Functionality

Document management – Namejs allows to organize documents, arranging them in folders, document types, projects etc. Organization is enabled to create new document types and configure metadata fields of the document card as suitable.

Document numbers – to index a document appropriately (in line with requirements of an institution) it is possible to set for the given folder the format of the document number,. e.g. year + separator + index + separator + number. Once a number format is created all new documents of the folder will get the numbers of appropriate format automatically.

Personalised portal or working environment – a user can create his own working environment from Namejs functional blocks to allow performing his/her daily duties as efficient as possible.

Control – users are enabled to follow the execution progress of tasks and documents (of their own and those of their subordinates) thus allowing to better comply with execution deadlines. Notification e-mails can be received upon completion of tasks.

Management of meeting documents – helps to create meeting agendas and minutes, attach materials of meetings and working groups, work with documents during meetings, take decisions about matters discussed during meetings, also by electronic voting.

Task management – document flow is organised through resolutions, tasks and task flows. All task related data is available to involved employees in blocks: Current tasks, Assigned tasks, Tasks to be approved, Tasks of a subordinate, Tasks of manager etc.

Mobility – authorised user can access Namejs anytime from anywhere and from a number of devices including PCs, tablets and smart phones.

Document templates – to optimise work it is advisable to use document templates that include the necessary text and information from the fields of document card. Using templates to generate documents save time and allow for better quality of documents.

Versions management – the system ensures team work with documents: the newest version of a document is provided for work and editing, at the same time the system saves the version history thus allowing to monitorthe changes introduced in a document.

Search – the system provides both basic and advanced search; basic search is suitable in most cases and allows to create search request with minimum effort and thus save user time; advanced search allows to define the user request more accurately.

Reports – the necessary summaries can be obtained using Namejs reporting functionality that works asynchronously and thus does not impact Namejs performance even when processing large amounts of data.

Manager’s workplace – a manager’s workplace allows to issue resolutions and tasks quickly, to preview the attached files, to accept completion of tasks and sign documents. Manager can use draft resolutions prepared by manager’s assistant simply accepting or refusing them.

Absence management – Namejs uses employee absence data to automatically delegate tasks assigned to the absent employee to another one.

Project documents – to make team work of the project group more convenient Namejs allows to arrange the documents by projects.

Tools

Process automation – workflow automation tool allows a user without specific technical knowledge to configure and thus change the document flow.

Scanning – built-in scanning function allows to scan and save documents automatically.

Electronic signature – using a built-in functionality it is possible to sign documents instantly (when creating) using a safe electronic signature. One can sign even several documents at a time. Namejs automatically validates electronically signed incoming documents, saves the validation results and converts them to a format for easy viewing. In addition, it is possible to sign documents using the system’s electronic signature that is provided for internal documents and do not cause additional costs.

Use of web browsers –Namejs is a web application and supports use of Microsoft Internet Explorer, Google Chrome, Mozilla Firefox and Apple Safari (see the Namejs documentation for supported versions).

User management – user has access to documents in line with user’s role and access rights. Active Directory is used to allow for an easier management of user rights.

Configuration – using a built-in administration module users can fine tune Namejs to business processes of the organisation, create their own processes, document cards, document types and other parameters.

Support for file types – Namejs enables users to open files of various types directly from the system using external browser applications (MS Word, Excel etc.). New file types can be added by adminitrator if necessary.

Integration

Integration with Microsoft Office –Namejs allows creating and editing MS Office documents directly from the system. It is possible to export search results, folder listings etc. to MS Excel for a further processing.

Integration with scanners – it is possible to integrate the system with majority of the most popular scanners. Local as well as network scanners are supported.

Integration with e-mail – the system is integrated with e-mail to notify users about events related to tasks, terms etc., to enable capturing and sending documents via e-mail.

Integration with third party software – it is easy to integrate the system with third party software, for example, HR system to receive information on absence of employees.

Integration with mobile devices – Namejs is a web application and is OS and device independent. Namejs can be used on PC, tablet or smartphone (iOs, android, windows).

Support

Simple use – Namejs is simple to use, with a convenient, user-friendly and intuitive user interface, and with a broad an advanced functionality that allows performing all document flow related tasks.

Documentation – Namejs documentation includes wide range of materials starting with user and administrator manuals up to the training materials to perform specific tasks.

Support – we provide on-line help desk, issue reporting tool and consultations.

Trainings – we provide expert, user and administrator training programs. The training program can be tuned to the specific needs of the client.

Technical Requirements

Namejs is a web application, it means that all the Namejs software is located on servers and user does not have to install anything on his/her device.

The only additional software User might need on his/her device is one that would allow processing the necessary attachment files. This could be MS Office, if the organization works with MS Office documents or Adobe Acrobat Reader to process PDF documents.

For assessment of the necessary infrastructure please consultat us at infonamejs.lv.