Manageable and comprehensive tree structure.
As easy as Windows Explorer.
The tree structure of Vivaldi Document Control is very similar to the file and folder structure of Windows Explorer causing users to immediately feel comfortable with the user interface.
One file, multiple locations.
Documents can appear in one or more locations within the tree structure. You can, for example, make a certain work instruction available in the quality system folder as well as under the branch for environmental protection. If you publish a new version of the work instruction, this new version is then immediately available in all locations.
Flexible search filter.
The search filter allows you to search any of the available document properties. Retrieve your documents quickly based on (part of) the title or the document code. Display only documents produced by a specific author. Or request a list of documents published after a certain date. A handy feature for finding all the documents that, for example, were published after the latest external FDA or ISO audit of your documentation.
Search the content of documents.
Thanks to the built-in full text search functionality, you can even search the content of your documents by keyword. The server processes all indexable documents at regular intervals to increase the speed of the search. As soon as an iFilter is available for a specific file type, these documents can be indexed automatically. Of course we install iFilters for the most common standard formats such as MS Office, OpenOffice and PDF.
Every user can create a list of favorite documents. All you need to do is select the document and click on the "add to favorites" button.
The personal list of favorites is available for all users in the Vivaldi Document Control toolbar, both in the Windows client as well as in the Web interface.
Vivaldi Document Control provides comprehensive version management that complies with all requirements of international standards such as ISO9001, GxP or FDA. New document versions are only available after they have been released, or have completed a workflow that includes a review.
When a new version of a document is published, the old version is automatically archived. Providing you have the necessary access rights, you can quickly retrieve the archived versions of a document.
If you are included in the distribution list for a document, a task is sent to automatically notify you when a new version is available. If you wish, you can also receive an e-mail notification which can even include the new version of the document as an attachment.
One-step review, two-steps review or no review.
You can specify for each document type if a document should be reviewed or not. If the new version of the document is to be reviewed, you can choose the review to be completed in:
1 step: reviewed by one or more person(s).
2 steps: reviewed by one or more person(s), followed by a final approval.
All electronic reviews are included in the document history, just as all other actions are. This provides a perfect overview of how a new version has been created and any comments made during the reviews.
Paperless or not?
Vivaldi Document Control can offer an entirely paperless work process, but it is not necessary. In some situations or work environments, paper is still a necessity. That's why Vivaldi Document Control still lets you evaluate employees on paper. The results of the evaluation can then be recorded in the software.
If a reviewer gives a document a negative review, the person responsible for the document receives a task to notify them. Vivaldi Document Control also sends feedback once everyone has reviewed the document.
Optional email notification.
If you are included in the distribution list for a document, a task is sent to automatically notify you when a new version is available. When an acknowledgement is received that the tasks have been completed, they are automatically added to the document history. If you wish, you can also receive an e-mail notification which can even include the new version of the document as an attachment.
Paperless or not?
Vivaldi Document Control can offer an entirely paperless work process, but it is not necessary. In some situations or work environments, paper is still a necessity. That's why Vivaldi Document Control still lets you distribute paper copies to certain employees. You can even print an accompanying distribution form that acts as a sign-off sheet.
For each folder in the tree structure, you can specify who can create new documents or folders under the main folder. These permissions can easily be applied to all subfolders.
Document permissions are assigned to roles or functions in the organizational chart. The assigned permissions apply for access through the Windows client and the Web interface as well as for direct links to documents from the intranet, website or other applications.
There are a few additional permissions in Vivaldi Document Management than are available in the traditional access rights of MS Windows:
- Create a new version
- Send for review
- Access to history
- Access to archive
- Change permissions
- Send to recycle bin
MS Word and MS Excel templates.
You can create a template with a fixed layout in Vivaldi Document Control that must be used when creating a new document. Vivaldi Document Control can also automatically modify the document properties included in the header of MS Word or MS Excel documents such as the code, title, version number, issue date...
MS Office toolbar.
Create an entirely new document directly from MS Office applications or start with a predefined Vivaldi template. You can even add the new document to Vivaldi Document Control without having to start Vivaldi. MS Office plug-ins are available for MS Word, MS Excel, MS PowerPoint, MS Outlook, MS Visio and MS Publisher.
Content indexing & full text search.
And thanks to the built-in full text search functionality, you can search the content of your MS Office documents using keywords. The server processes all documents at regular intervals to increase the speed of the search.
Automatically convert some of your documents or all your documents to PDF-format. While Vivaldi Document Control still stores the document in original file format for editing and revision purpose, the users get read access to the PDF version.
Not only does this guarantee that not everyone can easily edit the document, it also allows all users to open and read the document, although they might not have the application installed to edit the original file format of the document.
Vivaldi Document control allows users to not only consult and review documents using the MS Silverlight-based web interface, they can also create, edit and publish documents.
The complete basic functionality of Document Control is available through the browser, eliminating the need install the software on a local PC. The Silverlight client is compatible with both Internet Explorer as well as the Windows and Mac versions of Firefox.
The Web interface Express of the Vivaldi Document Control family has one goal: to provide lightning-quick, secure access to your documents from any device starting the moment you have an active (internet) connection with Vivaldi Document Control.
This extremely fast and visually appealing interface is available for all PC, Mac and Linux browsers as well as for portable devices such as the iPad, iPhone, iPod, Blackberry and Android phones. No license is required to use the interface, but a user must have an account. That means it’s completely free for users who only need to consult documents!
With a simple hyperlink you can link towards documents in the Vivaldi Document Control platform from external websites or applications.
And with an optional add-on it is even possible to automatically publish documents to your MS SharePoint portal.
The open database architecture on MS SQL server also allows you to develop your own peripheral applications.