Plugin TinfoDoc: Document Flow Management

It's a collaborative tool for managing emails and all the different documental flows. It organizes, speeds up and certifies any kind of document flows through an integrated client email easy to use in any different informatic architecture. 

It allows you to: 
• assign and take charge of the documents;
• create files full of data and functions to manage the activity with multilevel visibility and access; 
• See every upgrade related with any documents, attachments and files sharing them in the working team;
• Attach files in 3 different ways: from the disc (if you're on pc), from folder (if there is already a copy of the document) and from Liferay® MediaLibrary;
• easy access to documents on different media (smartphone, tablet, pc);
• comment on documents / email, allowing a better activity planning, eliminating the internal email flow.
• create shared internal documents;
• include personal reminders, in order to create personal deadlines;
• do textual researches on the email and all the internal attachments (doc, pdf, odt, pptx, ppt, docx, etc); 
• customize the signature's format of the email and manage different signatures in relation to the company's roles; 
• do research that permit you to cross-searching in all the company's document with no limits to documents, attachments, files and so on… 
• view documents in the file with the header of the messages even if they are not assigned to the researchers (it displays only "object", sender, recipient, and date). 

To sum up: TinfoDOC© lowers up to 70% of the time taken for processing and sorting of the emails, it makes easier the work and the collaborative internal process to the benefit of business productivity. 

Document Dashboard

Features

  • Client email integrated, email saved on DB
  • Mailbox management on different mail protocols (POP3, IMAP, PEC)
  • Automatic mailbox download, it is enabled for online/offline user
  • Manually download "download now" for an immediate update of the email received (on demand download)
  • Certified e-mail management: aggregation confirmation system and warning result of the sent email
  • Automatic incoming fax system identification thanks to the object features
  • Automatic assignment of the sender address book for all the incoming document types
  • Complete sent/received email features management: Reply/Reply to all/Forward, CC, CCN and mailing possibility to free senders (not in the address book)
  • Connection between the incoming email and the outgoing one
  • "Internal Email" flux to manage the internal company communications; one shared document to avoid the possibility of sending emails with comments
  • In order to know who is dealing with a particular issue, there is the possibility of documents's taking charge, so that there is no way of modifying the document by other users
  • Documents assignment / mail to other offices / people without forwards or duplications functionalities
  • Versioning feature attachments
  • Direct connection with the corporate address book contacts stored in the External Address Book
  • Direct connection to the system virtual fasciculation (available in the PLUS version)
  • Timer control on the creation / editing / taking charge of documents, attachments from other users
  • Creating of personal reminders documents
  • Internal communication blog of any document in order to have a not dispersive exchange of information
  • Metadata information, history of editing, opening document and attachments, sent email details and related folders
  • Classification documents system (Tags, categories)
  • Indexing of Data, metadata, attachments, DB and / or Lucene
  • Searches in Google style with the possibility of enabling advanced filters
  • Tracking the activities on document to be aware of "who did what"
  • Responsive graphic

 

Graphical User Interface

Portlet to be included in part authenticated;

 

Icons used

Compact control panel

Download Now: to force the email download;
Write: it opens a submenu where you can select between incoming documents, internal or outgoing ones.

Extended control panel, it includes a number of features applicable to the selected documents:
Access, in order to provide the access to documents to other people/ organizations
Folders, it permits the rapid assignment to one or more folders (available in PLUS version)
Hide is a private feature that allows you to delete (from the default view) all the documents for which there is no interest
Delete, it deletes the unique copy of a document; pay attention because it could be shared with other users

Search control panel:

Home, it resets every kind of search or custom filter, moreover, it shows the documents returned by the default filter Search it permits the full text search on the specific value Advanced Search it opens a popup that gives the possibility of searching one or more specific fields Online Help it opens an Help Page to better know how to do searches.

  It highlights the incoming document type: paper, fax or email

 It identifies an internal document

  It highlights an outgoing document type; paper, email, it could be a reply to an incoming email

Document/ Email User Interface

Here sections that establish the creation/visualization document/email interface taking for example the outgoing flow:

The interface is divided into several sections:
Text, it contains the basic fields to send a textual email:

  • Typology for the classification documents
  • Object
  • Sender with the possibility to choose between the personal email or the one in relation to the office.
  • Recipients (To, CC, BCC, free recipients)
  • Text Editor with sender signature

Attachement with the possibility to select or drag and drop them from different sources;

  • From filesystem
  • From folders (available in PLUS version).
  • From Document Library, it allows you to select one or more attachments already in DL

Details with the possibility to add metadata, classifications and events calendar:

  • Events calendar
  • Classifications and TAG
  • Means for sending / receiving
  • Sent/received Date

Access, it provides the possibility to assign the document to other people or organization (so to all the people who belong to it):

  • Edit access
  • Log in display

At the bottom of each section there is a dedicated space to comments with the ability to read the colleagues ones or to insert them.

