Manage Policies, Procedures and Controlled Documents

The FYB DocUControl leverages OpenText Content Manager to deliver a seamless and efficient solution for the publication of quality documentation such as policies, procedures and work instructions.

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Centralise Controlled Documents in Content Manager

Using FYB DocUControl provides the following benefits:

Enable your organisation to track the development of controlled documents from drafting through to approval, providing you with one source of truth and ensuring you are meeting industry compliance, recordkeeping, ISO 9001 and SA/SNZ HB 168 standards
Ensure staff or the public only ever see the latest approved version of a controlled document through an intuitive web interface at anytime from anywhere, reducing the risk of referring to out-dated or incorrect policies, procedures and work instructions
Automatically schedule annual reviews of controlled documents, enabling them to be proactively kept up to date

What's new in v4.0.4?

Ability to use Draft Records instead of Record Versions to manage controlled documents
Ability to leave the responsible location blank when configuring actions for Records. If blank, the responsible location for the action will be assigned to the Document Control Officer.
Upgrade to NET 8 to support increased performance and security of the NET application

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Key features:

Intuitive web interface enabling users to search for controlled documents by Title, Record Number, URI, Keywords and classification
Filter and sort results using customisable metadata fields
PDF Rendering module included to automatically render and display a PDF copy of the controlled document
Browse by customisable categories, topics and A-Z
Advanced searching capabilities with customisable metadata fields
Track whether documents have been acknowledged by each user, enabling them to sign off that they acknowledge the document once viewed
Upload controlled documents and view any recently uploaded
Add controlled documents to your favourites
Maintains settings of the controlled documents from Content Manager through to publication
Download single or multiple controlled documents as original or PDF format
Share single or multiple controlled documents via email or copy links to clipboard
Downloaded controlled documents contain a watermark with the downloaded date and active audit event of the record is updated with details of who downloaded the record
Intuitive Administration Console providing you the ability to configure:
- Navigation and Browsing options
- Record Type and Metadata options
- Site appearance and apply organisational branding
- Document review periods, responsibilities and email content for notifications
View and export document statistics, including; overdue documents or those nearing review
Ability to apply Content Manager workflow and actions or a Power Automate Flow to facilitate the drafting, authorisation, approval and automatic publication process of controlled documents
Ability to apply different Content Manager workflows to individual controlled documents
Automatically generates new versions of the controlled documents that are ready for review in the upcoming month, attaching the workflow which will trigger notifications to responsible staff via email
Customisable email notifications for document reviews, overdue documents and when a new document has been published

How does 365|2CM compare?

Feature	365\|2CM	SharePoint Integration Module for Content Manager	Content Manager 10.1 Teams Integration	Content Manager 23.4 Teams Integration
Manage SharePoint files within Content Manager
Manage Teams files, posts and chats within Content Manager
Manage OneDrive files within Content Manager
Manage Network Share files within Content Manager
Automatic lifecycle management
Replace source documents with TR5 files and URL link after archival
Auto classification for new containers based on the contents of the document library
Map access controls that dynamically update using members of the connected SharePoint site
Transfer files and lock editing to ensure users edit documents from SharePoint only
Connection Management	Centralised within 365\|2CM	Requires deployment to each managed site	Configured within Teams and deployed to each channel individually	Configured within Teams
Mapping of Document Set/Folder Structures to Content Manager	Out of the Box	Configuration required	Configuration required	Configuration required
SharePoint Knowledge required	Minimal	Advanced	Advanced	Advanced

Security

Compliant with the ACSC Information Security Manual (ISM) - Guidelines for Software Development
Compliant with the ACSC Essential Eight guidelines

Prerequisites

Content Manager 10x, 10.1x, 23x
Windows Server 2016 (IIS 10) or greater
The account used to run the app pool will need access to Content Manager
DocUControl must be installed on a Content Manager workgroup server
Content Manager 64bit client installed on the server
The application will need to be HTTPS-protected
.NET 6 SDK (x64) version 6.0.400 or greater must be installed on the hosting system
ASP.NET Core Runtime Hosting Bundle version 6.0.8 or greater must be installed on the hosting system
Use of the Power Automate flows requires a valid Power Automate license (per user or per-flow plan) - note this is an optional feature
Compatible browsers:
- Microsoft Edge
- Google Chrome
- Firefox

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Click here to learn more about the current supported versions

Why choose FYB Software?

We're proactive and consistent with product updates
Our products are continually evolving and growing to meet the needs of your organisation
We're Content Manager experts, using it every single day for our own information management
Delivering the best information governance systems and solutions is our priority
Our pricing is competitive and affordable
FYB apps, add-ins and connectors are certified Australian Made and each proudly carries the ‘Australian Made’ brand.

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Contact Us

Discover how FYB DocUControl provides a document control solution to streamline the publication of your policies, procedures and work instructions quickly and easily to your intranet and website. Contact us today to organise a demonstration and subscription pricing.

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Manage Policies, Procedures and Controlled Documents

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Centralise Controlled Documents in Content Manager

Using FYB DocUControl provides the following benefits:

What's new in v4.0.4?

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View Demo Video

Training Course

Key features:

How does 365|2CM compare?

Feature

365|2CM

SharePoint Integration Module for Content Manager

Content Manager 10.1 Teams Integration

Content Manager 23.4 Teams Integration

Security

Prerequisites

Why choose FYB Software?

We listen and deliver

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