About Documents

Invono One's 'Document' module seamlessly integrates into your workflow, offering an array of functionalities that extend beyond basic document storage and retrieval. It serves as an indispensable tool for streamlining organisational processes and supporting collaboration workflows.

Key features and benefits include:

• Efficient storage and organization of digital documents to maintain a structured document repository.
• Easy retrieval and searchability of documents through advanced search features, saving time and effort.
• Secure access and permissions management to safeguard data confidentiality and prevent unauthorised access.
• Workflow automation that optimises document approval processes, improving efficiency and reducing manual effort.
• Seamless integration with other modules within Invono One, promoting greater efficiency and synergy across workflows.
• Document backup and disaster recovery capabilities that protect against data loss, ensuring business continuity.
• Compliance and regulatory adherence, ensuring proper handling of sensitive information and meeting legal requirements, mitigating risks.

By leveraging these features, Invono One's 'Document' module empowers organisations to efficiently manage their documents, enhance collaboration, maintain data security, and comply with regulations, ultimately driving productivity and success.

Core Features

Invono One offers the following core features:

• Upload documents, manage meta data i.e. change document names ( view only and not the file ).
• Add 'Valid from dates' and 'Renewal Dates' if required.
• Set reminders prior to any 'Renewal Dates'.
• Add tags.
• Open Document.
• Download Document.
• Move document to another folder.
• Copy to 'My Documents'.
• Add document to 'Collections'. This is s specific module for collating sharing documents as well as generating a single PDF document from multiple documents. For more details regarding the 'Collections' module, click here.
• 'Soft Delete' with a recovery and/or permanent delete option providing an added layer of security and peace of mind.

Electronic Signatures

Invono One offers a streamlined digital signing process for any PDF format document, as follows:

• Initiate the signing process by attaching members, shareholders and/or external people that are required to sign.
• Invono One automatically sends each person an email containing a link to the document for review and signing.
• Once the signing process has been completed, the document is automatically sealed.
• Subsequently, each signatory receives a signed copy of the document, while the signed version is stored alongside the original document for effortless retrieval.

This digital signing feature simplifies the signing workflow, enhances efficiency, and ensures a secure and organised record of signed documents within the Invono One platform.

Add Tasks

Create tasks for specific documents, assigning them to individual members for completion. This functionality enables efficient task management and delegation within the platform.

Add Comments

Add comments to documents, facilitating discussions and providing supplementary information related to the document. This promotes effective collaboration, enhances communication, and ensures that all relevant information and discussions are consolidated within the context of the document.

The Root Directory in Documents

Maintaining an organised system for document storage becomes increasingly challenging when attempting to locate documents within a custom folder structure, particularly when searching for files created months or even years ago by former colleagues who are no longer with the organisation. For this reason, Invono One has implemented a 'Root' strategy alongside the standard 'Folder' structures to organise documents.

The term 'Root Directory' refers to the representation of documents within the 'Document' section. When accessing this section, all documents are immediately listed. By default, they are ordered based on the 'Uploaded' date. However, Invono One also offers an autocomplete for sorting lists, for instance, typing 'Bu' will show live results as you type that potentially include documents with 'Budget' in their name. This functionality is particularly valuable when the search parameters are vague, and users may not have precise information such as the exact name, date, or uploader. By narrowing down the list and refining the search results the feature enables users to efficiently locate specific documents.

Folders

In addition to the 'Root' structure mentioned above, users can create and manage documents within folders, providing an additional layer of familiar organisational structure.

The 'Root' structure and folders work seamlessly together, offering flexibility in sorting documents based on vague recollections or navigating through a folder structure to locate specific files.

Should both methods prove insufficient, users can resort to the 'Advanced Filter' feature, which provides further assistance in narrowing down search results and refining document selection.

Permissions

'Permissions' encompass two distinct aspects as follows:

• At the folder level, users can grant access to specific teams or individuals, thereby defining who can access the entire contents of a particular folder.
• At the document level, users have the ability to further refine access to individual documents. This means that specific teams or individuals can be white-listed, granting them access to the document, while others can be black-listed, restricting their access.

By offering this granular control over permissions, Invono One ensures that access to folders and documents can be precisely managed, allowing organizations to maintain data security and confidentiality in accordance with their specific requirements.

Sharing Documents with Shareholders

Sharing documents with shareholders in Invono One is a straightforward process, as follows:

• Users can simply select a folder and configure the permissions for shareholders.
• When uploading a document, there is an option to choose whether that specific document needs to be instantly shared with the shareholder or not.

Sharing Folders with other Companies

Invono One enables seamless collaboration by allowing users to share folders with other companies that are also registered on the platform. By leveraging this functionality, businesses can effortlessly exchange files, collaborate on shared projects, and enhance productivity through efficient communication and document collaboration.

Advanced Search

Enhanced search and retrieval capabilities save time and boost productivity. Find relevant documents quickly and effortlessly by:

• Uploaded date.
• Valid from, to date.
• Within a date range.
• File type.
• Digitally signed status.
• Uploaded by.
• Permissions.

Quick Search & Sort

In addition to the autocomplete feature in the 'Root Directory', Invono One provides the functionality to sort documents by 'Folder' and 'Tag', offering real-time suggestions for similar named folders or tags as you type. This feature enhances the user experience by facilitating quick and accurate sorting based on folders or tags associated with the documents.

Security

Security is paramount, and an online system provides robust measures to protect your sensitive information. Advanced encryption, secure data centers, and access controls ensure authorised access and instill trust among stakeholders.

Scalability

Scalability is a breeze as your organization expands. Cloud-based solutions allow seamless storage capacity adjustments, eliminating physical storage costs and accommodating your growing document management needs.

Reaching out to Invono support

We strive to respond promptly to all support queries, but please be aware that we are a small team of developers working on Invono One. This means that there may be times when the support 'Chat' is not actively monitored during the time when you require assistance. In most cases, the 'Chat' function will automatically convert to an email notification that will reach our team for action.

Please note the following support options available to you:

• Chat is available during office hours from 9:00 to 17:00 CET.
• Email is available 24/7; however, we can only respond during the office hours as mentioned above.

In some cases, our support team may require access to your account to address specific issues. We request that you grant us access to bypass your login by selecting the 'Grant access to Invono support' function, located at the top of your profile page. This can be accessed by clicking on the 'More Action' icon. You have full control over this aspect.