 

 

Application permissions

Action Description User Dashboard Viewer Dashboard
Add to Page Liferay standard permission    
Configuration Liferay standard permission X  
Delete Permission to delete a document or an e-mail X  
Edit Permission to edit a document or an e-mail X  
Email download Manually email download X  
History user's activity tracking on a document/email X  
Manage attachments Allows you to manage attachments: insert, edit and delete them X  
New - Protocol New document or email X  
New in address book It creates a new User or Organization X  
Permissions Liferay standard permission    
Preferences Liferay standard permission    
Protocol registration Permission to protocol a document or an e-mail (if enable).    
Seen Users with this permission may approve the document or the email, in this way it is not possible to modify it anymore (to develop).    
Supervisor Users with this permission may see all the documents or emails included.    
Unlock attachments checked-out by other users Users with this permission can modify the attachments taken by other users in charge.    
Unlock documents in charge by other users Permission to unlock the "take in charge" of a document/email from another user. X  
View Visibility portlet's permission   X

 

Documenti and Media permissions

Action Description User Dashboard Viewer Dashboard
Add Document Allows you to manage insertdocument in Documenti e Media portlet X  

 

Download settings

Sender addresses on which it is possible the FAX recognition: it identifies the email addresses with FAX origin;

General settings

  • Data Scope: Company level (the portlet data are visible on all the company communities) or Community (the portlets data are only visible on the community where the portlet is loaded);
  • Enable internal recipients in an outgoing document: It enables the ability to have internal people and organizations as recipients
  • Enable the internal sender in an incoming document: It enables the ability to have internal people and organizations as senders
  • Enable Categories: it shows the standard classification interface
  • Enable Tags: it shows the standard interface for association with Tags
  • Enable external fields: it shows two additional fields in the Details section: External ID, and external date on which save values from other systems.

Folder settings (Available in PLUS version)

External Address Book Portlet

Features

  • Contacts' management ;divided in external person or organization(company) that are not registered in the address book.
  • Possibility to create an internal user enable both for people and organization.
  • Google Maps embedded to locate the contact directly.
  • Address book import from .csv or xml file.
  • Advanced search filters to find better people/organization.
  • Email Groups definition (in the external address book) to send newsletter (if the Plugin Newsletter is enabled).

 

Graphical User Interface

Portlet to insert in the certified part;

Icon used

 it creates an internal user with access permissions defined from preferences.

External Address book Interface

Here the interface divided in different sections in order to create person/organization: the first section diversify people from organization, the others are the same for both:

Details (People) :

  • Name
  • Surname
  • Sex
  • Tax code
  • Organizations: it permit to link people to the related companies/organizations
  • Roles
  • Internal code: it is a code that sync process with other company's system
  • Linkedin profile


Details (Organization) :

  • Name
  • Organization Name
  • Internal code: it is a code that connect sync process with other company's system
  • Parent organization: it permits to create a hierarchy between company that belongs to the same group
  • Tax Code Organization
  • VAT Organization
  • Website
  • Main activity
  • Oganization size 
  • CCNL
  • ATECO Category
  • Ended: it identifies an organization that doesn't exist anymore 

 

Addresses: possibility to set the residence address and the home address for people, or the legal residence and the operative residence for organization

Phones: possibility to classify the phone type.

Email: possibility to set the main email for the Documents Dashboard

In these sheets there are Technical/business notes fields, Tags and Categories.

Configuration

Sender addresses on which it is possible the FAX recognition: it identifies the email addresses with FAX origin;

General settings

  • Data Scope: Company level (the portlet data are visible on all the company communities) or Community (the portlets data are only visible on the community where the portlet is loaded);
  • Enable internal recipients in an outgoing document: It enables the ability to have internal people and organizations as recipients
  • Enable the internal sender in an incoming document: It enables the ability to have internal people and organizations as senders
  • Enable Categories: it shows the standard classification interface
  • Enable Tags: it shows the standard interface for association with Tags
  • Enable external fields: it shows two additional fields in the Details section: External ID, and external date on which save values from other systems.

Folder settings  (available in PLUS version)

Address Book Portlet

Features

  • View of all the business contact divided in external people and companies/organizations, they aren't registered in the internal Liferay address book.
  • Search tool for document from and into the address book.
  • Access tool to folders related with the address book.
  • Navigation tool between linked objects.

Graphical user interface

Portlet to put in the authenticaded part;

Icon used

 It allows you to edit the address book.

 It searches and shows all folders that have the Address Book in Interested filed.

 It shows the list of all the documents that have as sender that specific address book.

 It shows the list of all the documents that have as recipient that specific address book.

 It shows the list of all the people linked to a specific Organization. 

