SilentOne Features & Benefits

Product Features & Benefits

SilentOne provides an inter-enterprise Knowledge Library.

SilentOne is a complete EDRMS solution and utilises Internet standards to create knowledge library(s). Users of the system can access information stored anywhere. The “result set” from a SilentOne search may include internally produced files such as Word documents, emails, images, and externally produced documents, records, sound files, etc etc.

SilentOne uses Apache Tomcat and Lucene as its core components.

SilentOne will work in any environment, be it Microsoft Windows, Novell Netware, Unix, Linux, or Suse. The design of the solution allows it to be completely platform independent. The major benefit to customers is the ability to leverage their existing investment in any existing technology.

SilentOne provides all of the traditional document/record management features.

Features such as check-in/out, version control, full text searching, saved searches, approval and review workflows, user abstraction from the physical file system etc. These features ensure the integrity and management of the content files.

SilentOne is fully integrated with Microsoft Office & Groupwise.

The software adds a “Document” menu item to the standard task bar in all Microsoft Office applications, including Outlook and GroupWise. Users of the system have the option of saving to and searching the SilentOne knowledge library or saving to and searching a local disk. Benefits of utilising the SilentOne knowledge library are numerous, and this is likely to become the preferred option.

SilentOne uses a Distributed Document Services architecture.

This architecture is fundamentally different to that of conventional document management products. The architecture is based on the premise that the documents/files/records to be managed could exist anywhere in the world. The “services” such as searching can also be distributed which provides for both system flexibility and extensive scalability.

SilentOne provides file level security for all documents.

SilentOne uses your existing User Directory security system, including Users and Groups via an LDAP connection to allow the use of any LDAP complaint Directory Service. SilentOne enables a default security setting for each document/record type. Authorised users are able to simply modify document or record security settings via point-and-click.

SilentOne provides a logical and intuitive method for grouping and automatically managing different types of documents.

When users save documents to the knowledge library, they are prompted to select from a hierarchical list of Folders (defined by the administrator). Selection of a particular Folder defines which Categories are available for the document which will determine the metadata profile to be collected and will also apply a number of business rules to that document. Logically segmenting the total knowledge library in this way provides many benefits including optimising search speed.

SilentOne and Microsoft/Novell/Linux together are all the software you will need to implement a solution.

Alternative document management products typically require additional third party software—for example, a third-party text engine to allow the solution to work. SilentOne avoids this complexity and potential risk by being a single solution to your Microsoft, Novell or Linux server.

SilentOne provides platform independent access to the library(s).

SilentOne can be implemented purely at the Server using the SilentOne web module allowing users to access a library of documents and records from virtually any platform (via a standard browser) without the need to distribute client software.

SilentOne allows users to search over the Internet from within their windows applications.

SilentOne utilises the Internet as the WAN, so all communication is via the standard Internet protocol; HTTP or HTTPS. This approach allows the potential for users to have full interactive capability from any location in the world.

SilentOne provides numerous advanced search options.

Including recent documents, Boolean searching, free text searching, sorting, hit highlighting, hit navigation, property searching, document/category/record type searching, query searching, and simultaneous multi-server searching. These techniques provide users with fast and effective ways of finding documents and records.

SilentOne allows individual users to create their own “virtual folders”.

Virtual Folders are used to group documents/records of common purpose, regardless of document type. Virtual Folders are optional since documents or records are not physically stored inside the folders. Rather, Virtual Folders are in effect “saved searches”, allowing users to group documents based on individual preferences.

SilentOne lets you add annotations to documents.

This allows users to place “notes” with documents and records to provide other readers with personalised comments relating to the document’s content. These are particularly helpful when multiple users are collaborating on one document.

SilentOne lets you set an expiry date for any document.

This is a convenient way to generate a reminder that the document has now probably ended its useful life and should be reviewed or deleted. This is in addition to the records management functionality.

SilentOne lets you report on any information in the library.

SilentOne lets you report on any information that is held within the library. Reports can then be exported to other applications. This is particularly useful if you need to perform an Official Information Act enquiry across all your internally held documents or records.

SilentOne lets you export information as XML.

A user can save the metadata profile of a document or record at the click of a button.

SilentOne is extremely secure.

SilentOne can utilise the Internet standard for secure communication: SSL (Secure Socket Layer) encryption. Using SSL or any other encryption technology supported by the web server will protect an organisation’s information.

SilentOne provides extensive support for versions.

SilentOne includes version control of content and version control of metadata, major and minor versions, and the ability to provide document security by version.

SilentOne has been designed to provide high levels of performance using low speed networks.

The product’s architecture provides a fast transaction path from action initiated at the workstation, to the file system. SilentOne uses a “one request – one response” transaction model and document compression. The server is designed in separate modules making multi-server processing possible in large environments.

SilentOne supports “linked documents”.

Linked spreadsheets or CAD project files made up of several other files are the bain of most document management systems, but not SilentOne. We fully support linked spreadsheets or other compound documents.

SilentOne provides a flexible approach to adopting technology.

Other products typically advocate an “all or nothing” approach. SilentOne lets the organisation adopt the technology seamlessly and incrementally.

SilentOne can automatically gather relevant information for you and place it in a personalised folder.

Personalised Virtual Folders can automatically gather documents based on the Virtual Folders “query”, thereby keeping users up-to-date with relevant information.