as becoming a valuable aid in decision making, and guaranteeing the right information at the right moment.

This regards a unique, integrated and widespread vision of the main documents, flows and processes of the Organization (sales, purchasing, accounting, management fixed assets), contacts and opportunities.

This allows you to organize and monitor information on a client. You will have an agenda and history for the client composed of information such as contacts that were made, opportunities, foreseen projects or projects in progress,e-mail exchange, sales and payments.

This results in having more knowledge about the client with whom we are dealing, decisions that were made, resources spent in a certain business opportunity and also the ability to anticipate decisions.

Additionally, this integration allows you to obtain information in charts or graphs, which is useful for the sales sector.

iPortalDoc allows you to release actions and flows automatically. Examples of automatic actions and flows are as follows:

– When an e-mail is received with supplier invoices, it is automatically forwarded to the financial sector, which will then have to await approval from the commercial sector.

– When digitizing documents, a document first is identified through its sender and subject, then stored in the correct directory file, and finally it is sent to the corresponding department.

– The insurance payment process, IVA or IRS will be released every 6 months, so that payment deadlines will not be missed or forgotten.