  It shows a list of Organizations to which a person belongs to.

 

Search/View Interface

The interface is divided in different sections, the first one is related to External Person, then there are external Organiations and Internal Person:

 

Configuration

General settings

  • Data Scope: Company level (portlet data are visible in all company community) or Community (portlet data are visible only on the community on which the portlet is loaded);
  • Document Management Page: it specifies the page where the Dashboard is configured;
  • Folder Page: it specifies the page where the Folder Portlet is configured;
  • External Address Book Page: it specifies the page where the External Address Book is configured.

 

Mailbox Configuration Portlet

Features

  • Personal and/or Office mailbox definition
  • Signature's definition on every mailbox

It is possible to set a different signature for every account.

The account configuration can be done from the user (on his mailbox) or from a system administrator (on different mailboxes: private and organization ones). 

Graphical User Interface

Portlet to insert in the authenticated part: 


  • Email Address
  • User
  • Password
  • Certified email (PEC): this email account is different from the others because of the download and the sending, this ones are managed in the Documents Dashboard
  • Signature: It permits to set a personal signature using the parameters below.
  • Download Settings:
    • Protocol
    • Use secure protocol (SSL)
    • Host
    • Port
    • Offline Download: it enable the automatic download even when the user is online
  • Sending parameters
    • Protocol
    • Use secure protocol (SSL)
    • Host
    • Port

 

Alerts and Reminders Management Portlet

Features

  • Real time visualization of the colleagues' activities on your own documents (edit, attachements, blog, etc.).
  • Real time visualization of all the colleagues' activities on your own folders (edit, attachments, blog, etc.) (available in PLUS version)
  • Personal reminders creation; visualization of the present/past ones.

 

Graphical user interface

Portlet Notification View

 

Configuration Alerts Interface

The portlet shows, for an administrative account, a column called global configuration. It has the possibility to enable or disable some different alerts for all the users; this is possible for each TinfoDoc portlet. 
The single user interface will show the column user configuration as enabled with the possibility to set only the parameters enabled from the administrator.

Actions:

  • Document Editing/cancellation
  • Folder Creation/Editing/cancellation
  • External address boock Creation/Editing/cancellation
  • Note Creation/Editing
  • Attachment Addition/Editing/Cancellation

This popup shows your own alerts list. Every alerts has the direct link to the document/folder/address.

Creation Reminders Interface

It is possible to set a different date from the default one and a different description too.

 

Visualization Reminders Interface

This popup shows the list of your own reminders with the possibility to delete them or sign them as "done". Every reminder has the direct link to the document. 

Folders Management Portlet

Features

  • Possibility to create folder with customized field.
  • Direct link to the business address book in the External Address Book.
  • Direct link to the Document Dashboard. 
  • Automatic foldering system of documents thanks to specific rules.
  • Scheduled control creating/editing/locking folders from other users. 
  • Versioning of the attachement.
  • Reminders creation on folders.
  • Internal blog on every folder for an information exchange well organized. 
  • Metadata information, hystorical view of modification, folders and attachement opening.
  • Classification folders system (Tag, categories).
  • Indexing of data and metadata and attachments, on DB and/or Lucene.
  • Searches Google style with the possibility to enable advanced filters.
  • Tracking activity on the folder.
  • Responsive graphic. 

 

Graphical User Interface

Portlet to put in the authenticated part:

Icon used

 It opens the folder in "view mode"

 It shows the route navigation to reach the folder

It eliminates the folder and all its sub-folders

 

Folder Interface

Here below the sections that create the folder interface. 


The interface is divided in many sections: 

Details has basic fields to send a text email: 

  • Subject
  • Sender; possibility to choose his personal email or the business one
  • Recipient (To, CC, CCN, free recipient)
  • Text Editor with a different signature for each sender. 

Custom fields has fields defined for the user.

Attachment: possibility to select or drag them from:

  • Filesystem

Categorization with the possibility of adding classifications and events to the calendar:

  • Events
  • Classifications and TAG

Access it gives you the possibility of assigning the folder to different people or organizations.

  • Editing access
  • View access

Below, it is present in every section a dedicated space for Comments, reading the others written from colleques and writing your own one. 

 

Configuration

General settings

  • Data Scope: Company level (Portlet data are visible on all the company community) or Community (Portlet data are visible on the community where the portlet is loaded);
  • Multifunction Dashboard Page: URL of the page that contains the Multifunction Dashboard to link documents.
  • Default status in folder navigation: it sets the default filter for the navigation folder. 
  • It enables the Categories: it shows the classification standard interface. 
  • It enables tags: it shows the standard interface for the association to Tags.
  • Folders Order: It sets the default order, it could be alphabetical or defined by user. 
  • Attachment Order: It sets the default order of the attachment, it could be alphabetical or defined by user or ordered by the last editing.