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| Establish the workspace and invite a global team. |
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Establish the team - Start the project by selecting people from the user directory and inviting them into the workspace.
The application automatically sends an invitation by email to all invitees and a username and random password to all new users.
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Collaborate with global participants - People inside and outside your company require only a Web browser to work in the workplace.
DraftSpace has no client side installable; therefore users can work from any computer that has a web-browser and access all of their project
related information.
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| Share and collaborate on documents efficiently. |
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Secure Collaboration - Upload documents into the workspace and set individual access rights (read, edit, sign-off).
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Version Tracking - Version tracking keeps track of document changes and maintains the history of changes in each document
including who made the changes. All previous versions are stored and accessible through DraftSpace
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Document Status - Colour-coding shows you the status of each document at a glance. (i.e. not reviewed, reviewed, signed-off).
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Document Sign Off - Sign-off rights establishes a list of individuals that must "sign-off" a document as final. A document
will be locked when all relevant parties have signed off the document, to ensure that no more change can be made. All members
can view the status of sign-offs to avoid any potential bottlenecks in the execution process.
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Most Recent Information - Using DraftSpace guarantees that you will have access to the most recent version of a document.
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| Keep all team members up to date and make decisions faster. |
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Real time, customised alerts - You do not need to check DraftSpace regularly to be informed of new events. DraftSpace
allows you to customise the email notifications you receive that involve your participation. E.g. when you are invited
to a new project, document, discussion, meeting, when you have been assigned a new task or when a new version of a document has been posted.
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Access anytime, anywhere - Everyone can participate in the workplace, whether they are working on the other side of the office
or the other side of the world. The only requirement is a web browser and a username/password.
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Online discussions - Invite selected team members or the entire team to a threaded discussion on either project or document
level to collaborate online and solve complex issues.
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Simple task management - Project members can assign tasks and view the status of the tasks they have assigned as well as tracking
the status of tasks assigned to them. Colour coding is used to determine the status of each task at a glance.
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| Secure collaboration with controlled access. |
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Application access - All users require a valid username and password to access the DraftSpace application.
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Project Access - Users will only be able to access a project workspace if they have been invited to the project by the project owner.
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Document Access - Project members will only see documents within each project that they have been invited to or have uploaded
themselves. Similarly, members will only see tasks, discussion and calendar events that they have been invited to or created
themselves. In this way, access to all information is controlled by the originator.
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Project permissions - Every member invited to a project has a basic default set of permissions as determined by the DraftSpace
administrator. E.g. upload documents, add other project participants. The project owner can change each individual's permission
to tailor it to his or her role in the project (including creating other project managers). In this way, it is not necessary to
confine an individual to a role which has a specified set of permissions - you can precisely tailor permissions to an individual
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| Maintain audit records for compliance. |
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Full audit capabilities - Generate a complete audit trail on a project level to monitor activities of all users within a specific
project for compliance purposes, and to refine your standardised processes by tracking what material is being used by your users
and what material is not. For each action, the report gives you details of the person performing the action, the action they performed,
more details about the action and when they performed the action. DraftSpace logs all entries in the application and makes them available
to the project manager and anyone given permission by the project manager.
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| Personal and Customised Reports. |
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What's new and incomplete? - Visual reports show you at a glance a list of everything you are responsible for across ALL projects
you are involved in i.e. all unread documents, incomplete tasks, unread discussions and check-out documents
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Customised Reports - DraftSpace can also generate customised reports on project/transaction activity based on criteria and metadata that you require
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| Store, manage and file personal and corporate documents. |
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Personal library - Use your secure, personal virtual 'My Library ' to store all personal documents, emails (retrievable from
other accounts) and templates for future projects -a valuable repository for plans, procedures, discussions and problem solutions.
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Corporate document repository - Corporate Document library is similar to a corporate intranet. User access levels are determined
by the DraftSpace administrator i.e. view only or edit. Documents in the Corporate Library will be accessible by all users with
viewing permission. Any changes made to these documents (by the selected users with edit permission), will be immediately reflected
in every user's version. This ensures that all users have the most recent and up-to-date version of standards, procedures, corporate
information, templates etc.
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| Archive transactions for easy and efficient retrieval at a future date. |
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Project Archive - All projects can be archived into the Archived Projects module to put the project on hold or to store completed
projects for easy retrieval at a future date.
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Project Retrieval - Projects can easily be re-opened at any point by permissioned members of the project team. All other project
members will be automatically notified by email when a project has been re-opened. Simple retrieval of archived projects ensures
that project members have immediate access to similar projects they have worked on and eliminates the errors and wasted time in
gathering content and resources to get similar projects up and running.
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Reduced Costs - Electronic archiving reduces costs associated with physical offsite storage and ensures that all project related
information is available instantaneously if required at a future date.
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| Protect Intellectual Capital. |
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Capture knowledge - All internal knowledge is captured and stored behind multi-layered security within the Workplace.
The DraftSpace Workplace protects vital intellectual capital and makes it readily available for reuse.
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| Intelligent Search. |
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Application Wide Search - Use the intelligent search engine to search through all information in your active and archived projects,
your personal library and the corporate document library.
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Tailored Search - Use advanced search facilities e.g. Boolean, wildcard, proximity searches to get only the results that are relevant to you.
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Content Search - Our engine searches through content of documents of all major types and formats e.g. Microsoft Office products,
Lotus products, Adobe products (including PDF), SUN Star Office, Corel products.
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| Intuitive process flow. |
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Wizard based approach - All set up procedures within the DraftSpace application are performed through easy to use Wizards to
ensure that no important steps are omitted. For example...
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| Creating a Project is a three step wizard |
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| Step 1 Create Project Title, Description, Start Date |
| Step 2 Invite Project Participants |
| Step 3 Set Project Permissions for participants |
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| Add New Document |
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| Step 1 Upload document and select destination folder |
| Step 2 Invite document participants |
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| Add New Discussion |
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| Step 1 Enter discussion title and association (project or document) |
| Step 2 Enter first comment |
| Step 3 Invite participants to discussion |
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Adding New Users - DraftSpace allows users to create new users (simply enter First Name, Last Name
and Email Address) and ensures that new users are listed under the correct organization based on their email domain. The in
built intelligence within the New User Set-Up process means new users can be created on the fly without the need for a system
administrator and the new user will always be associated with the right organization (for purposes of the access lists).
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