Zenya DOC step-by-step plan – How do you organize this?

- UNDER CONSTRUCTION -

Information changes quickly and professionals are expected to work efficiently and as flawlessly as possible. With Zenya DOC, our document management system, it is easy to manage information anywhere, in various forms. In addition, it enables you to always provide your professionals with the correct and relevant information they need to do their job well. 

In this step-by-step plan you can read which steps you can go through to arrive at the most optimal and logical device for managing and consulting documents and processes, so that you make maximum use of the possibilities of Zenya DOC. 
 

General

• General introduction

Application management

In the application management you will find various parts with which you can furnish Zenya DOC. 
 

1. Users

• Central permissions- Grant permissions for application management parts
• User roles – Explanation per role
• User roles - Grant rights for document management 
• Taking over responsibilities - From another user
• Licenses - Which employee has a license for?

2. System settings

• Synonyms – Improve search results
• Glossary - Explain concepts for readers

3. Documents

3.1 Document types

• Advantages and disadvantages of different types
• Structured documents
• Free web documents 
• Interactive documents 
• Office documents

3.2 Processes
A special document type is ‘Process’. You can use this for drawing processes.

• Process
• Fields per shape 
• Templates
• Roles and positions– For tasks, responsibilities and powers

3.3 Fields

• Fields – Add metadata to documents and processes
• Field type Card file
• Field Type Frameworks

3.4 Review templates - Determine the workflow for the review 

3.5 Print templates - Determine how you want to print a document 

3.6 Styles – Standardize formatting for documents

3.7 Quick codes - Quickly find and share documents

4. Bulkexport

• To an offline website
• Single file

5. Webshare

• Share documents with external parties

6. Link to the portal 

• Add documents to collections
• Link collections to a portal

 
Document management

Below you will find more information about the management of documents and processes. 

1. Folders

• Folder structure
• General settings of a folder
• Media node - Smart management of images, videos etc. 
• Document types per folder 
• Review per folder
• Fields per folder
• Permissions per folder
• Secure settings – For subfolders 

2. Manage documents and processes

2.1 List of documents

• Keep overview
• Smart search

2.2 Add documents

2.3 Import documents

2.4 Write and edit documents

• Structured document
• Free web document
• Interactive document
• Process
• TVB Matrix
• Shapes
• Word and Excel 
• Other types 

2.5 Change document to another type

• From Word to Web
• To Interactive Document

2.6 Invite writer

2.7 Document properties

• General document properties 
• Persons involved
• Compliance
• Linked documents
• Set fields
• Risks at Processes

2.8 Review and publish documents

• Review document
• Change reviewers

2.9 Consider comments on a document

2.10 Check document

2.11 Draft version – create new version 

2.12 Share your document externally

3. Reports on Documents

3.1 How do you make a report?

3.2 Types of reports

3.3. Insight into who is a document administrator

4. Zenya Search app

4.1 Have employees read documents on a tablet or mobile device

4.2 Use the Search app